UW-Madison IT Project Intake

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UW-Madison IT Project Intake




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Presentations text content in UW-Madison IT Project Intake

Slide1

UW-Madison IT Project Intake and Evaluation ProcessOverview Presentation

1

Slide2

Agenda

2

Welcome and Introductions

Background and Process Overview

Intake Form and Scoring Matrix

Review and Approval Process

IT Project Definition

Q & A

Slide3

Committee Members

3

Tamra Dagnon

Senior IT Business Analyst, DoIT

J.J. Du Chateau

Enterprise Architect, DoIT (Chair of Subgroup B)

John Ford

Deputy Director, Academic Technology, DoIT

Eric Giefer

Director Information Technology, Law School

Karen Hanson

Manager Project Management Office, DoIT

Elizabeth Harris

Director of CEETE, College of Engineering

Phil Hull

Associate Registrar, Enrollment Management

Rafi Lazimy

Exec Dir IT Planning & Strategy, CIO Office (Chair)

Sabrina MesserManager User Services, School of EducationAlan NgDir Outreach Tech & Faculty, Div of Continuing StudiesDavid PagenkopfDirector of Application Development & Integration, DoITJason PursianInterim CIO, College of Agriculture & Life Sciences Greg PutnamSenior Info Proc Consultant, College of Letters & SciencesBruce RileyProcurement Specialist, Purchasing ServicesAlan SilverComp Sys Admin, Dept of Chemistry (Chair of Subgroup A)Sara Tate-PedersonIS Specialist, AIMSDavid TowersCFO, Wisconsin School of Business Steve Van Der Weide Dir of IT Solutions, Wisconsin School of Business

Slide4

Agenda

4

Welcome and Introductions

Background and Process Overview

Intake Form and Scoring Matrix

Review

and Approval Process

IT Project Definition

Q & A

Slide5

Overall Approach

5

Two Workgroups were created

Project Proposal Intake, Scoring and Routing

Project Prioritization

and Recommendation

Various Sources were used by both groups

EITDM Materials

Slide6

IT Project Intake Process Objectives

6

Shared Governance

-

Collaborative, transparent, expert-based

Pace/Speed

– rapid evaluation and decision-making

Agility/Flexibility

– easily modified/improved

Duplication –

Minimize redundancies

Infrastucture

– Assess

impact on IT

infrastructure/resources

Innovation

– recognize/encourage innovative servicesPrioritization – no more “one-off” project evaluations

Slide7

Scope of Work

7

Develop “IT Project Proposal” Definition

Create Project Proposal Intake Template

Develop Scoring Methodology

Determine Approval Routing Strategy

Route Process Proposal through IT Governance

Slide8

IT

Project Intake Process Governance

Technology Advisory Groups

(TAGs)

Divisional

(DTAG)

Research

(RTAG

)

Teaching & Learning

(TLTAG)

8

Infrastructure

(ITAG)

Information Technology Steering Committee

(ITSC)

Information Technology Committee

(ITC)

IT Center of Excellence

(ICOE)

Slide9

IT Project Intake Process

9

Review and Approve

Prioritize Funding

Requests

Submitter

ICoE & TAG Chairs

TAGs

ITSC

Initial Review

Review and Recommend

Approve and Prioritize

Slide10

IT Project Intake Process

Workflow

10

Slide11

Value to Stakeholders

11

Highlights the

existence of similar

services

Provides better visibility for resource planning

Better

framework for

collaboration and transparency

Identifies impact

on

campus

infrastructure

Allows for early detection of Cybersecurity needs

V

isibility

to

IT Services/Projects Repository

Slide12

Agenda

12

Welcome and Introductions

Background and Process Overview

Intake Form and Scoring Matrix

Review

and Approval Process

IT Project Definition

Q & A

Slide13

Who Can Submit a

Project?

13

Divisional CIOs

or equivalent have authority

to

submit

They can delegate that authority as necessary

The

Divisional

CIO

should receive

a copy of the

proposal

Each

proposal

should have a

project SponsorThe Sponsor must approve the submissionThe Divisional CIO and Sponsor must be entered on the formBoth will receive an email notification of the submission

Slide14

Intake Form

14

Intake Form includes:

Project Name and Description

Contact Info

Reasons for the Project

Service Catalog Info

Cost and Effort Estimates

Scope Information

Slide15

IT Project Intake Form - Template

15

Slide16

IT Project Intake Form - Template

16

Slide17

IT Project Intake Form - Template

17

Slide18

Scoring Process

18

Scoring Process

10 Questions will be weighted and scored

Each Question will be scored on a scale of:

1 – Low Impact

3 – Medium Impact

5 – High Impact

Aggregate Score determines initial Project Classification

Aggregate Score

Project Classification

34 - 99

Low Impact

100 - 139

Medium Impact

140

- 170

High Impact

Slide19

Scoring Matrix

19

Slide20

Intake Forms entered in JIRA

20

JIRA will be used for:

Online Submission

Automatic Notifications

Calculation of Project Score

Approval Workflow

Status Tracking

Slide21

Automatic Notifications

21

Automatic email notifications are sent to:

Submitter

Proposer

IT Director

Sponsor

IT Center of Excellence

Slide22

Agenda

22

Welcome and Introductions

Background and Process Overview

Intake Form and Scoring Matrix

Review

and Approval Process

IT Project Definition

Q & A

Slide23

Initial Review of Proposals

23

An Initial

Review group will review incoming proposals

Center of Excellence

TAG Chairs

Others as necessary (Ex: Enterprise architects, SMEs, etc.)

