Projects plan – April 2016 stakeholder meeting

Where we are and where we are going…

What we’ve done to address your feedback “The number of projects on the list is overwhelming” Foundational and discretionary are on separate lists IT projects are listed below non-IT projects Focus on supporting decision making rather than a one dimensional scoring value Graph of effort / impact / number of stakeholders affected (bubble size) Example:

What we’ve done to address your feedback cont. “What about my project that was either in progress or was promised?” Resourced “in-flight” and previously committed to projects

Scoring model feedback

Project plan: Some definitions Foundational activities Foundational projects Maintaining and supporting existing systems / hardware Small scope enhancements Discretionary projects Backlog

Scoring / Resourcing FAQs What happens after projects are scored? How are they prioritized? For example, will a high impact, low effort project have priority over a high impact, high effort project? What happens if multiple projects end up having the same score? How do they get prioritized? How does the ET / IT (Education technology / Information technology) plan fit into this process?

Questions so far?

Table discussion: Which projects are not resourced (i.e., in the backlog) that should be? Are there innovative ways we might resource these projects? Which discretionary projects are resourced that should not be?

Next steps

Questions / comments / suggestions?

Appendix: Glossary Foundational project – is a project that will not be scored and that must be characterized as any of the following: Mandated Legal requirements Changes in law in reporting Contractual obligation Business mandated projects e.g., Study Group changes Addressing a critical risk Addressing safety issue “Keep the lights on” Keeping systems up to date e.g., Moodle Keeping hardware up to date Unexpected system end of life Discretionary project – is a non-foundational project; project will be scored Foundational activities – are activities IT Services must do before any discretionary projects can be resourced: Foundational projects Maintaining and supporting existing systems / hardware Small scope enhancements

End of slides

Original agenda 9:05AM Intro - Grainne 9:10AM Process (where we are in the projects plan process and where are we going) - Paul 9:15AM Questions 9:20AM Table discussion: Review the project list - are there projects you want clarity on? (should be 20min) 9:40AM Each table reports 9:55AM Opportunity for projects sponsors to address questions 10:30AM Break 10:45AM Table discussion: Which projects are below the line that should be above and vice versa? (should be 20min) 11:05AM Each table reports 11:20AM Open discussion [opportunity for people to respond the suggested changes to what is resourced] 11:40AM Project management methodology 11:50AM Closing / next steps (goes to the committee)

How was the draft plan resourcing done? Factors Score Skills/Resources in IT-Services available to do the work Qualitative assessment based on business knowledge Resourced “in-flight” and previously committed to projects

Break time!

Submitted projects by business unit…

Table discussion 1 Review the project list - are there projects you would like clarity on? (Let’s try to focus on understanding rather than what’s resourced… resourcing is after the break)

New project management methodology

Table discussion 2 What additional factors beyond risk, strategic contribution and effort would you add? And what weighting?

Recap from our March meeting… Table discussion topics we discussed “Review the project list - are there projects you would like clarity on?” “What additional factors beyond risk, strategic contribution and effort would you add? And what weighting?”

What we’ve done to address your feedback Visualization Focus on supporting decision making rather than a one dimensional scoring value Graph of effort / impact / number of stakeholders affected (bubble size) Example:

A bit about scoring… Scoring model is the same; however, results are displayed graphically … less emphasis on the calculated score Scoring is just a tool to assist us in our assessment of what projects to resource. Scores are out of 3, with 3 being the highest for discretionary projects Foundational projects marked as 4