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Chapter 6Chapter 6Planning Related IT ProcessesPlanning Related IT Processes

Paula GouldingPaula Goulding

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Chapter OutlineChapter Outline

Importance of planning to managementImportance of planning to management Levels of IT planning and implicationsLevels of IT planning and implications Strategic-level IT planningStrategic-level IT planning Tactical-level IT planningTactical-level IT planning Operational-level IT planningOperational-level IT planning Global considerations in IT planningGlobal considerations in IT planning

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Importance of ITImportance of IT

Must look across all other functions in Must look across all other functions in enterpriseenterprise

Must integrate business perspectives of Must integrate business perspectives of other functionsother functions

Support specific business requirements at Support specific business requirements at all levelsall levels

Deal with turbulent and dynamic Deal with turbulent and dynamic environmentsenvironments

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Layers of Management FocusLayers of Management Focus

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Components of Business Components of Business Strategic PlanningStrategic Planning

Define IT missionDefine IT mission Define IT policies to carry out missionDefine IT policies to carry out mission Define business processes, information, and Define business processes, information, and

information flowsinformation flows Define enterprise requirements for Define enterprise requirements for

information throughout strategic time periodinformation throughout strategic time period

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IT Strategy PlanningIT Strategy Planning

Evaluate alternate implementation of Evaluate alternate implementation of services, applications, and infrastructureservices, applications, and infrastructure

Define and prioritize strategic objectives with Define and prioritize strategic objectives with IS policiesIS policies

Obtain approval for IS strategic planObtain approval for IS strategic plan Control information systems strategic plan Control information systems strategic plan

against tactical performanceagainst tactical performance

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Application PlanningApplication Planning

Schedule of applications to be built or Schedule of applications to be built or modified within set period of timemodified within set period of time

Address key functions of enterpriseAddress key functions of enterprise Review existing and proposed applicationsReview existing and proposed applications

– Emerging technologiesEmerging technologies– Integrated processesIntegrated processes– Improved standards in development or Improved standards in development or

maintenancemaintenance

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Considerations in Considerations in Applications PlanningApplications Planning

Abandon traditional approaches based on Abandon traditional approaches based on long-term stability of business environmentlong-term stability of business environment

Alignment with strategic business objectives Alignment with strategic business objectives is paramountis paramount

Applications being considered should Applications being considered should demonstrate:demonstrate:– SalienceSalience– WorthWorth

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Dimensions of Application PortfolioDimensions of Application Portfolio

Organization’s dependence upon the Organization’s dependence upon the applicationapplication

Strategic impact of the applicationStrategic impact of the application

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Application Portfolio MatrixApplication Portfolio Matrix

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Application Prioritization MatrixApplication Prioritization Matrix

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Application Prioritization MatrixApplication Prioritization Matrix

Business impactBusiness impact– Ability of the application to deliver a business Ability of the application to deliver a business

benefitbenefit

Ease of executionEase of execution– How many resources the application will How many resources the application will

consumeconsume– How difficult it will be for organization to How difficult it will be for organization to

implement applicationimplement application

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Data PlanningData Planning

Dependent on outcome of application planDependent on outcome of application plan Data architecture may change to include:Data architecture may change to include:

– Merging data storage technologiesMerging data storage technologies– Changes to the database architectures by Changes to the database architectures by

vendorvendor– Integrated data processesIntegrated data processes– Improved standards in development or Improved standards in development or

maintenance of datamaintenance of data

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Objectives of Data PlanningObjectives of Data Planning

Facilitate cost-effective and timely Facilitate cost-effective and timely transformation of raw data into productive transformation of raw data into productive informationinformation

Facilitate reuse of data and information Facilitate reuse of data and information across the organizationacross the organization

Protect organization's data and information Protect organization's data and information assetsassets

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Success Factors of Data PlanSuccess Factors of Data Plan

Develop data models of key processesDevelop data models of key processes Define underlying shared data used by key Define underlying shared data used by key

processesprocesses Develop common definitions of “core” data and Develop common definitions of “core” data and

share with functional groupsshare with functional groups Develop common information/data models for key Develop common information/data models for key

processesprocesses Identify how proposed applications identified in Identify how proposed applications identified in

application plan affect dataapplication plan affect data Apply appropriate governance for data Apply appropriate governance for data

managementmanagement

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System Planning ObjectivesSystem Planning Objectives

Document which systems are planned for Document which systems are planned for developmentdevelopment

Document the justification for developing those Document the justification for developing those systemssystems

Identify time frames for developing those systemsIdentify time frames for developing those systems Document impact on IT architecture of developing Document impact on IT architecture of developing

those systemsthose systems Document any implications on organization's Document any implications on organization's

disaster recovery plandisaster recovery plan

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Network Planning ConsiderationsNetwork Planning Considerations