Initial

review

will

focus on

the following

Confirmation of Project Classification

Determine

which TAGs need to review the proposal

Identify any “flags” for additional review

Slide24

Identification

of

“flags

24

Initial

review

will

focus on proposals that need further

scrutiny and identify

those

that

raise

”flags”

Duplicate

existing services and/or projects

Have

the potential to become campus-wide servicesSignificant impact on the campus IT resources/infrastructureSeek campus fundingFederal, state or campus policy compliance implications

Slide25

Cross-TAG Group Review

25

For Proposals

that require further scrutiny

Cross-TAGs

Review Group

TAG

members

Non-TAG members

Subject-Matter Experts (SMEs

)

External SMEs if necessary

May

also engage

Proposers/Project Sponsors

The focus will be to investigate

“flags”

The

Group will present its analysis and recommendations to the TAGs

Slide26

Approval Process

26

Review and Approval

Low Impact Proposals

Approved “automatically” (if no “flags”)

Medium and High Impact Proposals

Route to Relevant TAGs for review/recommendation

May require additional information

Upon TAG recommendation, routed to ITSC for approval

Slide27

How long should the approval process take?

27

Proposed projects that score and are validated as

Low Impact

with no

“flags”

raised will be approved within

5

business

days

Medium

and High Impact projects will vary depending on which TAG Reviews are required

,

an estimated range is

30-60 days

An expedited process will be available upon request and approval

Slide28

TAG/ITSC Meeting Cadence

28

All TAGS meet on a monthly basis

DTAG – Nov 14, Dec 12

ITAG – Nov 20, Dec 18

RTAG – Nov 15, Dec 20

TLTAG – Dec 18

ITSC Meets as needed

ITSC – TBD

Funding Approval Dates

Jan 15, May 30, Sept 15

Slide29

Agenda

29

Welcome and Introductions

Background and Process Overview

Intake Form and Scoring Matrix

Review

and Approval Process

IT Project Definition

Q & A

Slide30

IT Project Proposal Definition

30

An IT Project Proposal is…

“…

an undertaking

by a campus

unit

to create or

modify an

IT service that is owned by the campus unit

(

department, college, school,

administrative unit

, research center

) and

is designed to support the mission and the operational and

managerial needs

of the unit with well-defined outcomes. The service employs information technologies and resources, people, and processes to collect, manipulate, store and disseminate information to achieve its objectives”.

Slide31

What is an

IT

Project

Proposal?

31

An IT Project Proposal is…

Creating or replacing an IT Service

An IT

Project Proposal

is

NOT

Ongoing maintenance/operations of an existing IT Service

Slide32

IT Service Categories

32

Service Category

Category Description

Administrative and Business

Enterprise and local services that support the administrative and business functions of an institution. Includes analytics, business intelligence, reporting, finance, human resources, student information systems, advancement, research administration, and conference and event management.

Communication and Collaboration

IT services that facilitate institutional communication and collaboration needs. Includes e-mail, calendaring, telephony/VoIP, video/web conferencing, unified communications, web content management system, web application development and hosting, and media development.

End-Point Computing

Services that enable community members to do their day-to-day work, including providing access to enterprise services. Includes network access, user file storage, end-point computing backup solutions, desktop virtualization, computer labs, and printing.

Infrastructure

Enterprise-level hardware, software, systems, and network infrastructure that provide underlying support for institutional activities. Includes data centers, network backbone, wireless, central storage and system backup solutions, server virtualization, and systems management and operations.

IT Professional Services

Services that are consultative in nature, in contrast to the other categories, which tend to be technology based; these may be a combination of customer-facing and non-customer-facing services. Includes IT training, consulting/advisory services, business continuity/disaster recovery, enterprise architecture, portfolio/project management, and ITSM.

Research

Services supporting the institution’s research activities, including specialized storage and computation, high-performance computing (HPC), visualization, and lab-management systems.

Security

Infrastructure and services that provide security, data integrity, and compliance for institutional activities. Includes security services such as virus protection, encryption, privacy impact assessments, information risk management, emergency preparedness, data security, identity management solutions, access controls (i.e., passwords, accounts, and authentication), audit and monitoring systems and services, and data access and stewardship.

