IT Governance Workshop v1.5...

University of Manitoba IT Governance Proposal Workshop

March & April 2015

Office of the CIO 1

March & April, 2015

IT Governance

IT Investment Proposal Review & Submission Workshop

Agenda

1. Welcome & Introductions

2. IT Governance Overview

3. Proposal Review Processes

4. IT Investment Criteria

5. Proposal Form Template

6. Proposal Submission

7. Closing

IT Governance Proposal Review & Submission Workshop

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March & April 2015

Office of the CIO 2

• Your name

• Your role at the University

• What you hope to get out of the workshop…

Please tell us a bit about yourself….


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At the end of the workshop you will:

• Recognize when an IT Investment Proposal is required

• Have an understanding of the IT Investment Proposal Form and be able to complete one

• Understand the process of submitting an IT Investment Proposal into the review process

Learning Objectives


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March & April 2015

Office of the CIO 3

UofM IT Governance Overview


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Why the IT Transformation? what we heard …

Inadequate University-wide control over IT

Executive want greater involvement in IT

direction, priorities, decisions

Case for Change

No University-wide IT plan

No University-wide view on total IT investments &

priorities

No formal governance

Ambiguity of roles & authorities for IT

management

Growing imbalance between demand on

IT resources & budgets & supply

Client expectations for IT are high &

increasing


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Office of the CIO 4

IT Governance DefinedFormal Definition

The process by which we endorse institutional decisionsabout information systems,

the people who are assigned the responsibility for endorsing those decisions& have the accountability for the results of those decisions,& the organizations who meet to debate those decisions.

Informally speaking …

IT governance pertains to the whole enterprise IT function, not just central IT.It describes who makes which decisions, who provides input, who analyzes the

issues, who sets priorities, & who settles disputes when there is no clear consensus.

Good governance processes are designed, well understood, & foster timely decisions that are well communicated.


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Are wedoing

the rightthings?

Are wedoing them

the rightway?

Are wegetting

them donewell?

Are wegetting

thebenefits?

Ask Yourself

What is IT governance?

UniversityAlignment

Return onInvestment

Standards& Methods

Capability& Efficiency


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Office of the CIO 5

Mike Langedock (CIO)IST Town Hall – IT Governance – Sept/14


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March & April 2015

Office of the CIO 6

A new Executive-level committee engaging senior-level leaders from across the University; replacing the former PACITi:

Mandate• Ensure effectiveness of IT Governance and its alignment with

University-wide strategy and business priorities• Review University-wide IT investments for alignment with institutional

goals, evaluate benefits and risks, and make recommendations• Support the development and review of University-wide IT strategy

Scope• All plans, projects and priorities across the University recommended to

UITAC by its sub-committees

The University IT Advisory Committee (UITAC)


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IT Governance Model – UITAC Committees

Senate Committee on

Academic Computing(SCACom)

Student IT Experience Committee

(SITEC)

the Enterprise IT Architecture

Committee(EITAC)

new Research Computing Advisory

Committee (RCAC)

new Administrative Services IT Governance Committee(ASITGC)

Four primary committeesrepresenting different business needs + fifth committee with a couple of purposes.

Administrative

Research

Academic

Student

IT Infrastructure+ Core Apps;IT Standards &

Guidelines


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Office of the CIO 7

The Benefits are University-Wide

IT gets aligned with the University’s priorities

Better control / mitigation of IT related risks

Reduce IT delivery time

Provide better service quality

Lower service costs

Resulting in….

Increased stakeholder value


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Proposal Review Processes


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Office of the CIO 8

IT Investment Review Process

Fundamental to bringing IT into an environmental of control at the university is the introduction of an IT investment review and approval process where university-wide IT planning, investment and priority setting is transparent and coordinated.

Proposal now a project!


