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1 Information Technologies Page 1 Information Technologies Page 1 Information Technologies Page 1 Information Technologies Page 1Information Technologies Page 1 ITDDM Version 2.0 IT Definition and Delivery Method Introduction Version 3.0 October, 2007

2 Information Technologies Page 2 Information Technologies Page 2 Information Technologies Page 2 Information Technologies Page 2Information Technologies Page 2 ITDDM Version 2.0 ITDDM Introduction Agenda Course Objectives Intent of the Methodology Methodology Overview and Key Concepts Phases Gates Work Focus by Phase How will it work? Introduction to Sharepoint Portfolio Management Tool (ITPM) Project Office Website: Project Office

3 Information Technologies Page 3 Information Technologies Page 3 Information Technologies Page 3 Information Technologies Page 3Information Technologies Page 3 ITDDM Version 2.0 To provide context re: the need for a Method and how it fits within the overall IT Strategy To provide an Introduction/Overview to the Methodology –How it works –How it relates to other IT processes –Identify the various job roles associated with the methodology To provide a basis for further modules as required by your individual roles To provide a quick view of the Sharepoint tool used to support the process Course Objectives

4 Information Technologies Page 4 Information Technologies Page 4 Information Technologies Page 4 Information Technologies Page 4Information Technologies Page 4 ITDDM Version 2.0 Six Technology Portfolios Learning - Learning Tools - Classroom & Lab - C/M Sys Renewal - Student Spaces - Student Wireless - SIS Warehouse Research - WestGrid II - Campus Grid - Sci. Visualization - Research Hosting - Research Reporting Administration - Enterprise Reporting - eMerge – HR and SIS - IMAGinE - Legacy Sys Renewal - Shadow Systems Community - MyUofC Portal - TFDL - Web Content Mgt - Air UC Extension - Downtown Campus Process and Organization - ITSM – Client Service to Backroom - Service Costing Model - Emerge Integration - Project Delivery and Governance Infrastructure - Identity Mgt - Disaster Recovery - Server Consolidation - VoIP -Systems Hosting

5 Information Technologies Page 5 Information Technologies Page 5 Information Technologies Page 5 Information Technologies Page 5Information Technologies Page 5 ITDDM Version 2.0 Intent of the Methodology

6 Information Technologies Page 6 Information Technologies Page 6 Information Technologies Page 6 Information Technologies Page 6Information Technologies Page 6 ITDDM Version 2.0 An Example Worth Learning From * IT Investment Decision Board Senior Level Management with wide Divisional Representation. Chaired by CIO. Meets regularly to review, discuss and make decisions on proposed IT investments Division A * Example from Nova Corporation prior to merger with TCPL Division BDivision CDivision D Senior Divisional Leaders $ Funds Available for IT Investment Senior BA’s/Customer Representative/ Functional Area/Data Architect Value Management Office Group responsible to mentor various actors, preassess initiative proposals, coordinate the IDB Agenda, track the individual Decisions and perform overall Portfolio management activities. Pre-gated Presentations, Reporting Investment Policy & targets, Decisions Included: BA’s/Data Architects Technical Architects Financial Analysts Methodology Coaches Portfolio Management Admin Provided a Trusted Interface between IT & Business Units that understood the business Function and priorities as well as the needs for Appropriately architected and integrated solutions. … DMR Application Support & Delivery IBM Infrastructure Support & Delivery Coordinate And Integrate Business Requests To meet Functional Needs Requests to meet Infrastructure Needs Project Proposals Strategic Realm Tactical Realm

7 Information Technologies Page 7 Information Technologies Page 7 Information Technologies Page 7 Information Technologies Page 7Information Technologies Page 7 ITDDM Version To help us focus on Doing the Right Things To focus our work on initiatives that have the most value to the University To focus on customer requirements before defining technical solution To engage our customers in the decision-making process To effectively capture and document the resulting decisions 2.To help us focus on Doing Things Right To ensure that we apply the appropriate level of rigour to each initiative To effectively sequence the focus of work from inception through delivery To ensure that we create consistent project deliverables To help reduce decision latency and move initiatives forward To help manage the demand for IT and business resources 3.To help us effectively transition solutions into an operational state To ensure users & support groups get needed documentation, skills and tools To ensure that we understand and can meet the ongoing service needs To ensure that solutions integrate well with related services To ensure that we build solutions in an architecturally compliant manner To ensure that we can sustain the delivered services over time Intent of the Methodology