Impacts of recent Impacts of recent mergers on network mergers on network capacitycapacity

Impact of current Impact of current network capacity and network capacity and infrastructure of infrastructure of proposed applicationsproposed applications

Opportunities to Opportunities to standardize standardize components/servicescomponents/services

Opportunities to Opportunities to consolidate existing consolidate existing services and infrastructure services and infrastructure to enhance network:to enhance network:– ReliabilityReliability– AvailabilityAvailability– Service responsivenessService responsiveness– SecuritySecurity– ScalabilityScalability

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Network Planning ConsiderationsNetwork Planning Considerations

Security of network Security of network against threatsagainst threats

Recovery of network Recovery of network from catastrophesfrom catastrophes

Identification and repair Identification and repair of network performance of network performance issuesissues

Customer servicesCustomer services

Vendor management Vendor management and service agreementsand service agreements

Cross-border issuesCross-border issues Hardware upgrade planHardware upgrade plan Software upgrade planSoftware upgrade plan Capital investment planCapital investment plan

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Project PlanningProject Planning Uses results from application, data, Uses results from application, data,

network, and systems planning processesnetwork, and systems planning processes Define technically feasible and Define technically feasible and

manageable projectsmanageable projects Reflect strategic goals and directionReflect strategic goals and direction Plans includePlans include

– Specification of resourcesSpecification of resources– Time framesTime frames– Service level requirementsService level requirements

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Service Level Planning Service Level Planning and Managementand Management

Negotiates individual service agreementsNegotiates individual service agreements Identifies individual requests for recovery, Identifies individual requests for recovery,

security, and audit abilitysecurity, and audit ability Forecasting level and volume of service Forecasting level and volume of service

agreementsagreements Develops preventive maintenance planDevelops preventive maintenance plan

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Recovery Planning and ManagementRecovery Planning and Management Ensures continuation of business operations in Ensures continuation of business operations in

event of failure/disasterevent of failure/disaster Multiple contingency plansMultiple contingency plans Consolidate recovery requirements for all service Consolidate recovery requirements for all service

agreementsagreements Define business and IT recovery-operating Define business and IT recovery-operating

environmentenvironment Identify variances between operating environments Identify variances between operating environments

and agreementsand agreements Develop overall recovery planDevelop overall recovery plan

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Disaster Recovery Plan ElementsDisaster Recovery Plan Elements

Data recoveryData recovery Technology recoveryTechnology recovery Business-process Business-process

recoveryrecovery Crisis managementCrisis management Customer-support Customer-support

operationsoperations FacilitiesFacilities

Human resourcesHuman resources Procedures for key Procedures for key

suppliers and partnerssuppliers and partners Public relations and Public relations and

damage controldamage control Protection of Protection of

intellectual propertyintellectual property

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Elements of a Business-Continuity PlanElements of a Business-Continuity Plan

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9 Steps to Promote Continuity9 Steps to Promote Continuity

VisualizeVisualize ItemizeItemize PrioritizePrioritize CategorizeCategorize MinimizeMinimize

OrganizeOrganize RehearseRehearse Sponsor/ChampionSponsor/Champion Vigilant MonitoringVigilant Monitoring

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Security IssuesSecurity Issues

Unauthorized access to systemsUnauthorized access to systems Unauthorized access to confidential dataUnauthorized access to confidential data Virus attackVirus attack Denial of service attacks on Web sites and e-mailDenial of service attacks on Web sites and e-mail Illegal/unwanted use of computer Illegal/unwanted use of computer

systems/equipmentsystems/equipment Illegal use or monitoring of e-mail/InternetIllegal use or monitoring of e-mail/Internet Possible physical or virtual destruction of Possible physical or virtual destruction of

financial/administrative informationfinancial/administrative information

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Top 10 Triggers of Unethical Top 10 Triggers of Unethical Employee BehaviorEmployee Behavior

1.1. Efforts to balance Efforts to balance work and familywork and family

2.2. Poor internal Poor internal communicationscommunications

3.3. Poor leadershipPoor leadership

4.4. Work hours, work Work hours, work loadload

5.5. Lack of mgmt. Lack of mgmt. supportsupport

6.6. Need to meet sales, Need to meet sales, budget, profit goalsbudget, profit goals

7.7. Little recognition of Little recognition of achievementsachievements

8.8. Company politicsCompany politics

9.9. Personal financial Personal financial worriesworries

10.10. Insufficient resourcesInsufficient resources

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Audit Planning and ManagementAudit Planning and Management

Ensures agreed levels of audit and Ensures agreed levels of audit and compliance for systems, application, and compliance for systems, application, and services will be metservices will be met

Evaluate and ensure adequacy of internal Evaluate and ensure adequacy of internal systems of controlsystems of control

Securities and Exchange Act of 1934Securities and Exchange Act of 1934

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Fair Information PracticesFair Information Practices