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1. Standard

2. Mandatory

3. Fully Resourced

4. Advisement

Proposal Processes


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Office of the CIO 9

Investments that are required as a result of a legislative, University governance, contractual or regulatory requirement where:

Legislative = a compliance requirement from a municipal, provincial, or federal legislation

UniversityGovernance = a directive from UofM Senate or Board of Governors

Contractual = a contractual commitment or some other legal requirement that the University is required to address

Regulatory = a constraint or compliance requirement from a regularity body for the University such as Tri-Council, OAG, or Internal Audit

UITAC Meeting ‐March 6, 2015

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Mandatory Proposal Process

• Investments with an IT component of over $20,000

• The Advocate’s respective unit or faculty will be providing all

funding, staffing and any other resourcing needed to fully

implement the proposal.

• Do not require any resources from IST.

• Does not require any additional funding from the University

• Is impacting the core IT infrastructure of the University.

• UITAC still has the option of approving, declining, or deferring the

proposal for implementation.

Fully Resourced Proposal Process


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March & April 2015

Office of the CIO 10

• Investments with an IT component of over $20,000.

• The Advocate’s respective unit or faculty will be providing all

funding, staffing and any other resourcing needed to fully

implement the proposal.

• Do not require any resources from IST.

• Does not require any additional funding from the University.

• Do not impact the core IT infrastructure of the University.

• Have already been approved for funding by a faculty.

Advisement Proposal Process


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IT Investment Criteria


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When do I have to submit an proposal for

a new project into UITAC for evaluation?


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The UITAC has established a set of criteria to determine when a proposed investment in information technology must be submitted into the IT Governance Review Process for evaluation.


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The proposal meets ANY one of the following three criteria:

IT Investment Criteria #1

• The cost of the investment specific to the information

technology needed to implement the proposed solution is

in excess of $20,000.

• Costs can include:– acquisition and first year licensing costs for

• hardware devices• software products/applications• networking infrastructure

– maintenance costs– professional services from external consultants & vendors– network cable installation charges from physical plant


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March & April 2015



• The requirement of resources from the IST or PMO-IT

units needed to implement the proposed solution is

expected or has the potential to be in excess of 20

person days in total.

• Person days is being estimated in effort, not duration.


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• The proposed solution is expected to or has the potential

to be integrated into the core university network, data

centre, and/or infrastructure.


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March & April 2015


1. Think about some projects (completed or future) within your faculty of business unit.

2. At your table, discuss and determine which of those projects meet one or more of the IT Investment criteria.

3. On flip chart paper, list those projects that meet one or more of the criteria and identify which of the criteria that each project meets.

4. On a separate paper, list those projects that did not meet any of the criteria.

5. You will need to share the results with the larger group.

Time – 15 minutes

Group Activity #1Identifying projects that meet one or more of the IT Investment criteria


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IT Investment

Proposal Form Template


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• The template for the Proposal Form is available to download at http://umanitoba.ca/computing/ist/transform/itgovernance.html

• The Excel file contains 3 tabs:

– Instructions

– Overview

– Evaluation Criteria



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Instructions Tab

– provides an overview of the IT Investment process

– describes the purpose of the Proposal Form

– outlines how to use the form

– identifies contact information

– provides a short glossary of key terms

– provides a graphic and a narrative on the sequence of steps that the proposal form will proceed

– provides references to more detailed documents and the webpage for the UofM IT Governance page



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Proposal Overview Tab

– Contains a number of sections that you need to complete in order to provide the respective committee and UITAC members with sufficient information that they can make a decision about this proposal

– Sections are fixed in size (committee want a max 2 page document) so you need to make your comments fit

– Provide as much detail as is known at the time. ex. if costs are known, detail the costs in addition to selecting a cost range

– Provide comments in each section even if the comment is “unknown at this time”



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Estimating


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ESTIMATE

CLASS

MATURITY LEVEL

END USAGEMETHODOLOGY

Typical estimating method

EXPECTED ACCURACY RANGE

Typical variation in lowand high ranges

NOTES

Class 1Order of

Magnitude0% to 2% Proposal

Parametric models

Expert Judgment Analogous

L: -20% to -50%H: +30% to +100%

Class 1 estimates are prepared for strategic planning purposes.

These estimates are generally prepared based on very limited

information, and subsequently have wide accuracy ranges. They

may be prepared within a very limited amount of time and with

little effort expended.