8 Information Technologies Page 8 Information Technologies Page 8 Information Technologies Page 8 Information Technologies Page 8Information Technologies Page 8 ITDDM Version To help us focus on Doing the Right Things To focus our work on initiatives that have the most value to the University To focus on customer requirements before defining technical solution To engage our customers in the decision-making process To effectively capture and document the resulting decisions 2.To help us focus on Doing Things Right To ensure that we apply the appropriate level of rigour to each initiative To effectively sequence the focus of work from inception through delivery To ensure that we create consistent project deliverables To help reduce decision latency and move initiatives forward To help manage the demand for IT and business resources 3.To help us effectively transition solutions into an operational state To ensure users & support groups get needed documentation, skills and tools To ensure that we understand and can meet the ongoing service needs To ensure that solutions integrate well with related services To ensure that we build solutions in an architecturally compliant manner To ensure that we can sustain the delivered services over time Intent of the Methodology Connection To Governance ITDDM and Other Methodologies Connection To ITSM/ITIL

9 Information Technologies Page 9 Information Technologies Page 9 Information Technologies Page 9 Information Technologies Page 9Information Technologies Page 9 ITDDM Version 2.0 IT Definition and Delivery Methodology Life Cycle Overview Initial Screening Gate Project Delivery Phase Solution Concept Phase Initial Assessment Phase Project Approval Gate Business Approval Gate Business Concept Phase Initial Operations & Support Operate, Support and Maintain IT Services Transition to Production Solution Definition/ Development Solution Assurance/ Testing Implement Solution Build Operate Design Continuous Service & Process Improvement & Sustainment Requests for New Services & Features From Units & Faculties Define and Deliver IT Project Initiatives Review Requirements Definition Deliver Plan Project Completion Gate

10 Information Technologies Page 10 Information Technologies Page 10 Information Technologies Page 10 Information Technologies Page 10Information Technologies Page 10 ITDDM Version 2.0 IT Governance is the process that defines and enables how IT decisions are made and communicated. The primary goal of IT Governance is to ensure that the decision making process for allocating IT resources to addressing the needs of units and faculties is done effectively and efficiently. To be effective it needs to recognize and define both who has input to certain types of decisions and who has ultimate responsibility to make those decisions. To be efficient it needs to allow for delegation of decision making of various types of decision to the appropriate levels and areas of responsibility in the organization – this reducing latency, improving decision quality and optimizing the efforts of the various stakeholders. Governance Definition

11 Information Technologies Page 11 Information Technologies Page 11 Information Technologies Page 11 Information Technologies Page 11Information Technologies Page 11 ITDDM Version 2.0 Delivery Methodology As it Relates to IT Services Management (ITIL)

12 Information Technologies Page 12 Information Technologies Page 12 Information Technologies Page 12 Information Technologies Page 12Information Technologies Page 12 ITDDM Version 2.0 IT Definition and Delivery Methodology Life Cycle Overview Initial Screening Gate Project Delivery Phase Solution Concept Phase Initial Assessment Phase Project Approval Gate Business Approval Gate Business Concept Phase Initial Operations & Support Operate, Support and Maintain IT Services Transition to Production Solution Definition/ Development Solution Assurance/ Testing Implement Solution Build Operate Design Continuous Service & Process Improvement & Sustainment Requests for New Services & Features From Units & Faculties Define and Deliver IT Project Initiatives Review Requirements Definition Deliver Plan Project Completion Gate

13 The ITIL V3 Service Lifecycle

14 Information Technologies Page 14 Information Technologies Page 14 Information Technologies Page 14 Information Technologies Page 14Information Technologies Page 14 ITDDM Version 2.0 IT Definition and Delivery Methodology Life Cycle Overview Initial Screening Gate Project Delivery Phase Solution Concept Phase Initial Assessment Phase Project Approval Gate Business Approval Gate Business Concept Phase Initial Operations & Support Transition to Production Solution Definition/ Development Solution Assurance/ Testing Implement Solution Build Operate Design Continuous Service & Process Improvement & Sustainment Requests for New Services & Features From Units & Faculties Review Requirements Definition Deliver Plan Project Completion Gate IT Definition and Delivery Methodology IT Service Management Processes

