We have been using Portfolio Management for the prioritization of IT
projects for about six years now at the University. We use a commercial
product called ProSight and I have presented the way we do this at several
Educause and Snowmass events. The process includes web submission of
projects, scorecarding the project and then displaying the project in a
four dimensional investor map. In my view this takes subjective
discussions about projects and priorities and puts them into an objective
format that makes it much easier to decide what to work on first. Would be
glad to share the powerpoint with anyone that wants it. I also
investigated the Murphy Model that Northeastern uses. I found the work
that Bob Weir, not a relative, did in helping to develop and deploy Tom
Murphy's tool to be rather interesting and apparently quite successful.
We are now beginning a new process known as "Application Rationalization"
in an attempt to identify existing systems that we need to continue to
invest in and those systems have reached the end of their usefulness or
have become to risky and need to be replaced or eliminated. This process
is part of the overall ProSight environment.
(Embedded image moved to file: pic04734.jpg)
Theresa M Rowe
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02/09/2006 03:24 cc
Re: [CIO] Prioritization of
Please respond to Projects
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We use our ticketing system Footprints accept work requests
or suggestions from anyone at the university. We found
trying to keep "tasks" separate from "projects" to be too
difficult to manage.
We've also got a "collaborative organization structure" that
I've been playing around with, trying to document. I've
attached the boxes. I meet regularly with these groups to
identify and prioritize projects, including those submitted
in the Footprints system.
For project work, we set the highest priorities by:
1) Approved by President, Vice President, Associate Vice
President, or Dean
2) Cyclical system or component replacement
Within system or component replacements, we can establish a
point formula to determine the relative priority of the item
to be replaced.
(System Age + Technical Age) * Risk Factor * Scope Factor *
Security Factor * Strategic Plan Factor
System Age: number of years since purchase
Technical Age: how old is the technology platform (we've
been known to buy refurbished equipment or buy something
late in the technology acceptance cycle)
Factors: We try to tally something on a 1 to 5 scale, with
5 meaning "time to replace".
Risk Factor: Number of failures within the last year,
vendor announced desupport, technical obsolescence
Scope Factor: Number of users, number of access points
Security Factor: Potential for security incident, breach,
etc., compliance issue
Strategic Plan Factor: Linkage to the strategic plan,
We pull this together to assist with budget allocation
decisions prior to the start of a new fiscal year, and this
becomes our tactical plan for the year.
On a day to day basis, we have many service requests.
Service requests are evaluated based on the customer stated
The work of the campus is stopped
The work of a department is stopped
The work of an individual is stopped
Requested installation, activation or move
Request for improvement
Request for development
It would be nice if....
Priority actions are based on:
• production down
• stopped critical business or government mandated processes
• data integrity issues
• technical currency
• VP or Assoc. VP approved projects
• After that, we work on the oldest request first.
Assistant Vice President
University Technology Services
www.oakland.edu/uts - the latest news from University Technology Services
(See attached file: Collaborative Infrastructure Org Chart.vsd)