1.1. NO personal record systems with secret NO personal record systems with secret existenceexistence

2.2. Rights of access, inspection, review, and Rights of access, inspection, review, and amendment to systems that contain information amendment to systems that contain information about individualsabout individuals

3.3. No use of personal information for purposes No use of personal information for purposes other than for intent it was gatheredother than for intent it was gathered

4.4. Managers are responsible for reliability and Managers are responsible for reliability and security and can be held accountablesecurity and can be held accountable

5.5. Governments have right to interveneGovernments have right to intervene

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Corporate Responsibility Audit StepsCorporate Responsibility Audit Steps Gain CEO commitmentGain CEO commitment Appoint steering Appoint steering

committee to guidecommittee to guide Appoint auditing team to Appoint auditing team to

develop questionsdevelop questions Diagnose corporate Diagnose corporate

culture and investigate culture and investigate functional areasfunctional areas

Analyze mission Analyze mission statementstatement

Seek reasons for Seek reasons for inconsistent performanceinconsistent performance

Collect relevant industry Collect relevant industry information, benchmark information, benchmark studies, competitor’s studies, competitor’s informationinformation

Interview stakeholders Interview stakeholders involved in functional involved in functional areasareas

Compare internal data and Compare internal data and external perceptionsexternal perceptions

Write final report for Write final report for managers and audit managers and audit steering committeesteering committee

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Capacity Planning ImportanceCapacity Planning Importance

Reduces customer dissatisfactionReduces customer dissatisfaction– Identify potential bottlenecksIdentify potential bottlenecks

Reduces productivity declineReduces productivity decline– Ensures systems can handle peak timesEnsures systems can handle peak times

Reduces budgetary constraintsReduces budgetary constraints– Upgrades budgeted ahead of timeUpgrades budgeted ahead of time

Improves stabilityImproves stability– Can identify problems ahead of time and avoid or Can identify problems ahead of time and avoid or

predict thempredict them

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Organizational IT Capacity PlanningOrganizational IT Capacity Planning

Capacity planning process Capacity planning process maturity levelmaturity level

CharacteristicsCharacteristics

Level 1Level 1 Reactive; firefightingReactive; firefighting

Level 2Level 2 Efficient: professional and Efficient: professional and sophisticated firefightingsophisticated firefighting

Level 3Level 3 Fewer fires; analysis of problems, Fewer fires; analysis of problems, start of process improvementstart of process improvement

Level 4Level 4 Process includes procedural Process includes procedural improvementimprovement

Level 5Level 5 Process becomes self-correctingProcess becomes self-correcting

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Skills Planning ProcessSkills Planning Process Define manpower requirementsDefine manpower requirements Consolidate manpower required to support Consolidate manpower required to support

project and system plansproject and system plans Identify existing and planned manpower skillsIdentify existing and planned manpower skills Establish and evaluate alternate manpower Establish and evaluate alternate manpower

plansplans Define effective education planDefine effective education plan Document manpower and education plansDocument manpower and education plans

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Budget Planning and Value ManagementBudget Planning and Value Management

Converts systems plans into financial termsConverts systems plans into financial terms Identifies how funds will be obtainedIdentifies how funds will be obtained Identifies how funds will be allocatedIdentifies how funds will be allocated Decouple budget planning process from Decouple budget planning process from

strategic planning processstrategic planning process

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Vendor Planning and ManagementVendor Planning and Management

Outsourcing of services and other IT Outsourcing of services and other IT processesprocesses

Measure and monitor performanceMeasure and monitor performance Determine corrective action if necessaryDetermine corrective action if necessary Make readjustments if necessaryMake readjustments if necessary

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Management Systems Planning and Management Systems Planning and MonitoringMonitoring

Collect and summarize IT organization dataCollect and summarize IT organization data Compare results to IT organizational Compare results to IT organizational

objectives and standardsobjectives and standards Diagnose deviation or substandard Diagnose deviation or substandard

performanceperformance Analyze variance and initiate Analyze variance and initiate

effectiveness/efficiency improvementseffectiveness/efficiency improvements

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Management Systems Planning and Management Systems Planning and MonitoringMonitoring

Define detailed requirements based on Define detailed requirements based on enterprise policiesenterprise policies

Evaluate alternative standards, procedures, Evaluate alternative standards, procedures, methodologiesmethodologies

Design solutionsDesign solutions Publish instructions for use of standards, Publish instructions for use of standards,

procedures, and methodologiesprocedures, and methodologies Installing solutionsInstalling solutions

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Operational Level IT PlanningOperational Level IT Planning

Day-to-day administration and execution of Day-to-day administration and execution of processes and plansprocesses and plans

Project-related plansProject-related plans Effective implementation of requirements at Effective implementation of requirements at

strategic and tactical levelsstrategic and tactical levels PMBOKPMBOK