15 Information Technologies Page 15 Information Technologies Page 15 Information Technologies Page 15 Information Technologies Page 15Information Technologies Page 15 ITDDM Version 2.0 IT Definition and Delivery Methodology Life Cycle Overview Initial Screening Gate Project Delivery Phase Solution Concept Phase Initial Assessment Phase Project Approval Gate Business Approval Gate Business Concept Phase Initial Operations & Support Transition to Production Solution Definition/ Development Solution Assurance/ Testing Implement Solution Build Operate Design Continuous Service & Process Improvement & Sustainment Requests for New Services & Features From Units & Faculties Review Requirements Definition Deliver Plan Project Completion Gate IT Definition and Delivery Methodology IT Service Management Processes Service Level Management Process Problem Management Process Service Desk Incident Management Process Capacity Management Process Availability Management Process Release/Change Management Processes

16 Information Technologies Page 16 Information Technologies Page 16 Information Technologies Page 16 Information Technologies Page 16Information Technologies Page 16 ITDDM Version 2.0 Understanding The Methodology

17 Information Technologies Page 17 Information Technologies Page 17 Information Technologies Page 17 Information Technologies Page 17Information Technologies Page 17 ITDDM Version It needs to provide a filtering process to determine what and how work gets done 2.The methodology needs to support the conversion of customer needs into technical specifications to be delivered 3.Need to create various types of documentation to enable ongoing solution usage, support, and maintenance 4.The process needs to effectively engage various stakeholders to assess different criteria and make the necessary decisions The focus will evolve as the initiative proceeds through life cycle 5.The method needs to define the work to proceed in a logical sequence Key Methodology Characteristics

18 Information Technologies Page 18 Information Technologies Page 18 Information Technologies Page 18 Information Technologies Page 18Information Technologies Page 18 ITDDM Version 2.0 Determine which requirements are important to address, what type of solution is most appropriate, how we should route and consolidate them for most effective delivery, and allocate funds to support the Required work. Define, Resource And Deliver Solutions To meet Priority Requirements Customer Requirements and Requests Fixes and Maintenance Existing Projects Change Orders Rejected Initiatives – With rationale (eg. Lack of Business Merit, Funding or Business Commitment, Technology Not Ready, Etc.) Value to the University – In support of Academic Plan, Business Plan, etc. Issues, Opportunities, Projects on Hold with Review Conditions Key Characteristic Filtering Customer Requests The Filtering Process helps to Determine: What gets done How it gets done: - What level of rigour - Technical Solution

19 Information Technologies Page 19 Information Technologies Page 19 Information Technologies Page 19 Information Technologies Page 19Information Technologies Page 19 ITDDM Version 2.0 Service Needs –Functional Capability –Service Level Requirements Business Alignment / Priority Value – Costs/Benefits Investment Required Impact on Business Processes Business Resourcing Issues Training Commitments Business Risks Key Characteristic Bridging Technical and Customer Realms Technical Capabilities Technical Specifications Technical Challenges/Risks Technical Dependencies Speeds and Feeds Technical Futures Support/Operation Needs –Skills Requirements –Environmental Needs Technical Staff Focus Customer Focus A method bridges between the technical and customer realms by: Converting information into management understandable terms, Presented in consistent formats to allow focus on content, Building certainty incrementally to support the decision-making process IT Delivery Management Opportunity Assessment Business Case Solution Concept Requirements Documentation Technical Alignment Technical Impact IT Resourcing Risk Management

20 Information Technologies Page 20 Information Technologies Page 20 Information Technologies Page 20 Information Technologies Page 20Information Technologies Page 20 ITDDM Version 2.0 IT Library Requirements Document Project Control Binder User and Operations Manual Rejected Initiatives On Hold Initiatives Architectural Documents Approved Initiatives Completed and in Progress Unapproved Initiatives Key Characteristic Supports Creation of Necessary Documentation  Common set of templates defining standard project deliverables  Supported by Checklist to help determine which to use for each initiative  Allows progressive capture of level of detail in line with IT Governance Process  Allows effective transition of initiative to Operations  Appropriate documents can be used to populate project repository Solution Concept Manual

