1. 2017/18 SIP Request Process
September 2016

2. 2017/18 SIP – Types of Requests
Development Opportunities
One time development of something new, such as new building or new software implementation
“Recurring Development” develops something new, but happens annually, such as new program development
Maintenance (Recurring)
Facilities Renewal Maintenance (re-roofing)
ITS Infrastructure Renewal (mobile classroom conversion)

3. 2017/18 SIP Process
All requests must still be a minimum of $100K (may be multi-year)
SharePoint will still be used to submit project requests
NEW - Project Charter will be required for ALL project requests (to be submitted via SharePoint)

4. Project Charter - Purpose
To provide more information for project evaluation and review purposes
An objective approach to “net value” evaluation
Identify Specific Deliverables
Performance Measures
Implementation Timelines
Cost Estimates

5. Completing the Project Charter
If the type of project being requested is “Maintenance”, only the first sections of the Charter must be completed.
If a “Development” project is being requested and the estimated value is less than $250K, only the first sections of the Charter must be completed.
If the “Development” project is greater than $250K, the entire Charter must be completed.

6. Project Charter – Project Identification
This section provides space to identify:
Project Name
Project Acronym or No (if applicable – could be cost centre if approved)
Project Sponsor – ACET member endorsing the project
Project Manager – manager responsible for the delivery and budget of the project
Target Completion Date
Version – if approved, the Charter should be reviewed quarterly and updated if material changes are required (and re-submitted as part of quarterly updates)
Version Date

7. Project Charter – Purpose and Goals

8. Project Charter – Return on Investment
What are the impacts of the project?
Beyond the cost to implement the project, are there on-going, incremental operating costs to be considered and how those costs will be funded (reduction in existing operating expenses, required new operating funding, increased revenues).
Does this project reduce an existing risk to the College?
Will the project increase enrolment or other revenues?

9. Return on Investment….

10. Project Charter – Objectives & Performance Measures
What are the outcomes of the project? Such as “X” Program Developed; Feasibility Report on “Y”; Roof of Building D Replaced

11. Project Charter - Scope
This is an opportunity to define what is in and is not in the scope of the project, and to set expectations of the project.
For example: In a software replacement project – “In Scope” may be the assurance that all existing functionality will be available in the new software. “Out of Scope” may be enhancements to existing functionality.

12. Project Charter – Schedule
For each deliverable identify when the expected completion date will be. If more space is required (project spans multiple years), append a schedule to the report.

13. Project Charter – Cost Estimates

14. Project Charter - People
Partners: have shared objectives – and are required to help achieve the goals of the project i.e. IT Support, Physical Resources – and have they been consulted?
Stakeholders: who else is impacted and how are their needs being addressed? Is there a communication strategy? Will there be a working group of stakeholders?
Core Team Members – who (or what types of positions) do you need to complete the work.

15. Project Charter – Assumptions & Constraints
What assumptions have you made in preparing the document and are there any constraints that need to be identified
THIS IS THE END OF THE CHARTER

16. Review Criteria
2016/17 Project Review Criteria (each factor was on a scale of 1 to 3)
Strategic Plan / Business Plan Relation
Net Revenue Generation / Cost Avoidance
Enrolment & Retention / Student Success
Risk Mitigation

17. Timelines Sep 12 – SIP and New Position Request Process Opens
Oct 7 – SIP and New Position Request Process Closes
Oct 11 – Oct 26 – Committee Review of Requests
November – CBC Review of Requests
December – ACET Review of Recommendations

18. Investment Framework - Preview
Stage Gated approach can help with objective decision making
Identifies a step-by-step case writing methodology that can be used in whole or in parts
References a selection of commonly available and easily researched business analysis tools
When business planning, can be helpful in evaluating projects that compete for financial and human resources

19. Investment Criteria - Evaluation
Strategic Advantage
Brand Capital
Applied Education & Training
Student & Client Success
Empowered People
Financial Sustainability
Risk Assessment
Reputation
Financial Health
Student Experience
Stakeholder Relationships
Academic Excellence & Program Relevance
Our People
Technology

20. Questions?