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Project Investment and Prioritisation (PIP). PIP Process – why is it needed? Current position: – Lots of projects (over 90 that we know about) – Limited.

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Presentation on theme: "Project Investment and Prioritisation (PIP). PIP Process – why is it needed? Current position: – Lots of projects (over 90 that we know about) – Limited."— Presentation transcript:

1 Project Investment and Prioritisation (PIP)

2 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 portfolio

3 PIP Process – benefits The right projects will be delivered at the right time Limited resources directed to priorities Improved delivery resulting from better use of resources and project start-up standards Better overall project governance Greater transparency: – Which projects are being supported – How projects link to strategy and operations

4 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!

5 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 ISSG Smaller 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 Wheater

6 PIP Process - overview There are 5 stages: StageWhat happensOutcome 1Project Brief and Impact AnalysisPermission to progress to Business Case 2Project PrioritisationExisting & new projects prioritised 3Business Case and Work planningNew projects approved 4Project Delivery and Progress Reporting Approved projects are implemented 5Project CompletionProjects are reviewed

7 Stage 1: 1.Write Project Brief: Using standard template available from web site toolkits.php 2.Claim Compliance /Essential status (in Brief) if appropriate 3.Sponsor sends Brief to Director of LRIS Responsibility = Sponsor

8 4. PIP Advisory Group meet with the sponsor and using the Project Brief:- Score Impact for each of the following categories – Strategic Contribution – Financial Return on Investment – Operational Effectiveness/Efficiency Score Complexity Review 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:

9 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:

10 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:

11 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:

12 9.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:

13 11.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 Management 12.Programme/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/Projects Responsibilities = Project Manager, BI Team & ISSG Stage 4:

14 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: Stage 5:

15 Impact scoring: Criteria Score 0 Score 1Score 2Score 3Score 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% >5yrs4-5 yrs3-4 yrs2-3 yrs1-2 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 University

16 Impact scoring (example): Criteria Score 0 Score 1Score 2Score 3Score 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 Total1 * 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 1Score 2Score 3Score 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% >5yrs4-5 yrs3-4 yrs2-3 yrs1-2 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 Total

17 Complexity scoring: CriteriaScore 1Score 2Score 3Score 4 Delivery Timescale in months - 10% 1-66 – 1212 – 18>18 Stakeholders 20% Internal and within single business area Internal across more than one business area Mainly externalInternal 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 project

18 Complexity scoring (example): CriteriaScore 1Score 2Score 3Score 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 * 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 CriteriaScore 1Score 2Score 3Score 4 Delivery Timescale in months - 10% 1-66 – 1212 – 18>18 Stakeholders 20% Internal and within single business area Internal across more than one business area Mainly externalInternal 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 project

19 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 grid

20 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 grid

21 Example 2-way grid: Example project

22 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.

23 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. Complexity and Initial Risks Provides overall summary: key objectives, what problem(s) it will solve What type of project is it: compliance essential Transformational improvement (and why)?

24 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. 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).

25 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. 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.

26 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. Complexity and Initial Risks Describe 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 manager

27 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. 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 changes

28 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. 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

29 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. 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 staff Possible savings Possible new income

30 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. 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.

31 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. Complexity and Initial Risks Score the complexity factors: Timescale Stakeholders Operational change Contract complexity In-house expertise Dependencies

32 Project Brief 1. Executive Summary 2. Project Vision 3. Benefits 4. Key Roles 5. Project Scope 5.1 Project Objectives 5.2 Exclusions 6. Costs and Resources 7. Timescale 8. 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.

33 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. Stakeholder Analysis & Communication Plan Appendix: Equality Impact Assessment Expand on Project Brief if additional information is available

34 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. Stakeholder Analysis & Communication Plan Appendix: Equality Impact Assessment Update from Project Brief, possibly with additional / more detailed scenarios

35 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. 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 Indicate how benefits link to key objectives For more complex projects, a full benefit realisation management process should be considered

36 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. Stakeholder Analysis & Communication Plan Appendix: Equality Impact Assessment Update from Project Brief, identifying additional key roles of: Data Owner Process owner

37 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. 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.

38 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. 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).

39 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. 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 table

40 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. Stakeholder Analysis & Communication Plan Appendix: Equality Impact Assessment Updated from Brief Provide the outline project plan, included a detailed plan for the first stage

41 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. 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.

42 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. 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.

43 Project Business Case 1. Executive Summary 2. Project Vision 3. Benefits and Benefit Realisation 4. Key Roles 5. Project Scope 6. Options considered 7. Costs and Resources 8. Timescale 9. Complexity and Risk 10. 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.

44 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 Project Briefs needed by end January

45 MMU projects web site toolkits/ toolkits/ PIP Process Templates for mandated and other documents Toolkits Link to PM Community of Practice

46 Thank you for your attention and time Any questions? Contact details: Bruce Levitan ext 1511


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