21 Information Technologies Page 21 Information Technologies Page 21 Information Technologies Page 21 Information Technologies Page 21Information Technologies Page 21 ITDDM Version Effective engagement of appropriate stakeholders at correct time and level of detail Optimizes the effort of various stakeholders to get required input and decisions Reduces latency in the process by getting timely decision making 2.Ensures various aspects of the initiative are considered Business Needs –alignment with key drivers, scope, and prioritization Financial Considerations – Business Case, investment required Management considerations – effective analysis, resourcing considerations, risk management User considerations – requirements understood, acceptance testing and user tool and process training Technical – Architecture, leveraging common opportunities, dependencies with other initiatives Operations – Ability to support and sustain on an ongoing basis 3.Improves overall buy-in, understanding and support for initiatives Key Characteristic Effective Stakeholder Engagement

22 Information Technologies Page 22 Information Technologies Page 22 Information Technologies Page 22 Information Technologies Page 22Information Technologies Page 22 ITDDM Version 2.0 Key Project Stakeholders and their Roles StakeholderRole (Defines the part an individual plays in the initiative and their associated responsibilities) Steering CommitteeProvide overall direction, prioritization, and timely decision making. SponsorProvides funding, primary direction, prioritization, and support for specific requirements of the initiative. Communicates value of outcomes to various stakeholders. Customers/UsersProvide input and resources to define specific requirements, test solutions, and receive solution and supporting materials Business AnalystPrimarily responsible to define the opportunity to be addressed, the desired outcomes and business case, and the requirements Technical ArchitectResponsible to define the technical solution and ensure it fits with the overall technical environment and related strategies. Subject Matter Experts Provide specific input into aspects of the current & future state environments to support analysis & solution design. Project ManagerResponsible to structure, staff and deliver project once it has been scoped and prioritized. In charge of project resources and communication of project status and issues. Technical Resources (various types) Will provide specific expertise to design, develop, build, test, deploy and support the solution. Functional ManagerResponsible to oversee individual staff and to ensure resources can commit effort to the projects. Gate Keepers (Various types) Review and approve work products in support of the decision-making process. Various types of gatekeepers (eg. business, financial, technical, operations) are required to review differing types of work products.

23 Information Technologies Page 23 Information Technologies Page 23 Information Technologies Page 23 Information Technologies Page 23Information Technologies Page 23 ITDDM Version 2.0 IT Definition and Delivery Methodology Gate Activity Hold Stop Proceed Rework, Revise Review Appropriate Documents Evaluate and feedback findings Input and Decide Phase ‘C’ Proceed w/ caveats Gate B Gate C Check on Caveats from previous gates Gate D Phase ‘D’ Phase ‘B’ When Initiative is approved to proceed will identify what work is to be done & what Gatekeepers are needed at next gate Range of Possible Outcomes at Gate C Gatekeeper Activity Various gatekeepers will be engaged to review and provide feedback and/or approval to deliverables produced during the phase. The specific gatekeepers will vary by initiative and phase. Deliverable review can be completed as work on deliverables progresses to improve buy-in and reduce latency. Gatekeeper types include customer, financial, technical, operations, project office, etc. At actual gate key gatekeepers meet to review the feedback of the various gatekeepers, and to make decisions re: the future of the initiative – go/no go, scope, resourcing, funding, priority, cancel, etc. Key decisions get recorded, tracked, communicated, and managed as part of and in support of overall portfolio management process.

24 Information Technologies Page 24 Information Technologies Page 24 Information Technologies Page 24 Information Technologies Page 24Information Technologies Page 24 ITDDM Version 2.0 Phase/Gate Descriptions Initial Assessment Phase A definition of the issue/opportunity, a high level assessment of the value of solving the business issue, and an initial sense of the type and complexity of the solution Initial Screening Gate Is there sufficient merit in the opportunity to warrant allocation of resources to the next level of definition? Based on expected size and existing uncertainties, what level of rigour should be applied going forward, and what should be the next steps? Focus on whether it is aligned with key unit/faculty objectives and that there is likely to be an affordable solution. Key Gatekeeper(s) Sponsor who is willing to resource the next phase.

