PIP Process why is it needed Current position Lots of projects over 90 that we know about Limited resources we cant do everything No method to prioritise Leads to delays and frustration ID: 366550
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Slide1
Project Investment and Prioritisation (PIP)Slide2
PIP Process – why is it needed?
Current position:
Lots of projects (over 90 that we know about)
Limited resources – we can’t do everything
No method to prioritise
Leads to delays and frustration
PIP purposes:
Approval process for new and in some cases existing projects
Transparent mechanism for prioritisation
High-level monitoring of project portfolioSlide3
PIP Process – benefits
The
right projects will be delivered at the right
time
L
imited
resources directed to
priorities
I
mproved delivery resulting from better use of resources and project start-up standards
B
etter overall project governance
Greater transparency:
Which projects are being supported
How projects link to strategy and operationsSlide4
PIP Process – what is included?
Applies
to all business change projects with an Information Systems or Technology
component
Examples of “IT related projects”:
Introducing a new information system
eg
Student Accommodation or upgrading a current one
Installing IT equipment – not just computers & printers, e.g. CCTV, alarms, digital signage
Web sites and intranets
Anything requiring IT/development staff resource
In fact most projects are touched by IT in some form or other!Slide5
PIP Process - overview
To
identify the most significant
candidate projects
to take forward
(balance impact with complexity)
To receive business cases for these projects and propose a prioritised overall
workplan
The Selection
of projects will be ratified by the IST Strategy Steering Group (ISSG)High-level oversight of the progress and completion of these projects by ISSGSmaller projects which must be clear about their costs and benefits will be fitted around the PIP projects if possible
Jean-Noel Ezingeard
- Chair
John Cunningham
Jess Edwards
Keith
Faulks
Phil Range
Karen
Moore
Phil
WheaterSlide6
PIP Process - overview
There are 5 stages:
Stage
What happens
Outcome
1
Project Brief and Impact Analysis
Permission to progress to Business Case
2
Project Prioritisation
Existing & new projects prioritised
3
Business Case and Work planning
New projects approved
4
Project Delivery and Progress Reporting
Approved projects are implemented
5
Project Completion
Projects
are reviewedSlide7
Stage 1:
Write
Project
Brief:
Using
standard template available
from
web site
http://www.mmu.ac.uk/bit/project-management-toolkits.phpClaim Compliance /Essential status (in Brief) if appropriateSponsor sends Brief to Director of LRIS Responsibility = SponsorSlide8
4.
PIP Advisory Group meet
with the sponsor and using the Project
Brief
:-
Score
Impact
for
each of the following categories
Strategic ContributionFinancial Return on InvestmentOperational Effectiveness/EfficiencyScore ComplexityReview Compliance/Essential Using spreadsheet tool
Director of LRIS, Deputy Director of Finance & SPMI Manager
Student Experience (Student Life)
Learning and Teaching
Research
Enterprise and Knowledge Exchange
Internationalisation
Environmental Sustainability
Responsibility =
PIP Advisory
Group
Stage 1:Slide9
5
.
BI
Team
adds
to Project Register
and sets
up a SharePoint Project
site
(The Project Brief and scores will be recorded in the SharePoint Project site) Responsibility = BI Team[6. Compliance / Essential projects skip stage 2 and jump to step 8]
Stage 1:Slide10
7.
On
a quarterly basis:-
BI
Team will add the new projects to the Prioritisation Spreadsheet and
Chart
The PIP Advisory Group will
review the chart and
provide to the IST Strategy Steering Group a ranked list of projects that should proceed to the Business Case (and those that should stop)
Responsibilities = BI Team & ISSG
Stage 2:Slide11
8
. Business
Cases
produced by Sponsor and/or Project Manager
Must include
option appraisals, the preferred option and detailed resource estimates including internal staff costs.
Must
be done in association with the Resource Providers who will also identify a possible timeslot for the work to take place.
