and Evaluation Process Overview Presentation 1 Agenda 2 Welcome and Introductions Background and Process Overview Intake Form and Scoring Matrix Review and Approval Process IT Project Definition ID: 725885
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Slide1
UW-Madison IT Project Intake and Evaluation ProcessOverview Presentation
1Slide2
Agenda
2
Welcome and Introductions
Background and Process Overview
Intake Form and Scoring Matrix
Review and Approval Process
IT Project Definition
Q & ASlide3
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 & ASlide5
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 MaterialsSlide6
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 evaluationsSlide7
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 GovernanceSlide8
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 PrioritizeSlide10
IT Project Intake Process
Workflow
10Slide11
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 RepositorySlide12
Agenda
12
Welcome and Introductions
Background and Process Overview
Intake Form and Scoring Matrix
Review
and Approval Process
IT Project Definition
Q & ASlide13
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 submissionSlide14
Intake Form
14
Intake Form includes:
Project Name and Description
Contact Info
Reasons for the Project
Service Catalog Info
Cost and Effort Estimates
Scope InformationSlide15
IT Project Intake Form - Template
15Slide16
IT Project Intake Form - Template
16Slide17
IT Project Intake Form - Template
17Slide18
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 ImpactSlide19
Scoring Matrix
19Slide20
Intake Forms entered in JIRA
20
JIRA will be used for:
Online Submission
Automatic Notifications
Calculation of Project Score
Approval Workflow
Status TrackingSlide21
Automatic Notifications
21
Automatic email notifications are sent to:
Submitter
Proposer
IT Director
Sponsor
IT Center of ExcellenceSlide22
Agenda
22
Welcome and Introductions
Background and Process Overview
Intake Form and Scoring Matrix
Review
and Approval Process
IT Project Definition
Q & ASlide23
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 reviewSlide24
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 implicationsSlide25
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 TAGsSlide26
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 approvalSlide27
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 approvalSlide28
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 15Slide29
Agenda
29
Welcome and Introductions
Background and Process Overview
Intake Form and Scoring Matrix
Review
and Approval Process
IT Project Definition
Q & ASlide30
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 ServiceSlide32
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 HostingSlide34
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
TrainingSlide35
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 centerSlide36
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 functionalitySlide37
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 CIOSlide39
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