25 Information Technologies Page 25 Information Technologies Page 25 Information Technologies Page 25 Information Technologies Page 25Information Technologies Page 25 ITDDM Version 2.0 Phase/Gate Descriptions (cont.) Business Concept Phase Documentation of business issues/opportunities and desired outcomes, preparation of business case for selected scope, business risk assessment, articulation of initial overall solution concept, and sponsorship identification. Business Approval Gate Confirm alignment with business priorities and that there is sufficient value in meeting proposed scope, is supporting analysis of sufficient quality to provide confidence, is initial solution concept reasonable and achievable, is there a clear resource plan for next phase, and does potential value of opportunity warrant resource allocation to next phase? Key Gatekeeper(s) Sponsor willing and able to resource next phase. Financial to ensure business case is acceptable. Initial architectural review of high level solution concept, as required.

26 Information Technologies Page 26 Information Technologies Page 26 Information Technologies Page 26 Information Technologies Page 26Information Technologies Page 26 ITDDM Version 2.0 Phase/Gate Descriptions (cont.) Solution Concept Phase Further development of solution concept for targeted scope, technical risk assessment, revision of business case as required to reflect solution costs, confirmation of appropriate sponsorship and definition of expected approach to deliver solution. Project Approval Gate Will proposed solution meet the defined scope? Is the solution aligned with business strategy and IT architecture? Given the proposed solution does the business case still hold? Are risks understood and reasonable given the benefits and are mitigations available? Have we defined resources for the next phase, and can they be allocated to this initiative? Key Gatekeeper(s) Business and IT Architect to assess solution and ensure strategic consistency. Sponsor to confirm priority and funding availability. Financial to ensure business case is still valid. Project Office to confirm project is structured for success. Operations to assess supportability of solution after delivery.

27 Information Technologies Page 27 Information Technologies Page 27 Information Technologies Page 27 Information Technologies Page 27Information Technologies Page 27 ITDDM Version 2.0 Phase/Gate Descriptions (cont.) Project Delivery Phase (will contain multiple gates depending on size/nature of initiative) –Kickoff - Engage PM, complete project plan, resource and kick off project –Requirements Definition - Complete detailed specification of requirements –Define/Develop Solution - Complete detailed solution design, and build solution –Solution Assurance Testing - Perform various solution functionality, usage, integration and rollout testing –Implement Solution - Rollout solution and associated training documentation and support tools –Initial Operations and Support - Perform initial solution support and operations through initial burn-in phase –Transition to Production - Transition required knowledge, tools, documentation, and staff (if required) into operational state

28 Information Technologies Page 28 Information Technologies Page 28 Information Technologies Page 28 Information Technologies Page 28Information Technologies Page 28 ITDDM Version 2.0 Phase/Gate Descriptions (cont.) Project Completion Gate Assessment of whether all deliverables are complete, users and IT staff trained, service levels can be met by support organization, solution can be sustained over time, all steps taken to complete move into production mode, and project can be closed. Key Gatekeeper(s) Sponsor to ensure scope is complete, support organization to confirm supportability of solution, Project Office to support project closure

29 Information Technologies Page 29 Information Technologies Page 29 Information Technologies Page 29 Information Technologies Page 29Information Technologies Page 29 ITDDM Version 2.0 Using the Methodology - IT Portfolio Management Tool

30 Information Technologies Page 30 Information Technologies Page 30 Information Technologies Page 30 Information Technologies Page 30Information Technologies Page 30 ITDDM Version 2.0 IT Portfolio Management (ITPM) ITPM is a list in the IT Portfolio Management Sharepoint Site The PeopleSoft teams already use this list to track PS issues and projects, and also use it as a tool to discuss their work program with clients The intent is to roll it out to all of the IT teams to support the IT project and governance processes At a high level, the list provides details on: –What requests are in the queue –What work is underway in each IT area, and for which business units –What requests have been completed

