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  1. 1. Commonwealth Technology Portfolio (Phase 2 Version 2) “IT Portfolio Project” Gary Weaver Project Manager, PMD Information Technology Investment Board December 8, 2005 expect the best
  2. 2. <ul><ul><ul><li>Definition </li></ul></ul></ul><ul><ul><ul><li>Objectives </li></ul></ul></ul><ul><ul><ul><li>Scope </li></ul></ul></ul><ul><ul><ul><li>Constraints </li></ul></ul></ul><ul><ul><ul><li>Cost </li></ul></ul></ul><ul><ul><ul><li>Organization </li></ul></ul></ul><ul><ul><ul><li>Major Milestones </li></ul></ul></ul><ul><ul><ul><li>Measures of Success </li></ul></ul></ul><ul><ul><ul><li>Current Status </li></ul></ul></ul>The purpose of the presentation is to provide a project status update for the IT Portfolio Project to include : Purpose of Presentation
  3. 3. What is IT Investment Portfolio Management? IT Investment Portfolio Management is a continuous process of managing and linking asset and project portfolios.
  4. 4. Project Objectives <ul><li>Improve the Commonwealth’s ability to track IT expenditures and manage IT investments. </li></ul><ul><li>Improve project management and oversight to increase project success rates and reduce project costs. </li></ul><ul><li>Provide improved analysis of the Commonwealth technology portfolio in order to better support Agency, Secretariat, CIO and ITIB investment decisions. </li></ul><ul><li>Establish a management information system to determine the total amount spent on technology. </li></ul>
  5. 5. <ul><li>The project is aimed at implementation of new tools supporting assigned CIO and PMD responsibilities for IT strategic planning, IT portfolio/investment management and reporting, project oversight, and project management. </li></ul><ul><li>The project will be implemented by a team comprised of VITA PMD & BSS staff, and contracted services for implementation, consulting support and training. </li></ul><ul><li>The project execution will develop an expert resource pool for the ongoing maintenance and operation of the portfolio tool. </li></ul>Project Scope
  6. 6. Project Scope (cont.) <ul><li>Commonwealth IT Portfolio functionality : </li></ul><ul><ul><li>IT Investment Portfolio Analysis </li></ul></ul><ul><ul><li>Strategic IT Planning </li></ul></ul><ul><ul><li>Demand Management </li></ul></ul><ul><ul><li>Project Oversight </li></ul></ul><ul><ul><li>Dashboard Reporting </li></ul></ul><ul><li>VITA IT Portfolio functionality: </li></ul><ul><ul><li>Work Flow/Process </li></ul></ul><ul><ul><li>Resource Management </li></ul></ul><ul><ul><li>Project Management </li></ul></ul><ul><ul><li>Project Cost Accounting </li></ul></ul><ul><ul><li>Document Management </li></ul></ul><ul><ul><li>Time Management </li></ul></ul>Deliver a Commonwealth IT Portfolio and a VITA IT Portfolio functionality
  7. 7. Project Constraints <ul><li>Labor – diversion of resources assigned to the project, especially internal VITA labor, can negatively impact project baselines. </li></ul><ul><li>Data - the data needed for this project is spread throughout the Commonwealth in various legacy systems with many different formats and aggregate levels. </li></ul><ul><li>Time – the project schedule cannot be tied to development of the 2006 Recommended Technology Investment Projects (RTIP) report. </li></ul>
  8. 8. Estimated Project Costs FY06-FY07 <ul><li>$2.8M </li></ul><ul><ul><li>Internal Labor </li></ul></ul><ul><ul><li>Services </li></ul></ul><ul><ul><ul><li>Contractors </li></ul></ul></ul><ul><ul><ul><li>Maintenance & Support </li></ul></ul></ul><ul><ul><li>Hardware </li></ul></ul><ul><ul><li>Software </li></ul></ul><ul><ul><li>Training </li></ul></ul><ul><ul><li>IV&V </li></ul></ul>
  9. 9. Project Organization * As of 1 Nov 2005 Information Technology Investment Board (SPARC) Agency Proponent Head Lem Stewart CIO Project Management Division Dan Ziomek Project Sponsor Cheryl Clark Secretariat Oversight Committee Eugene Huang, Chairperson Internal Agency Oversight Committee Cheryl Clark, Chairperson Co-Business Owner Jerry Simonoff, SMS Co-Business Owner Barbara Rudolph, FMS* Commonwealth Manager of PMO Mike Sandridge Project Manager Gary Weaver Project Team
