IT Portfolio Management Software Project OBJECTIVES AND REQUIREMENTS

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IT Portfolio Management Software Project

OBJECTIVES AND REQUIREMENTS

Introduction:

This document summarizes the business objectives, project sponsorship, desired

functionality and evaluation criteria (both functional and non-functional) for an IT

Portfolio Management software solution for the University of Guelph.

Institutional Business Objectives and Goals:

Gain University-wide visibility of existing application software and infrastructure services deployed across the institution through a web-enabled, continuously updated "system of record" repository.

Gain understanding of system and service ownership and accountability.

Gain understanding of current resource allocation (dollars, people) and capacity. Gain understanding of data and process inter-connections between systems.

Gain understanding of operational dependencies between applications and on infrastructure services. Identify sensitive information within systems and moving between systems.

Identify systems with special compliance requirements (e.g. e-commerce, personal data). Identify duplication and redundancy among applications and services.

Encourage collaboration and leveraging of expertise and resources.

Gain visibility into the "pipeline" (i.e. demand) for new IT initiatives and projects. Link proposed new projects to existing systems and impacted infrastructure.

Develop a portfolio management approach for classifying and prioritizing IT investments.

Promote a more deliberate approach to IT investment decisions, including vendor and contractual commitments, seeking to maximize alignment with University priorities, and achieve tangible benefits. Make visible the process of new initiative/project prioritization and approval.

Gain visibility of project status, and benefits realization.

Gain visibility into major changes and the hardware/software lifecycle to minimize risk and service disruption.

Project Sponsorship and Stakeholders:

The executive sponsor of this initiative is the CIO, Michael Ridley. Project management and on-going coordination is assigned to the IT Portfolio Management Office, directed by Douglas Badger.

A key stakeholder of IT Portfolio Management is the Information Technology Steering Committee (ITSC), the University's senior information technology committee.

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Summary of Functional Requirements:

1.1)

Opportunity

Identification/Demand

Management

1.2)

Portfolio

Classification

1.3)

Application/Infrastructure

Identification

1.4)

Project

Prioritization & Selection

1.5)

Project/Portfolio

Governance

1.6)

Workflow

1.7)

Document

Management

1.8)

Reporting and Views

Detailed break-down of Section 1 starts on Page 3.

Summary of Evaluation Criteria; non-functional (see details next section):

2)

Integration

3)

Vendor

Considerations

4)

Customization

5)

Application

Administration

6)

Technology

Environment

Detailed break-down of Sections 2-6 is on Page 5.

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Functional Requirements Details Weighting (1-3)

Score (1-5)

1. Functions

1.1 Opportunity Identification/Demand Management

1.1.1 Identification: Flexible information requirements on entering new requests (e.g. new request ‘wizard’).

1.1.2 Identify follow-up information requirements: E-mail alerts to request reviewers (depending on magnitude, timeline etc.).

1.1.3 Input data validation rules; drop-down value lists 1.1.4 Opportunity 'queue' for early-stage ideas, proposals 1.1.5 Visible evaluation criteria and feedback to initiator. 1.1.6 . Budget impact of proposed projects.

1.1.7 Resource impact analysis on proposed projects: flexible criteria for request evaluation.

1.2 Portfolio Classification

1.2.1 Segmentation of the IT portfolio by organizational/project type/size: Multiple groupings and/or hierarchies of projects, applications and infrastructure services.

1.2.2 Classification by organizational strategy (e.g. corporate, IT plans)

1.2.3 Classification by initiative/project type or size.

1.3 IT Assets (Application/Infrastructure) Identification

1.3.1 Classification (e.g. system type, infrastructure service, etc.)

1.3.2 Hierarchy, dependencies and Interfaces

1.3.3 Release details, accountability, funding, resources assigned

1.4 Project Prioritization & Selection

1.4.1 Policy-driven criteria/ratings development

1.4.2 Initiative/project scoring and evaluation: Hypertext links to institutional and IT Strategic Plans/budgets.

1.4.3 Prioritization and ranking: Executive Dashboard.

1.4.4 Project plan and project charter definitions and templates 1.4.5 Business case definition; templates

1.4.6 Resource identification: View availability and skills within department/team.

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Weighting (1-3)

Score (1-5)

1.5.6 Follow-up tracking and management thru entire life-cycle. 1.5.7 Retain history of completed projects and release dates.

1.6 Workflow

1.6.1 Workflow customization for individual projects/portfolios: Workflow for budgeting, approvals, resource assignment.

1.6.2 Management of individual approvals. 1.6.3 Management of multiple/group approvals. 1.6.4 Support for different approval thresholds. 1.6.5 Approval/role delegation.

1.7 Document Management

1.7.1 Document uploading and retrieval 1.7.2 Support for multiple document types

1.7.3 Support for multiple project categories/portfolios 1.7.4 Full-text document search and retrieval

1.8 Reporting and Views

1.8.1 Standard and user-created custom Portfolio reporting: ‘Wizards’ for

creating queries/reports.

1.8.2 Standard and user-created custom Project reporting: ‘Wizards’ for

creating queries/reports.

1.8.3 Role-based on-line views and reporting 1.8.4 Sharing custom reports/queries among users 1.8.5 Export queries/extracts from database tables. 1.8.6 Dashboard portfolio views: Dynamic, real-time. 1.8.7 Dashboard project views

1.8.8 Built-in query module, report writer 1.8.9 Ad hoc graphical output tool

1.8.10 Drill-down from dashboards to scorecards, metrics and individual documents/deliverables

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Non-functional Evaluation Criteria

Weight (1-3)

Score (1-5)

2 Integration

2.1 Project management software: (Examples: MS/Project and MS/Excel file exchange)

2.2 Federated authentication (single sign-on).

2.3 Dashboard and Scorecard reporting (BI tools supported) 2.4 E-mail (to external system)

2.5 Customizable interface capability

3 Vendor

3.1 Stability, size: No. of years in business, annual sales. 3.2 Installed base, references, no of customers/users. 3.3 Gartner, other research firm assessments

3.4 Partners

3.5 Licensing models: Flat rate per month, per user or unlimited. 3.6 Pricing: Initial set-up.

3.7 Support policies

3.8 Security provisions and data protection 3.9 Consulting Services

3.10 Customization services

3.11 Implementation guidance, training services 3.12 After-sales support and care

IT Portfolio Management Software Project OBJECTIVES AND REQUIREMENTS