Note
that If a project is tied to a particular business cycle (e.g. UCAS applications) this needs to be clearly stated in the Business Case in order for the Resource Provider to consider the impact on available timeslots and possible rescheduling of existing work.Responsibility = Sponsor/Project Manager
Stage 3:Slide12
BI
Team
produces overall
workplan
for
proposed
and
current
projects for approval by the
ISSG. This may necessitate further prioritisation due to limited resources 10. Once the overall workplan is agreed, small projects that can be accommodated within it will be progressed at the discretion of the Director of LRIS Responsibilities = BI Team & ISSG
Stage 3:Slide13
A
standard Project Management approach will be used with a defined
mandatory minimum
level of documentation.
Brief, Business Case, Update reports, Risk log, Closure report
The
Sponsor and Project Manager will
escalate if
the project’s complexity or delivery risk necessitates higher levels of Project
ManagementProgramme/Project Managers will inform the BI team on progress quarterly in order to update the Project Register. BI Team will alert the ISSG via the LRIS Director of any serious concerns and slippage particularly where they are likely to have impact on other Programmes/ProjectsResponsibilities = Project Manager, BI Team & ISSG
Stage 4:Slide14
13. Project Closure
reports will be made available to the
ISSG in
order to ensure that benefits have been achieved and as a way to spread lesson learned and good practice
Responsibility = Project Manager
The PIP Process is available on the MMU
web site:
http://www2.mmu.ac.uk/bit/project-management-toolkits
/
Stage 5:Slide15
Impact scoring:
Criteria
Score 0
Score 1
Score 2
Score 3
Score 4
Score 5
Strategic contribution
45%
None
Contributes indirectly to 1 strategic theme
Contributes indirectly to >1 strategic theme
Contributes directly to 1 strategic theme
Contributes directly to >1 strategic theme
Very significant strategic impact
Financial ROI
30%
>5yrs
4-5
yrs
3-4
yrs
2-3
yrs
1-2 yrs
<1
yr
Operational effectiveness
25%
None
Improves work of a small group of staff <6
Improves work of a large team of staff >5
Improves work of whole department
Some improvement across whole University
Significant improvement across whole UniversitySlide16
Impact scoring (example):
Criteria
Score 0
Score 1
Score 2
Score 3
Score 4
Score 5
Strategic contribution
45%
Contributes indirectly to 1 strategic theme
Financial ROI
30%
3-4
yrs
Operational effectiveness
25%
Some improvement across whole University
Total
1 * 45%
2 * 30%
4 * 25%
2.05
Each item is scored on a 5-point scale and multiplied by the weighting %,
e.g. score = 2 * weighting = 30% = 0.6
Criteria
Score 0
Score 1
Score 2
Score 3
Score 4
Score 5
Strategic contribution
45%
None
Contributes indirectly to 1 strategic theme
Contributes indirectly to >1 strategic theme
Contributes directly to 1 strategic theme
Contributes directly to >1 strategic theme
Very significant strategic impact
Financial ROI
30%
>5yrs
4-5
yrs
3-4
yrs
2-3
yrs
1-2 yrs
<1
yr
Operational effectiveness
25%
None
Improves work of a small group of staff
<5
Improves work of a large team of staff >5
Improves work of whole department
Some improvement across whole University
Significant improvement across whole University
TotalSlide17
Complexity scoring:
Criteria
Score 1
Score 2
Score 3
Score 4
Delivery Timescale in months - 10%
1-6
6 – 12
12 – 18
>18
Stakeholders
20%
Internal and within single business area
Internal across more than one business area
Mainly external
Internal and external
Operational change
15%
Very minimal
Some new business processes and possible some re-training
Significant re-structure of processes and work areas
Major change eg large scale restructure, outsourcing
Contract complexity
20%
No new contracts required
Single contract with known supplier
Multiple contracts with known suppliers
Contract(s) with new suppliers(s)
In-house expertise
20%
Have done this before many times
Have done this before once or twice
Have done similar before, but not the same
Have not done anything like this before
Dependencies
15%
Very minimal links with other projects
Links with other projects but little impact
Links with other projects upon which this project depends
Other projects depend upon this projectSlide18
Complexity scoring (example):
Criteria
Score 1
Score 2
Score 3
Score 4
Delivery Timescale in months - 10%
1-6
mo
Stakeholders
20%
Internal and within single business area
Operational change
15%
Some new business processes and possible some re-training