AKA: Ball‐park, 100,000ft, blue‐sky, Screening, Feasibility,

Conceptual, Preliminary

Class 2Conceptual

1% to 15%Business Case or

Project Brief

Parametric models Top Down

L: -15% to -30%H: +20% to +50%

Class 2 estimates are prepared for a number of purposes, such as

but not limited to, detailed strategic planning, business

development, project screening at more developed stages,

alternative scheme analysis, confirmation of economic and/or

technical feasibility, and preliminary budget approval or approval to

proceed to next stage.

AKA:, Feasibility, Pre‐Study, Concept Study

Class 3Budget

10% to 40%

Project Initiation Document(Charter)

Semi-detailed unitcosting

Three Point Estimates

Bottom Up Top Down

L: -10% to -20%H: +10% to +30%

Class 3 estimates are generally prepared to form the basis for

budget authorization, appropriation, and/or funding. As such, they

typically form the initial control estimate against which all actual

project costs, resources, schedule will be monitored. They are used

as the project budget until replaced by more detailed estimates.

AKA: Development, Sanction, Authorization, Control, Scope

Class 4Design

30% to 75%

Stage Plan

Vendor Bid Analysis

Three Point Estimates

Bottom up

L: -5% to -15%H: +5% to +20%

Class 4 estimates are generally prepared to form a detailed

contractor control baseline (and update the owner control baseline

against which all actual costs and resources will now be monitored

for variations to the budget, and form a part of the project change

management program.

AKA: Execution, Engineering, Bid/Tender, Control

Class 5Definitive

65% to 100%

Product(Deliverable)

Detailed unitcosting

Quotes Bottom up

L: -3% to -10%H: +3% to +15%

Class 5 estimates are generally prepared for discrete parts or

sections of the total project rather than generating this level of detail

for the entire project. These types of estimates may be used to

support a project change management process.

AKA: Detailed, Final, Control, Check Estimate

Evaluation Criteria Tab

– 27 criteria that provide a general perspective of the Value against the Risk & Complexity of the proposed project. The questions are split across 4 sections

• Alignment• Benefits• Risk• Complexity

– For each question please provide an assessment of how well the attributes of the proposed project addresses each statement:

• 0 - Does Not Address or Not Applicable• 1 - Partially Addresses • 2 - Fully Addresses

– Each question requires a response that isn’t TBD



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March & April 2015


Prioritization Matrix

QuadrantII

QuadrantI

QuadrantIII

QuadrantIV

Value

Risk & Complexity

Low High

High


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0

5

10

0 5 10

Val

ue

Risk & Complexity

IT Investment Proposals for UITAC

EITAC SCACom SITEC RCAC ASITGC


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March & April 2015


Walkthrough



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1. At your table, select one of your group’s projects and using the proposal form template provided, manually complete the Proposal Overview and Evaluation Criteria pages with the particulars of your team’s project.

2. Identify one person at your table to fill in the template.

3. Identify one person at your table to present back to the larger group.

Time – 15 minutes

Group Activity #2Completing the IT Investment Proposal Form


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March & April 2015


IT Investment ProposalReview Process

Submission Step


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1. Send the proposal in an email to:[email protected]

2. Enter IT INVESTMENT FORM in the Subject line

3. Attach a copy completed IT Investment Form

Submitting your Proposal for Evaluation


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Once your proposal is received…

Service Desk create a ticket and forwards the request to the PMO-IT

PMO-IT logs the proposal

PMO-IT reviews, QAs, consults, and requests additional details if required

Proposal is assigned to one of UITAC’s Committees for their review and evaluation


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IT Investment Review Process


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March & April 2015


1. June 17th

2. September 3rd

3. December (TBD)

4. March/16 (TBD)

UITAC Meetings


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Closing


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• Visit the IT Governance web pagehttp://umanitoba.ca/computing/ist/transform/itgovernance.html

– Template

– 2 Example Proposals

– IT Governance Overview Guide

– Proposal Quick Tips Help Sheet (coming soon)

– Submission Guide (coming in the summer of 2015)

• Email Les Howard or Sandra Stoyko

Need additional support?


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Questions…


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March & April 2015


Thank you for attending the session!

Please take 5 minutes to fill out the evaluation form and give us your feedback on how we can improve!


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IT Governance Workshop v1.5...

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