31 Information Technologies Page 31 Information Technologies Page 31 Information Technologies Page 31 Information Technologies Page 31Information Technologies Page 31 ITDDM Version 2.0 ITPM…Continued More significantly, it can be used to provide details on: –The system(s) it impacts –The business priority of the request –The impact of not actioning the request –Specific deadlines that the request must meet, if any –Risks, assumptions, constraints known at the time –The benefits that the request provides –The impact of not satisfying the request – Priority –Time/Cost estimates –Business Plan Drivers –Others

32 Information Technologies Page 32 Information Technologies Page 32 Information Technologies Page 32 Information Technologies Page 32Information Technologies Page 32 ITDDM Version 2.0 ITPM…Continued Records in the list are progressively elaborated, and can be initiated by satisfying only the ‘required’ fields, if that is the level of detail available As the request proceeds through the process, more information is uncovered and added to the record. As an example: An Architect adds information on which solutions might be appropriate A Project Manager defines scope and deliverables A Business Analyst adds details on requirements The Business or IT prime updates the initial information The Opportunity Assessment and Slim Charter document can be created from the information captured in the record The fields required for these documents are populated in the ITPM list ACCESS is used to pull these details from the list into the document template These documents are used to gain formal agreement on important details of the request

33 Information Technologies Page 33 Information Technologies Page 33 Information Technologies Page 33 Information Technologies Page 33Information Technologies Page 33 ITDDM Version 2.0 ITPM…Continued The request/project process and governance model that this list supports are being developed and will be communicated once the initial release has been finalized How the list can be used right now: Individual project teams can use this list to manage work requests for their area Send a request to for assistance on getting

34 Information Technologies Page 34 Information Technologies Page 34 Information Technologies Page 34 Information Technologies Page 34Information Technologies Page 34 ITDDM Version 2.0 “In times of Change, learners inherit the earth, while the learned find themselves beautifully equipped to deal with a world that no longer exists” – Eric Hoffer “We pride ourselves on starting every project humbly – and a little dumb. We don’t want to peek at the answers before we know the questions” – Tom Kelley, GM, Ideo Q: “Do you have all of the answers?” A: “ Actually, I find that the questions are more important.” CSI Episode Getting in the Correct Frame of Mind Curiosity

35 Information Technologies Page 35 Information Technologies Page 35 Information Technologies Page 35 Information Technologies Page 35Information Technologies Page 35 ITDDM Version 2.0 Additional Slides

36 Information Technologies Page 36 Information Technologies Page 36 Information Technologies Page 36 Information Technologies Page 36Information Technologies Page 36 ITDDM Version 2.0 IT Definition and Delivery Methodology Phase Descriptions – Sequencing Work Initial Screening Gate Project Delivery Phase Solution Concept Phase Initial Assessment Phase Project Approval Gate Business Approval Gate Business Concept Phase Initial Operations & Support Operate, Support and Maintain IT Services Transition to Production Solution Definition/ Development Solution Assurance/ Testing Implement Solution Build Operate Plan Design Project Completion Gate Continuous Service and Process Improvement & Sustainment Requests for New Services & Features From Units & Faculties Define and Deliver IT Project Initiatives Deliver Review Requirements Definition A definition of the issue/opportunity, a high level assessment of the value of solving the business issue, and an initial sense of the type and complexity of the solution Documentation of business issues/opportunities and desired outcomes, preparation of business case for selected scope, business risk assessment, articulation of initial overall solution concept, and sponsorship identification. Further development of solution concept for targeted scope, technical risk assessment, revision of business case as required to reflect solution costs, confirmation of appropriate sponsorship and definition of expected approach to deliver solution. Perform various solution functionality, usage, integration and rollout testing. Rollout solution and associated training documentation and support tools. Perform initial solution support and operations through initial burn-in phase. Transition required knowledge, tools, documentation, and staff (if required) into operational state. Support, operate and maintain the operational state of the solution through our operational (ITIL-based) processes as per the service level requirements of the customers through an appropriate combination of centralized, distributed and external service groups. Identify opportunities and requirements for improvement through ongoing reviews of service delivery results, learnings from ongoing operations and support, changing expectations for capacity, performance and availability, and sustainment of infrastructure currency Complete detailed specification of requirements. Complete detailed solution design, and build solution. Engage PM, complete project plan, resource and kick off project.