Contract complexity
20%
Single contract with known supplier
In-house expertise
20%
Have done this before once or twice
Dependencies
15%
Links with other projects but little impact
Total
1 * 10% +
1 * 20%
2 * 15% +
2 * 20% +
2 * 20% +
2 * 15%
= 1.70
Each item is scored on a 4-point scale and multiplied by the weighting %,
e.g. score = 2 * weighting = 20% = 0.4
Criteria
Score 1
Score 2
Score 3
Score 4
Delivery Timescale in months - 10%
1-6
6 – 12
12 – 18
>18
Stakeholders
20%
Internal and within single business area
Internal across more than one business area
Mainly external
Internal and external
Operational change
15%
Very minimal
Some new business processes and possible some re-training
Significant re-structure of processes and work areas
Major change eg large scale restructure, outsourcing
Contract complexity
20%
No new contracts required
Single contract with known supplier
Multiple contracts with known suppliers
Contract(s) with new suppliers(s)
In-house expertise
20%
Have done this before many times
Have done this before once or twice
Have done similar before, but not the same
Have not done anything like this before
Dependencies
15%
Very minimal links with other projects
Links with other projects but little impact
Links with other projects upon which this project depends
Other projects depend upon this projectSlide19
Impact vs Complexity
Impact is a positive score
Complexity is a negative score
Overall project score = I-C
In the above example I = 2.05 and C = 1.70
so overall score is 0.35
Another way to look at the scores is plot them on a 2-way gridSlide20
Scoring Spreadsheet
Weighting agreed by ISSG
Each item rated by Sponsor and agreed with PIP Advisory Group
Overall score calculated using rating * weighting
Complexity & Impact scores then plotted on a 2-way gridSlide21
Example 2-way grid:
Example projectSlide22
This area shows the site “breadcrumb” trail –
not all site pages display this area
Example project site:
Project overview: can be as much as you like and include images if desired
Summary listings: you can choose which ones to include and how to filter them
Naviga-tion
bar is
config-urable
& links to other areas of the site
This area also configurable and can include RSS feeds, etc.Slide23
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
Provides
o
verall summary:
key objectives,
what
problem(s)
it will solve
What
type of project is
it:
compliance
essential
Transformationalimprovement (and why)?Slide24
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
Describe what the outcome will look like from a business and user
perspective.
This section should include one or more scenarios that describe the expected outcomes as if they have been achieved.
Note
that the vision is about “what it will be like” once the changes have been achieved, not the outputs (the changes).Slide25
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
Describe how the University will
benefit.
Benefits should be described in terms of positive
change.
They should be as specific as possible.
Link to
the University strategic themes that will benefit from this project.Slide26
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
D
escribe
who will be involved in running the new solution once the project delivery is complete.
Identify who fulfils each of these key roles:
Service owner
System manager
Application manager
Technology managerSlide27
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
Identify the objectives of the project. Objectives
are not the same as the
benefits. Objectives
should be phrased such that they can be used to measure completeness and success at the end of the project.
Consider:
• Information
systems
• Information
technology
• Process changesSlide28
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
Be clear about:
the
boundary between this project and other projects
–
this helps prevent gaps or overlaps in
the
work that is necessary to achieve higher-level corporate or programme objectives
what
it is specifically excluded from doing Slide29
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
At an early stage of project planning this may be very rough, but you should provide at least an indication of what these might be
. Consider:
Core
software/system one off payment
Licencing
Hardware
Implementation &
training
Other
set up
Support
Additional
internal staffPossible savings Possible new incomeSlide30
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
Provide a desired but realistic timescale from start to completion.