  10. 10. Schedule: Project Major Milestones 17 Nov 05  RFP Closeout 28 Nov- 9 Dec 05 RFP Evaluations 7-10 Mar 06 Initial IV&V    Completed 3–10 Jan 06 Top Vendor Demonstrations 9 Sep 05 Initial IAOC Meeting 13 Mar 06 Project Execution Start 6 Mar 06 Detailed Project Plan Approval 8 Feb 06 Contract Award Approval 18 Oct 05 RFP Release 21 Sep 05 Proposal & Charter Approval Date Milestone
  11. 11. Schedule: Project Major Milestones (cont.) 20 Mar– 9 Aug 06 Commonwealth Portfolio Implementation/ Data Conversion/Validation Completed 4-7 Dec 06 Final IV&V 11-14 Jul 06 IV&V 19 Apr 06 ITIB Product Demonstration 20 Mar- 22 Sep 06 VITA Project Portfolio BPR 30 Dec 06 Project Closeout 1 Dec 06 Execution Phase Ends 28 Nov 06 VITA Project Portfolio Model Complete 25 Sep – 27 Nov 06 VITA Project Portfolio Implementation/ Data Conversion/Validation 13 Oct – 28 Nov 06 Agency Commonwealth Portfolio Rollout Date Milestone
  12. 12. <ul><li>CIO approval of the Proposal & Charter, review and confirmation of approval by the ITIB by 30 September 2005. </li></ul><ul><li>CIO approval for release of the Request for Proposal by 21 October 2005 </li></ul><ul><li>Receive substantive proposals from multiple qualified vendors responding to RFP by 18 November 2006. </li></ul><ul><li>CIO approval of a contract award for a COTS-solution IT Portfolio by 10 February 2006. </li></ul>Project Measures of Success
  13. 13. Project Measures of Success <ul><li>IAOC approval of the Project Plan (Baseline) by 6 March 2006. </li></ul><ul><li>Successful implementation of all solutions for initial IV&V findings and recommendations (10 March 2006) by 28 April 2006. </li></ul><ul><li>Successful start of the Project execution phase with 100% team availability and completion of all project opening meetings by 20 March 2006. </li></ul><ul><li>Successful implementation of all ITIB recommendations for the IT Portfolio tool stemming from tool demonstration (19 April 2006) by 2 June 2006. </li></ul>
  14. 14. Project Measures of Success <ul><li>Completion of all data conversion from Commonwealth legacy systems to the Commonwealth IT Portfolio database by 5 July 2006. </li></ul><ul><li>Completion of all Commonwealth IT Portfolio data interfaces with Commonwealth systems by 14 July 2006. </li></ul><ul><li>Successful validation (100%) of data and testing of all requirements for the Commonwealth IT Portfolio completed by 9 August 2006. </li></ul><ul><li>Successful implementation of all solutions for mid-IV&V findings and recommendations(10 July 2006) by 11 August 2006. </li></ul>
  15. 15. Project Measures of Success <ul><li>Capture 80% of the information needed for IT strategic planning by 1 September 2006. </li></ul><ul><li>Successful validation (100%) of BPR processes, data and testing of all requirements for the VITA Project Portfolio completed by 22 September 2006. </li></ul><ul><li>The Commonwealth IT Portfolio provides sufficient information to support ITIB investment decisions by 1 December 2006. </li></ul><ul><li>IT Portfolio Tool captures 80% of the information needed for the 2007 Recommended Technology Investment Projects Report (RTIP) by 1 December 2006. </li></ul>
  16. 16. Project Measures of Success <ul><li>The VITA Project Portfolio Model is ready for next phase of project (rollout to agencies) by 1 December 2006. </li></ul><ul><li>Successful capture of all best practices and lessons learned for the Project Management Information Clearinghouse by 30 December 2006. </li></ul><ul><li>Capture of all final IV&V findings (7 December 2006) for next phase of Commonwealth Technology Portfolio Project. </li></ul>
  17. 17. Project Current Status Comments Current Status Key Status Indicator Draft Risk plan in place Is the project being managed to minimize or mitigate the identified risks? Yes Does the project remain within the approved scope? On schedule. Next Milestone is RFP evaluations/demonstrations Is the project on schedule? Only internal staff costs to date. Funding availability risk identified. Are the costs within planned budget? Latest MOS: RFP responses received Nov 17 2005. Is the project on track to meet planned business goals and the associated measures of success?
  18. 18. Questions and Answers
  19. 19. Points of Contact <ul><li>Gary Weaver </li></ul><ul><li>Project Manager </li></ul><ul><li>(804) – 225-2954 </li></ul><ul><li>gary </li></ul><ul><li>or </li></ul><ul><li>Jerry Simonoff </li></ul><ul><li>Business Owner </li></ul><ul><li>(804) – 343-9001 </li></ul><ul><li>[email_address] </li></ul>