37 Information Technologies Page 37 Information Technologies Page 37 Information Technologies Page 37 Information Technologies Page 37Information Technologies Page 37 ITDDM Version 2.0 IT Definition and Delivery Methodology Gate Descriptions Initial Screening Gate Project Delivery Phase Solution Concept Phase Initial Assessment Phase Project Approval Gate Business Approval Gate Business Concept Phase Initial Operations & Support Operate, Support and Maintain IT Services Transition to Production Solution Definition/ Development Solution Assurance/ Testing Implement Solution Build Operate Plan Design Continuous Service and Process Improvement & Sustainment Requests for New Services & Features From Units & Faculties Define and Deliver IT Project Initiatives Review Requirements Definition Assessment of whether all deliverables are complete, users and IT staff trained, service levels can be met by support organization, solution can be sustained over time, all steps taken to complete move into production mode, and project can be closed. Key Gatekeeper(s) Sponsor to ensure scope is complete, support organization to confirm supportability of solution, Project Office to support project closure Will proposed solution meet the defined scope? Is the solution aligned with business strategy and IT architecture? Given the proposed solution does the business case still hold? Are risks understood and reasonable given the benefits and are mitigations available? Have we defined resources for the next phase, and can they be allocated to this initiative? Key Gatekeeper(s) Business and IT Architect to assess solution and ensure strategic consistency. Sponsor to confirm priority and funding availability. Financial to ensure business case is still valid. Project Office to confirm project is structured for success. Operations to assess supportability of solution after delivery. Confirm alignment with business priorities and that there is sufficient value in meeting proposed scope, is supporting analysis of sufficient quality to provide confidence, is initial solution concept reasonable and achievable, is there a clear resource plan for next phase, and does potential value of opportunity warrant resource allocation to next phase? Key Gatekeeper(s) Sponsor willing and able to resource next phase. Financial to ensure business case is acceptable. Initial architectural review of high level solution concept, as required. Is there sufficient merit in the opportunity to warrant allocation of resources to the next level of definition. Focus on whether it is aligned with key unit/faculty objectives and that there is likely to be an affordable solution. Key Gatekeeper(s) Sponsor who is willing to resource the next phase. Deliver Project Completion Gate

38 Information Technologies Page 38 Information Technologies Page 38 Information Technologies Page 38 Information Technologies Page 38Information Technologies Page 38 ITDDM Version 2.0 IT Definition and Delivery Methodology Deliverables by Phase Initial Screening Gate Project Delivery Phase Solution Concept Phase Initial Assessment Phase Project Approval Gate Business Approval Gate Business Concept Phase Initial Operations & Support Operate, Support and Maintain IT Services Transition to Production Solution Definition/ Development Solution Assurance/ Testing Implement Solution Build Operate Plan Design Continuous Service and Process Improvement & Sustainment Requests for New Services & Features From Units & Faculties Define and Deliver IT Project Initiatives Review Requirements Definition Inputs: Academic Plan Unit Plans IT Strategy Operational Data Industry Research Manager Direction Service Request Problem/Known Error Info Capacity Plan Availability Plan Primary Work Focus: Analysis, Idea Generation Supporting Materials: Current/Future State Analysis, Outcome Planning Mandatory Document: Opportunity Assessment Primary Work Focus: Define Business Outcomes Initial Solution Concept Business Case Development, Supporting Materials: Outcome Planning High Level Requirements Solution Concept Risk Assessment Mandatory Document: Business Case Primary Work Focus: Solution Concept, Solution Risk Assessment Business Case Confirmation Supporting Materials: Architecture Documents Scope and Approach Operational Impact Assessment Mandatory Document: Solution Concept Primary Work Focus: Project Review Post Implementation Review Supporting Materials: Asset Decommissioning Project Recognition Project Staff Assessments Mandatory Document Project Completion Report Deliver Project Completion Gate Primary Work Focus: Project Plan and Processes Requirements Definition Detailed Solution Design Develop/Build Solution Training and Operations Turnover Plan Implementation Supporting Materials: Pilot Plan/Results Test Plan/Results Service Level Plans Project Change Orders Mandatory Documents Project Charter Requirements Document Turnover to Production


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