1. Establishing IT Project Priorities Dr. Sharon Blanton CIO, Portland State University Mr. Kirk Kelly Vice Chancellor and CIO Pima Community College Mr. Barry Gillaspie Dir. Of Development Services Pima Community College

2. Establishing IT Project Priorities Agenda Introductions Issues, Observations A Tale of Two Institutions Pima PSU Demo Wrap Up, Discussion, Q&A

3. Establishing IT Project Priorities Issues/Challenges Overwhelming Project List Increasing Expectations Perceptions Culture

4. Establishing IT Project Priorities Project Submission Scenarios 1 Back Door Executive Mandate Request Deny Mandate Mad Scramble 80% Completion Eternal Tweaking

5. Establishing IT Project Priorities Project Submission Scenarios 2 Persistent Requesting Request Deny Ask Someone Else Deny Bribe Someone Person Granting has no authority Project is never fully supported Grant

6. Establishing IT Project Priorities Project Submission Scenarios 3 Community Decision Request Queue Community Decision Project Process Everyone gets a Priority A listing Cant leave anyone out. Does anything ever get completed?

7. Establishing IT Project Priorities Project Submission Scenarios 4 Project Portfolio Management Request PPM Grant/Deny Prioritize Communicate Injects objectivity into the process. Schedule

8. Establishing IT Project Priorities What is PPM? A Somewhat Official Definition Project Portfolio Management (PPM) is a term used by software companies and consulting firms to describe various approaches characterized by treating project management (PM) projects as part of an overall project investment portfolio. PPM advocates see it as a shift away from one-off, ad hoc approaches to project management. Most PPM tools and methods attempt to establish a set of values, techniques and technologies that enable visibility, standardization, measurement and process improvement. PPM tools attempt to enable organizations to manage the continuous flow of projects from concept to completion. Treating a set of projects as a portfolio would be, in most cases, an improvement on the ad hoc, one-off analysis of individual project proposals. (http://en.wikipedia.org/wiki/Project_portfolio_management)

9. Establishing IT Project Priorities What is PPM? A Completely Unofficial Definition A method of injecting objectivity and transparency into the project acceptance and prioritization process while considering organizational culture, goals, and governance structures. (Sharon Blanton)

10. Establishing IT Project Priorities Getting Started End-user organizations seeking improved project and portfolio management (PPM) should primarily spend effort identifying needed changes in roles, skills and processes before exploring which tools can best support and enhance PPM capabilities. They should then carefully scope PPM implementations to ensure that they are neither too narrow nor too broad, but "just right" and insist on modular, progressive implementations that will fit immediate, then evolving, requirements. Technology providers should pursue broader markets with solutions tuned to various capability levels that feature more-flexible packaging and pricing. "What You Need To Know" from the Magic Quadrant for IT Project and Portfolio Management, 2007

11. Establishing IT Project Priorities PPM Goals Customer/Community Input Customer/Community Satisfaction

12. Establishing IT Project Priorities Do The Hard Work Software? – avoid the temptation Catalog your projects Determine your goals Learn about organizational priorities Gather existing academic, administrative plans Discuss culture

13. Establishing IT Project Priorities Pima Community College District Serves ~75,000 students annually. Services provided at a district office, six campuses, and dozens of satellite locations. ~40 IT staff - Network Services, Technical Services, Development Services, and Client Services. PimaCommunityCollege

14. Establishing IT Project Priorities Pima - Statement of Problem Central IT department did not have a methodology for accepting and prioritizing projects. Users were not sure of the process. IT staff did not have clear direction.

15. Establishing IT Project Priorities Pima Goals Improve communication throughout the District Improve project level visibility and overall productivity Improve efficiency through elimination of redundant efforts Prioritize projects, drive more projects to completion Allocate resources to highest priority projects

16. Establishing IT Project Priorities Pima Scope and Approach Stabilize Create Project Portfolio Documented Priorities Review As-IS PMO process/tools Define and Communicate new PMO process/tools Define tactical plan for addressing Project Portfolio

17. Establishing IT Project Priorities Pima Scope and Approach cont. Re-align Define Governance Model for PMO function Start using PMO process/tools Initiate PMO Governance Model Define long term plan for PMO (staffing, maintenance, etc.) Assess Project Portfolio, re-allocate resources to priority projects Develop To Be Organization Structure Define Metrics

18. Establishing IT Project Priorities Building the Tool Pima Planning Docs Project List To Be PMO Process Functional Specs

19. Establishing IT Project Priorities Conceptual Design - Business Analyst: Project Submission Form LogoutReports Home Project Submission FormPMO Tracking Tool Project Title: Project Description: Project Category: External Mandate?Yes:No: College / Capital Plan?Yes:No: Desired Delivery Date? MM/DD/YYYY Project Requestor:Requestor Dept: Primary Contact Phone: Primary Contact Email: Cabinet Sponsor: User currently logged in User@pima.edu Type:Compliance Date:MM/DD/YYYY Strategy / Line #:Plan Delivery Date:MM/DD/YYYY (520) 206-XXXX SubmitCancel Primary Contact: User currently logged in

20. Establishing IT Project Priorities Pima Scope and Approach cont. Deploy Fully deploy PMO tools Incorporate processes into daily operations Pilot Project Portfolio Dashboard Communication of priorities and project schedule

21. Establishing IT Project Priorities Portland State University Serves ~40,000 students annually. Enterprise IT services provided by Office of Information Technologies & departmental support is provided via local IT support staff (~40). OIT consists of ~ 80 staff and 200 students including User Support Services, Instructional Technology Services, Research Computing, Network and Telecom Services, Information Systems, and Client/Enterprise Computing.

22. Establishing IT Project Priorities PSU – Statement of Problem 3 high profile projects IDM – 5 years overdue Portal – 2 years overdue E-portfolio – under supported, unused Recent layoffs and restructuring Historically under funded

23. Establishing IT Project Priorities PSU – Statement of Problem...combines involvement and expertise in all things urban with a passion for cultivating all things "green."...embodies and contributes to the vision and character that make Portland a progressive, entrepreneurial city with growing international connections.

24. Establishing IT Project Priorities PSU Goals Improve communication to users Improve project level visibility and overall productivity Improve internal efficiency and communication Prioritize projects, drive more projects to completion Allocate resources to highest priority projects

25. Establishing IT Project Priorities PSU Process Modeled after Pima Develop Project Catalog (203 items) Collect existing plans Administrative Priorities Committee Advisory Committee on Academic Information Technologies Capital Plan Student Tech Fee Understand Culture

26. Establishing IT Project Priorities Demo

27. Establishing IT Project Priorities Wrap Up and Discussion Key Takeaways Understand culture Understand institutional plans and priorities Develop matrix The tool is less important than the process Communicate – tell the IT story

28. Establishing IT Project Priorities Thank You Questions? Sblanton@pdx.edu kkelly@pima.edu bgillaspie@pima.edu Sblanton@pdx.edu kkelly@pima.edu bgillaspie@pima.edu