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ITIB Recommended Technology Investment Projects
(RTIP) Report for 2004 Lessons Learned
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RTIP Lessons Learned Agenda

• Data concerns and recommended actions
• Process concerns and recommended actions
• Report format and content suggested changes
• Next Steps

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Recap - 2004 Agency IT Strategic Planning Data

• Agency Profile Strategic Direction
• Agency Strategic Plan
• Mission,
• Core Business Activities,
• Key Customers
• Key Activities Outcomes
• Critical Issues
• IT Vision, Strategies and ITIM Practices

• Major IT Projects
• Description, Cost, Dates
• Business Case Evaluation Questions
• Funding
• Related Procurements
• Strategic Alignment
• Major IT Procurements
• Non-major IT Projects and Procurements

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RTIP Project Data Concerns

• Variances in Project Data
• Completeness
• Consistency
• Accuracy
• Currency
• Feasibility

• Information Affected
• Scope definition
• Business case
• ROI calculations
• Project schedules
• Proposed technical solutions

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RTIP Data Improvement Recommendations

• Strengthen major IT project planning process
• Develop and implement IT Strategic Planning and
  Portfolio Management Standard
• Implement PM Standard
• Acquire and implement project cost estimation
  tool
• Expand PM training resources to mature PM skills
  in the agencies
• Expand PMD staff to support project mentoring
  program

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Recap - 2004 RTIP Report Selection Process
Code of Virginia Enterprise Architecture Strategic
Plan for Technology Best Practices
ITIB Evaluation Criteria
Agency IT Strategic Plans
Weighted Ranking
Secretariat CIO Prioritization
ITIB Approval
Evaluation Criteria Scoring
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Recap - ITIB Approved Project Selection Ranking
Criteria

• Strategic Alignment
• COV Strategic Plan for technology initiatives
• COV Enterprise Architecture (Enterprise) Business
  Strategies
• Agency Strategic Direction (Key Activities
  Critical Issues)
• Benefits to the Commonwealth
• Benefits chronically underserved stakeholders
• Increase public protection, health, education,
  environment, or safety, improve customer service,
  or increase citizen access
• Positive return on investment
• Support legal or regulatory requirements

• Risk
• Cost
• Complexity
• Risk Management
• Funding Requirements
• Cost reasonableness
• Percent of the project funding from Non-state
  funds
• Funding risk
• Past Performance by Agency
• Agency rating average and specific project
  rating on the Dashboard
• Agency ITIM practices
• Technical Feasibility
• Stated Approach
• Proposed approach based upon proven technology

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ITIB Process Improvement Goal

• Assist agencies of the Commonwealth of
  Virginia in the development of funding
  alternatives for project planning, with the goal
  of obtaining more accurate preliminary plans and
  cost estimates.

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ITIBs Suggested Process Improvement
Recommendations

• Funding for the project planning phase of major
  IT projects should be centralized and exist
  separately from funding for project development.
  Parallel Commonwealth Transportation Boards
  process for road construction projects.
• Upon the recommendation of the CIO, the ITIB
  should consider awarding planning funds to
  proposed major IT projects meeting specified
  criteria. Agency and VITA staff would use
  awarded funds to conduct the detailed analyses
  necessary to produce appropriate scope and cost
  estimates, as per CIO/ITIB guidance.

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ITIBs Suggested Process Improvement
Recommendations (Continued)

• Use the current Virginia Technology
  Infrastructure Fund as the vehicle for awarding
  planning funds. Funds for this purpose would be
  refreshed annually via the Appropriation Act,
  with the ITIB reporting on its use and results as
  part of the annual September 1 report.
• When a project is approved as a priority
  project, the Board recommends that the
  development funds for each major IT project be
  specifically set out in the Governors Executive
  Budget and the Appropriation Act.

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2004 RTIP Report Comments - Implemented

• Add Commonwealth strategic imperatives and goals
  we are trying to achieve
• Recommended Action Taken Verbiage was modified
  for final report
• Status on Top 5
• Recommended Action Taken Information was
  provided at the August 11th Board Meeting
• Suggested wording changes on collaboration report
  
• Recommended Action Taken Verbiage was modified
  for final report

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2004 RTIP Report Comments Implemented(Continued
)

• Remove the ROI from the reports
• Recommended Action Taken Project Planning
  Approval
• took place too early in the project life-cycle to
  provide valid
• ROI Calculations. ROI was removed from the
  reports
• Provide agency priorities in the report
• Recommended Action Taken Agency priority was
  added to
• the Secretariat Rank Report
• Select Top 30 versus 20
• Recommended Action Taken PTIP identified 27
  projects

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2004 RTIP Report Comments Implemented(Continued
)

• Only projects requesting funds should be listed
  on the report
• Recommended Action Taken Highlighted projects
  needing
• funding but included all projects
• Remove PPEA Designation
• Not Recommended Important to know PPEA
  opportunities in
• light of lack of funding stated

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RTIP ReportFormat and Content Recommendations

• Include projects only if a Business Case has been
  submitted
• Recommended Action Implement for next years
  report
• Include projects that are being or have been
  terminated/suspended in a separate section (ex.
  EAGLES)
• Recommended Action Implement for next years
  report
• Identify long term debt funding (Treasury Loans
  or Bonds, etc.)
• Recommended Action Adequate time and
  information not available for this years
  report. Recommend this be considered for future
  reports

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RTIP ReportFormat and Content Recommendations
(Continued)

• Align RTIP process with budget process
• Recommended Action Show total funds needed
  and when over a six year period
• Refocus RTIP Report for 2005
• Recommended Action
• Divide report into three parts
• status quo or current state of major projects in
  the Commonwealth
• project expenditures to date
• projects approved and ready to move into
  development/implementation vs. projects approved
  for planning

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RTIP ReportFormat and Content Recommendations
(Continued)

• Refocus RTIP Report for 2005 (continued)
• Recommended Action
• Evaluate other options
• Governors Initiatives
• Council on Virginias Future
• Commonwealth of Virginia Strategic Plan for
  Technology
• PPEA Reengineering Initiatives
• VITAs Business Plan
• ITIB has not reviewed pre-ITIB active major
  projects approved prior to establishment of ITIB
• Recommended Action Perform IVV audit on all
  active major IT
• projects Target Completion date is 1/11/2005

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Next Steps - Proposed Action Plan for ITPRC
Approval

• PMD to proceed with implementation of data
  improvement recommendations
• ITPRC to recommend Board approval for the budget
  request submitted by the ITIB Finance Committee
  for 7 million dollars for the Virginia Technology
  Infrastructure Fund to support project
  preliminary planning in the agencies
• ITPRC to recommend Board assign ITIB Legal and
  Legislative Committee the responsibility for
  working with DPB and the General Assembly to
  obtain funding for this budget amendment
• ITPRC to develop criteria for granting planning
  funding from the Virginia Technology
  Infrastructure Fund to agencies
• ITPRC to identify 2005 RTIP reporting
  requirements
• PMD to report Active Major IT Project IVV
  results to the ITPRC and Board
• Enterprise Service Directors and Deputy
  Secretaries to establish Secretariat briefings to
  include active Major IT Projects in their
  enterprise project portfolio

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RTIP Report Points of Contact

• Judy Marchand
• VITA Project Management Division
• 804-786-4392
• judy.marchand_at_vita.virginia.gov
• or
• Constance Scott
• VITA Project Management Division
• 804-371-5927
• constance.scott_at_vita.virginia.gov