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5 Year Outlook – Strategic Planning for IT Investment

5 Year Outlook – Strategic Planning for IT Investment. Project Prioritization Strategic Project Roadmap for Chancellor and ITGC. James Hong ITS/ISU. July 2012. General Notes.

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5 Year Outlook – Strategic Planning for IT Investment

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  1. 5 Year Outlook – Strategic Planning for IT Investment Project Prioritization Strategic Project Roadmap for Chancellor and ITGC James Hong ITS/ISU July 2012

  2. General Notes History: In May 2012 – The CBT and CTA presented a 12-18 month outlook for business applications, infrastructure and systems key projects. Objective is to present a 5 year roadmap to IT Governance for review in October 2012. Results will be used by John Plotts at the October Chancellor’s retreat to represent the 5 year Technology investment needed for UCSF. Each subcommittee will be accountable for creating a 3-5 year technology outlook to be used to present key priorities and timelines.

  3. Sub-Committees of CTA

  4. Topics • Review Goals and Objectives: Approach • Key Dates • Straw Model – Criteria for Projects • Ranking and Evaluation process • Next steps and contacts

  5. Approach • Align Prioritization Criteria and Formats across all other Committees for consistency. Contacts: • Mara Fellouris (CBT) – with Jane Wong, Opinder Bawa • Tom Ferrin (CRT) – with Doug Berman • Joe Castro (CET) – with Orlando Leon • James Hong (CTA) with Subgroup Chairs • Subgroup envisions priorities and timelines for 3-5 year roadmap • Account for: OTC, TCO, ROI, Constraints with current portfolio and capacity of campus and Ongoing costs. • Aligns with Chancellor Strategic Goals (link:) • Workgroup sessions • Compile List of Key Projects spanning 3-5 years • Prioritize Top 3-5 initiatives • Size projects (Hi level) • Each Subcommittee will evaluate and finalize results

  6. Some Key Dates • Work with subcommittees – 2-4 sessions through Aug – Sep • Identify Key Members or Delegates needed – Aug 1-10 • Target: Sep 21 Deck completion • Present to ITGC for review: Second week of October 2012 • Chancellor Retreat: October 26 (est.) • Business Plans for approved priorities to be completed by Jan 2013

  7. Criteria (general) Consider the following when determining list: • Addresses what critical need • Impact – population, users, processes • Improvements – Quantifiable, Qualitative • Evaluate campus capacity to deliver • Identify co-dependencies or system constraints for the investment • Rank and Identify Top 3-5 prioritized initiaitives • Leverage STP – Situation, Target & Proposal

  8. Other considerations for roadmap • Mandated? • Quick Win • Include One time order of magnitude costs – used for financial perspective and checkpoint for committees • Capacity to implement – resource, timing, competition

  9. Next – Sessions and Ranking • Introduction to Committees • Sessions (to be determined with Chairs) • Workgroup to determine list of projects • Review Ranking process and criteria for prioritization • Develop point systems to drive decisions • Complete High Level Sizing for prioritized items • Phases: • 1.     Create list of top 3-5 key projects spanning the next three to five years with an anticipated timelines. (1 session) • 2.     Set priority based on critical need and impact areas, as well as benefits, capacity. Agreement from subgroups. (1-2 sessions) • 3.    Sizing - Provide high-level sizing of the project: Ranges TBD with PMO. (sizing should include One time costs as well as all ongoing or operational costs, In-Kind, and possible efficiencies gains).

  10. Next • James coordination meeting with Subcommittee chairs for intro and background • Introduction to Committees (as appropriate) • Sessions: • Option 1: Run Sessions (to be determined with Chairs) • Workgroup to determine list of projects • Review Ranking process and criteria for prioritization of top 5 • Develop point systems to drive decisions • Complete High Level Sizing for prioritized items • Option 2: Internal group • Chairs will send criteria to group members • Subcommittee will internally assess lists and validate priority (Potentially from 18 mos roadmap) • Reassess Sizing of project for 3 year outlook

  11. Contacts • James Hong (facilitation sessions) • james.hong2@ucsf.edu • 415-476-2938 • 650-994-5594 • Jane Wong (Consulting/ Guidance) • Exec. Director ITS • jane.wong2@ucsf.edu • Opinder Bawa (Consulting/ Guidance) • CTO • BawaO@medsch.ucsf.edu

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