Portfolio Management Process

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Portfolio Management Process Customer Request
Management

• January, 2006

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Agenda

• Portfolio management
• Customer Requests 2 types
• Enhancements/Micro projects
• Projects
• Project Prioritization Process
• Annual prioritization timeline
• Overall process
• Out of cycle discussion
• Update process

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Portfolio Management

• Portfolio Management is the process to
• Manage overall visibility of the project demand
• Establish a forum and process for prioritizing
  the demand on an Institute level
• Annual planning cycle
• Approve and allocate the project resources
• Integrate with the overall budget process
• Monitor the ongoing projects
• Evaluate new requests and changes
• Provide awareness of the entire project portfolio
  to a broad set of constituents

4
Customer Requests

• Two main channels for managing requests
• Customer forums
• Manages and prioritizes enhancements/micro
  projects (less than 6 person months)
• ASPCC Process
• Annual project prioritization process
• Out of cycle process

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Customer Request Process
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Annual Project Prioritization Timeline
Jan Feb Mar April May June July Aug Sept Oct Nov Dec

Communicate Collect Project Requests
Present completed forms at SAPBIZ
Project Inventory to ASPCC
Picks 10
Picks 10
Develop Business Cases
ASPCC Ranks 10
Resources Schedule Budget
Approved
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Prioritization Process

• January April
• Communicate the overall process via
• Customer forums
• SAPBIZ communication and updates
• Admin Comp Web-site
• ASPCC Meetings
• IST Managers Meeting
• Others
• Publish and Validate the prior years project
  inventory
• Discuss requests not actioned the prior year
• Re-submit requests update and or modify as
  needed

8
Prioritization Process

• January April continued
• Customers complete Request for Evaluation forms
  with assistance from Admin Comp
• Customer initiates process by completing page one
  of the request for evaluation form
• http//web.mit.edu/ist/org/admincomputing/project
  s
• Submit to Admin Comp via email to
  project-request_at_mit.edu
• Admin Comp assigns requests and acknowledges
  receipt
• Admin Comp completes remainder of the form and
  reviews/clarifies page one with the Customer
• Conducts Kitimat analysis
• Conduct reviews of completed forms at SAPBIZ

9
Prioritization Process

• May
• Provide the project inventory (listing of
  projects under consideration for that fiscal
  year) and Request for Evaluation forms to ASPCC
• Project inventory maybe a subset of requested
  projects
• If the inventory exceeds a manageable amount
  (25-30)
• June
• ASPCC prioritizes the list picks 10

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Prioritization Process

• July September
• Admin Comp and the Customers jointly develop the
  business cases
• Confer across IST and with other partners
• October
• Present business cases and a summary document to
  ASPCC
• ASPCC prioritizes the projects votes

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Prioritization Process

• November
• Admin Comp and Customers conduct resource
  planning
• Assess any required prerequisites
• Develop a project delivery plan that considers
  general Institute scheduling constraints
• Confer across IST and with other partners
• Projects selected and a draft schedule are
  presented to ASPCC for approval
• Approval or modification
• Incorporated in the budget request

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Out of Cycle Requests

• Business Owner request that is
• Unknown during the annual planning cycle
• Significant business and or technical change
• Urgent business need
• New opportunity
• A change in status or condition of the initial
  project
• Potential need to re-prioritize approved projects
• Serious support/maintenance issue develops or
  worsens
• Compliance issue

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Process for Out of Cycles

• Use the standard project portfolio management
  process additional criteria
• Provides significant and direct advancement of
  the Institutes mission and goals
• Opportunity to increase the benefit from a fast
  track
• Funding availability
• Resources generally available for the effort
• Business and SAIS
• Small to moderate sized
• Retires a legacy system

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On-Going Process

• Priorities are reviewed quarterly by ASPCC for
  progress updates and adjustments
• Changing business conditions
• Compliance issues
• Out of cycle requests
• Quarterly Updates to SAPBIZ (recommendation)
• Progress to schedule
• Changes to prioritized projects from ASPCC
• Out of Cycle requests
• Process review

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General Updates

• Request for evaluation form used for both
  projects and enhancements
• Why?
• Track the work
• Provide a better definition of the request up
  front