IT Portfolio Management - California State University...
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Transcript of IT Portfolio Management - California State University...
IT Portfolio Management The Process
Framework Steps to Implement
Business Process Modeling Key Stakeholders RACI Analysis
The Tool Leading software for IT
Tying it all together Benefits
Demo Question / Q & A
Why implement a Portfolio Management Process?
To enable a company to track the information necessary to maximize the value ROI- (both hard and soft benefits) Managing the costs and risks
Most effectively make use of all resources available Balance IT services and resources with demand for IT
reserves and resources Drive higher project success rates by tracking and
reporting on progress
Tools, Technology, Training and Knowledge Transfer
Alignment with Business Objectives
Integrated Delivery Framework
Real-time Executive
Decision Support
Collaboration and Project Management
Portfolio Management
Programs, Initiatives
Business Strategy
Investment, Resource and Prioritization
Decisions
Integrated Portfolio of Managed Projects
Consistent, Repeatable Project Delivery
EnterpriseResource Management
Projects
Portfolio Management: Aligning Initiatives To Strategy
*Content of this slide adapted from Microsoft presentation to Amgen
IT Portfolio Management Framework1. Define the Objectives
You can’t boil the ocean2. Determine Portfolio
Structure3. Build the list
Evaluate technical condition, business alignment, and risk
4. Track to your Targets Capital & Expense
budgets / Scope / Schedule / Timeline
Balanced Scorecard / Project Dashboard / KPIs
5. Continually Re-Assess and Determine Trade-Offs
6. Communicate the Portfolio
Messaging should be tailored to the audience
Collaboration tools7. Governance
RACI8. Evaluate Execution
Compare success to objectives set in stage 1
Implementing Portfolio Management Define the business process keeping in mind
industry best practice Stakeholder buy-in is key Process before tool or tool before process?
No one correct answer Implement a tool that supports the process
Allow for Data analysis Can be a phased approach in alignment with maturity
level of the PMO Establish Ongoing Governance Model Make it Operational- Consistent and repeatable
User Adoption and Training
Define the Process: Business Process Mapping Notation BPMN is an industry standard for mapping process flow.
Stakeholders: An individual or group with direct or indirect interest that can affect or be affected by the actions of the business as a whole.
It is critical when implementing a Portfolio Management System (people, process, tool) that you have a clear definition of who the stakeholders are:
Example: Client- Group or individual requesting the project Project Manager- Responsible for r planning, execution, and
closing the Project Program Manager- Responsible for managing the over-arching
program Portfolio Manager- is a person who makes investment decisions
using money other people have placed under his or her control. Financial Manager- oversees the monetary concerns relating to
the functional area Governance Committee- ensures the constant health and
effectiveness of the portfolio of projects
http://www.businessdictionary.com/definition/stakeholder.htmlhttp://en.wikipedia.org/wiki/Portfolio_manager
Define Roles and Responsibilities A RACI Diagram is a good way to document the roles
and responsibilities of key stakeholders A separate Diagram is usually created for each major
process
RAC
I
Responsible: “The Doer” The one who actually complete the task. The “doer” Is responsible for action/implementation. Responsibility can be shared. Accountable:“The Buck Stops Here” The individual who is answerable for the activity or decision. Only one “A” can be assigned to an action.Consult:“In the Loop” Typically subject matter experts, to be consulted prior to a final decision or action. Input from the designated position is required.Inform:“Keep in the Picture” This is one who needs to be informed after a decision or action is taken. They may be required to take action as a result of the outcome. It is a one-way communication..
Sample RACI
Process Name: Financial Approval for Projects over $300K (ILM Process)
Client
Client Finance
IS LEAD
PM
Portfolio Manager
Functional Area Lead
Client
Governing Board Member
Update EPPM with the ILM Cycle for Submission C C I R A I I I
Estimate the cost of the project I C I R A C I
Estimate and manage risks associated with the project I C C R,A I I I
Develop the PRA and Business Case for a Project C C I R,A C C C
Submit through required ILM Meetings C R I R,A I C C
Leading Software for IT PFM: Gartner’s Magic Quadrant
Clarity: “EPPM”
The Gartner Magic Quadrant (MQ) is a proprietary research tool developed by Gartner Inc., The Magic Quadrant aims to provide a qualitative analysis into a market and its direction, maturity and participants, thus possibly enabling a company to be a stronger competitor for that market.[1]
http://en.wikipedia.org/wiki/Magic_Quadranthttp://www.gartner.com/it/content/1383500/1383514/july_15_it_project_mq_dstang.pdf
What should the selected Tool Provide?
Identify link to goals and strategy
Access to resource availability and demand
What-if and scenario analysis
Identify and link to strategic resources and applications
*Content of this slide taken from CA proposal / presentation to Amgen
End User AdoptionQuickly and efficiently train users
END USERUser Adoption
UserAdoption
*Content of this slide taken from CA proposal / presentation to Amgen
Benefits of Implementing a Tool to Support the Process
Improved Resource Allocation; the right people on the right projects
Improved alignment between work and management decisions with goals
Enhance scrutiny on above the line initiatives Increased visibility across the enterprise Reduce Ambiguity; ensuring that the authorized work is
valuable, aligned and balanced. Ability to balance the portfolio between strategic
projects, small efforts and KTLO Sharper focus enabling cost benefit analysis Increased Collaboration and Communication between
organizations FTE efficiencies across multiple organizations