1. ITCRB FY18 Funding Cycle Kickoff
September 13, 2016

2. ITCRB FY18 Funding Cycle Calendar
Proposer Activities
9/13 – Templates Available
September
October
November
December
January
February
March
April
12/1 – Proposal Due w/Reviews
9/30 – Intent to
Submit Due
12/9 – Revised Proposal Due
01/10-12 – PRC Meeting
02/21-22 – ITCRB Meeting
~4/15 – Decision Notifications
PRC & ITCRB Activities

3. ITCRB Submission Checklist:
5/27/2018
ITCRB Submission Checklist:
PROPOSAL PREPARATION
Due Date ☐
Submit “Intent to Submit” via ServiceNow
9/30/2016
Functional Area IT Roadmap:
☐Work with appropriate VP to complete Strategic Goals Template and load into SharePoint
☐Enter projects into ServiceNow for IT roadmap
11/1/2016
Submit Full Proposal:
☐Complete proposal document and load into SharePoint
☐Complete budget spreadsheet and load into SharePoint
12/1/2016
Complete HUIT Reviews:
☐Security Review (Sandy Silk)
☐Architecture Review (Raoul Sevier)
☐Data Management Services Review (Erin Gregory)
☐Support Services Review (Peg Davis)
☐Load completed reviews into SharePoint
Organizational Impact:
☐Contact PMO for leadership group assignment
☐Complete Project Summary and present to assigned leadership group along with Strategic Goals Template and Functional Area Roadmap
☐Gather feedback from leadership group, complete meeting memo and load into SharePoint
☐Update proposal with results of meeting and load into SharePoint
11/1/2016 – 12/1/2016

4. Key Changes Strategic Planning and Roadmaps Intent to Submit Proposal
New template for strategic planning
IT Roadmap projects will be entered directly into ServiceNow
Intent to Submit
New field – Budget by fiscal year
Updated instructions available on PMO website
Proposal
PMO will create a SharePoint folder for each proposed project where all materials will reside
Budget Estimator
More detail about contractors and project employees (e.g. term employees)
Standard rates
Organizational Impact
New process – Details available 10/5
Reviews
Previously only Architecture and Security required
Added this year – Data Management and Support Services

5. Strategic Planning & Roadmaps

6. Strategy Drives Projects and Programs
Business Vision and Strategy
Business 3 Year Strategic Goals
IT Roadmap
Projects & Programs
Purpose
Univ. leadership defines direction and priorities
Univ. leadership breaks down strategy into yearly goals and IT identifies systems required
Translate goals into potential projects, adding vendor and technology milestones
Using business impact and risk of deferral prioritize projects
ITCRB Output
Functional Area Vision
3 Year IT Strategic Goals
Roadmaps
Project Vision & ITCRB recommendations
Example:HR
Talent Management
- Common Univ-wide Performance mgmt. process
- Establish talent mgmt. system
- Enhance PeopleSoft
- Launch new professional development system
New Univ-wide PMP process in PeopleSoft
New Training Portal Project Vision

7. Strategic Goals Template (Replaces Functional Area Business Vision form)

8. Projects in Roadmap Tie to Strategies and Goals

9. Strategic Planning Process
Work with functional area to complete Strategic Goals template*
Review Strategic Goals with appropriate leadership for approval
Put completed Strategic Goals template into Functional Area’s SharePoint folder (link will be provided after Intent to Submit filed) and notify PMO
PMO will load the Strategies and Goals into ServiceNow
Enter projects (including operational) into ServiceNow via Demand*
Associate strategic projects to goals from template in ServiceNow*
ServiceNow will group planned projects into Strategies via goals*
Next day, IT Roadmap will appear in Functional Area’s SharePoint folder
Ensure final IT Roadmap and Strategic Goals documents are in Functional Area’s SharePoint folder as part of submission
* Instructions/templates available on PMO site (or soon to be published)

10. Proposal

11. Template changes New, simplified format
Vertical alignment for Vision; no embedded PowerPoint slide
No embedded spreadsheets
Removed sections for fund release
Updated organizational impact section coming soon
Operating costs: communicate with your operating units to be certain that they will be available

12. Budget Estimator Changes
Instructions tab added
Specify each project team member with role (not operational resources)
Standard rates for contractors
Many auto-calculations included

13. Organizational Impact

14. New Organizational Impact approach
No more giant grid
New review meeting with School representatives
New summary report about commitment to project
Meeting with proposers on 10/5 to review process in detail

15. Summary

16. Reviews to Schedule/Manage
PM schedule meetings with all reviewers to assess your project
Reviewer will submit a report to PMO with a copy to PM for each project by 12/1
Reviewers
Contact to Arrange
Architecture
Raoul Sevier
Security
Sandy Silk
Data Management
Erin Gregory
Support Services
Peg Davis
Organizational Impact
Jay Wells

17. Templates
The following templates/tools are now available on the PMO web site in the ITCRB section:
ITCRB Proposal Process Checklist
Intent to Submit via ServiceNow (instructions)
Proposal Template (minus Org. Impact section)
Proposal Budget Estimator with ROI calculator Template
3 Year Strategic IT Goals Template
IT Roadmap via ServiceNow (instructions)
The following templates will become available in the next few weeks:
Organizational Impact
Guidance for PMs
Guidance for Review Committee Members
Section for Proposal
Send all questions to