Does it have to be completed by a particular date? If so state why and what the consequence will be if not met.
Are there any specific times that need to be avoided, e.g. due to operational peaks in workload such as confirmation and clearing.Slide31
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
Score the complexity factors:
• Timescale
• Stakeholders
• Operational change
• Contract complexity
• In-house expertise
• Dependencies Slide32
Project Brief
1. Executive
Summary
2. Project
Vision
3.
Benefits
4. Key
Roles
5. Project Scope5.1 Project Objectives5.2 Exclusions6. Costs and Resources7. Timescale8. Complexity and Initial
Risks
Risks:-
List any explicit risks that you are aware of at this stage.
Dependencies:-
List any known dependencies at this stage, i.e. what is this project dependent upon and what depends upon this project.Slide33
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
Expand on Project Brief if additional information is availableSlide34
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
Update from Project Brief, possibly with additional / more detailed scenariosSlide35
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
Update from Project Brief, including benefit types (tangible and intangible).
Identify
how
the
benefits
will
be tracked
during
and after the
project
I
ndicate how benefits link to key objectivesFor more complex projects, a full benefit realisation management process should be consideredSlide36
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
Update from Project Brief, identifying additional key roles of:
Data Owner
Process ownerSlide37
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
Update from Project Brief.
The Value for Money flowchart included in the template should be used as a checklist to ensure you have included all angles.
Include a section on acceptance criteria.Slide38
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
This section
is new (i.e. not expanded from Brief)
Describe
both the preferred and the other options that were considered (including “do nothing”) and give reasons why the current proposed option has been selected.
The
“do nothing” option should explain what would happen if the project does not go ahead.
The
business case is written on the assumption that the preferred option is to be adopted.
Each option should include a statement about approach (e.g. in-house versus hosted).Slide39
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
Updated from Brief
The costs and Savings/Income estimates should be expanded into a more detailed breakdown.
One-off and ongoing costs must be clearly identified.
Show the costs of the project over a five year timespan.
Explain how the project will be funded and any budgetary constraints.
Include an overview of what personnel will be needed, both internal and external – and whether they are available.
Provide a project Board organisation tableSlide40
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
Updated from Brief
Provide the outline project plan, included a detailed plan for the first stageSlide41
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
Updated from Brief
Reconsider the complexity factors and re-score if appropriate.
Include the initial full risk log.
Consider the benefits identified and relate risks to them.Slide42
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
New section (not in Brief)
Explain
how the project will engage with
&
maintain communication with internal
&
external stakeholders
.
A Stakeholder analysis should be conducted for all major projects and considered for medium and small projects.Slide43
Project Business Case
1. Executive
Summary
2. Project
Vision
3. Benefits and Benefit Realisation
4. Key
Roles
5. Project
Scope6. Options considered7. Costs and Resources8. Timescale9. Complexity and Risk10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact
Assessment
New section (not in Brief)
Complete the Equality Impact Assessment.
If the project gets approved follow the guidance in the assessment about how to follow-up the result of the assessment.Slide44
Next steps
Project sites on SharePoint being set-up:
You should receive notification
If you want some training contact Bruce Levitan
Documentation to be uploaded to project sites:
Existing projects must have Business Cases
Proposed projects must have Briefs
Advice available from BI Team and a Surgery in January
First set of proposed projects to go to ISSG by end of February 2015. Project Briefs needed by end JanuarySlide45
MMU projects web site
http://www2.mmu.ac.uk/bit/project-management-toolkits
/
PIP Process
Templates for mandated and other documents
Toolkits
Link to PM
Community
of PracticeSlide46
Thank you for your attention and time
Any questions?
Contact details:
Bruce Levitan
b.levitan@mmu.ac.uk
ext
1511