Teaching and Learning

Instructional technology, tools, and resources directly supporting teaching and learning. Includes learning management systems, in-class and online course development, learning analytics, course evaluation, lecture capture, webinars, and other academic tools for faculty and students.

Slide33

Generic Service Categories

33

Administrative

and

Business

Billing

Business Intelligence

Compliance Support

Grant Application and Management

IT Management

Line of Business Application

Point of Sale

Purchasing Services

Communication and Collaboration

Appointment Scheduling

Audio Visual Support

Automatic Call Distribution

Calendar

Digital SignageDocument ManagementEmailEmail ListsEmergency NotificationEvent Scheduling/MgmtGraphic DesignKnowledge BaseMedia ProductionPortalResource SchedulingSurveyTeleconferencingTelephonyTelevision

Video Capture

Website Content Development/Maint

Website Design

End-Point Computing

Application Deployment/Mgmt

Endpoint Mgmt/ Device Support

Equipment Circulation or Rental

Equipment Repair

Printing Services

Remote Access

Infrastructure

Asset Management

Backup/Recovery

Computer Co-Location

Data Archive

Data Center

Database Hosting/

Management

File Share

Network Management

Server and Infrastructure Management

Ticketing

URL Shortening

Version Control

VM Hosting/

Management

Website Hosting

Slide34

Generic

Service Categories

34

IT Professional Services

Application Design/Development

Application Maint/Support

Application Monitoring/Mgmt

Business Analysis

Cloud Service Brokering

Consulting and Advising

Data Analysis & Visualization

Domain Consulting

Help Desk

Project Management

Service/Project Portfolio Mgmt

Research

Computation Server

Electronic Lab Notebooks

Lab Instrument Data Collection & SupportParallel Computing Cluster - Loosely CoupledParallel Computing Cluster - Tightly CoupledSpecialized Need SoftwareSecurityAccess Management

Directory Services

Identity Management

Incident Response

Restricted Data Environment

Security - Monitoring

Security - Restricted Data Compliance

Security Consulting

Teaching and Learning

Accreditation Support

Classroom Support

Computer Lab

Course Scheduling

Degree Audit

Instructional Design

LMS System

LMS Support

Student Admissions

Student Advising

Student Data Service

TA Management

Test Administration

Training

Slide35

IT Project Proposal Examples

35

An IT Project Proposal is…

New IT service for campus operational needs

Implementing a new CRM System

Significantly changing or replacing an

existing IT

Service

Replacing Outside Activities Reporting

Business

process change initiatives that require IT

changes

Creating

a new computer lab for a

department

Developing a new data warehouse

Creating or moving

an existing data center

Slide36

IT Project Proposal Examples

36

An IT

Project Proposal

is

NOT

Consuming an existing IT service, such as

WiscWeb or MyUW

Purchasing

IT consulting services that

do

not result in any technology development or change

Replacing

hardware in an existing data

center

Ordering

desktop computers for a departmentAcquiring or developing specialized lab software or instrumentation that includes digital technologyOperational support and maintenance activitiesCreating a new report Business process customizations enabled by new vendor releases, such as turning on new ERP functionality

Slide37

When Should an IT Project Proposal be Submitted?

37

When there is a

clear business

case

When there is commitment

from

the

sponsor

When the following items are analyzed/understood:

Scope of the project

Objectives and expected outcomes

Feasibility, both operational, and cultural or political

Justification

(

rationale/reasoning/benefits)

Slide38

IT Resources for Consultation

38

UW

Data Governance

(when new data content is created or stored)

https://data.wisc.edu/accessing-data/

Cybersecurity Governance, Risk Management and Compliance team

cybersecurity@cio.wisc.edu

DoIT Middleware Systems Technology team

Email list:

mstsupport@lists.wisc.edu

Web page for UW-Madison services/policies:

https://it.wisc.edu/services/iam/

Web page for UW-System services/policies:

https://www.wisconsin.edu/systemwide-it/iam-integration/

Campus or Unit Purchasing Services

See

Campus Purchasing Services Enterprise and IT Architects (for larger or strategic initiatives)Enterprise Architects: https://it.wisc.edu/about/division-of-information-technology/doit-departments/enterprise-internet-services-eis/Cloud Architect: Center or Excellence, Office of the CIO

Slide39

Supporting Materials Available Online

39

IT Project Intake

and Evaluation Process Overview

IT Project Intake Process Guidelines

Completing the IT Project Intake Form

IT Project Intake Form

- Template

Link

to

Materials Online

https://go.wisc.edu/itprojects

Supporting Materials Include:

Slide40

40

UW IT Project Intake Process

Overview

Thank you for your time and attention!

For additional information, please contact:

IT Center of Excellence, Office of the CIO

Email

:

icoe@cio.wisc.edu

Phone: (608) 263-7318


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