IT Portfolio Management Software Project OBJECTIVES AND REQUIREMENTS

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1 Introduction: IT Portfolio Management Software Project OBJECTIVES AND REQUIREMENTS 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. In addition to ITSC, the other key constituents of the University's IT governance framework are the Information Services Council (ISC) and the Information Technology Special Interest Group (ITSIG). Other stakeholders include the University's primary information technology service provider, Computing and Communications Services (CCS), other IT service providers, business-unit and academic leaders, and information technology users. Final-PPMSoftwareRequairements Page 1 of 6

2 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. Final-PPMSoftwareRequairements Page 2 of 6

3 Functional Requirements Details 1. Functions 1.1 Opportunity Identification/Demand Management Identification: Flexible information requirements on entering new requests (e.g. new request wizard ) Identify follow-up information requirements: alerts to request reviewers (depending on magnitude, timeline etc.) Input data validation rules; drop-down value lists Opportunity 'queue' for early-stage ideas, proposals Visible evaluation criteria and feedback to initiator Budget impact of proposed projects Resource impact analysis on proposed projects: flexible criteria for request evaluation. 1.2 Portfolio Classification Segmentation of the IT portfolio by organizational/project type/size: Multiple groupings and/or hierarchies of projects, applications and infrastructure services Classification by organizational strategy (e.g. corporate, IT plans) Classification by initiative/project type or size. Weighting (1-3) Score (1-5) 1.3 IT Assets (Application/Infrastructure) Identification Classification (e.g. system type, infrastructure service, etc.) Hierarchy, dependencies and Interfaces Release details, accountability, funding, resources assigned 1.4 Project Prioritization & Selection Policy-driven criteria/ratings development Initiative/project scoring and evaluation: Hypertext links to institutional and IT Strategic Plans/budgets Prioritization and ranking: Executive Dashboard Project plan and project charter definitions and templates Business case definition; templates Resource identification: View availability and skills within department/team Project approvals 1.5 Project/Portfolio Governance Process-based milestone definition: Allow different milestones/gating requirements for different project types Project 'gating' and approval tracking Electronic approval/signatures Configurable 'traffic light' dashboard indicators and alerts: Automated notification at specified thresholds Associate/link projects to the organizational structure. Final-PPMSoftwareRequairements Page 3 of 6

4 1.5.6 Follow-up tracking and management thru entire life-cycle Retain history of completed projects and release dates. Weighting (1-3) Score (1-5) 1.6 Workflow Workflow customization for individual projects/portfolios: Workflow for budgeting, approvals, resource assignment Management of individual approvals Management of multiple/group approvals Support for different approval thresholds Approval/role delegation. 1.7 Document Management Document uploading and retrieval Support for multiple document types Support for multiple project categories/portfolios Full-text document search and retrieval 1.8 Reporting and Views Standard and user-created custom Portfolio reporting: Wizards for creating queries/reports Standard and user-created custom Project reporting: Wizards for creating queries/reports Role-based on-line views and reporting Sharing custom reports/queries among users Export queries/extracts from database tables Dashboard portfolio views: Dynamic, real-time Dashboard project views Built-in query module, report writer Ad hoc graphical output tool Drill-down from dashboards to scorecards, metrics and individual documents/deliverables Final-PPMSoftwareRequairements Page 4 of 6

5 Non-functional Evaluation Criteria 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 (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 3.13 Escrow policy 4 Customization 4.1 Methodologies/workflow 4.2 Templates 4.3 Organizational Structure 4.5 Project Evaluation Criteria 4.6 Project Planning/documentation requirements 4.7 Project Tracking 5 Administration 5.1 Functional (module) Security 5.3 Data Security 5.4 Role-Based Security 5.5 Person-Based Security 5.6 Role Delegation 5.7 Audit trails 5.8 Archiving 6. Technology Environment and Delivery Model 6.1 Architecture: Web technology utilized. 6.2 Web browser support: Browsers formally supported. 6.2 Database: Which databases supported. 6.3 Delivery Platform: Available as SaaS. Weight (1-3) Score (1-5) Final-PPMSoftwareRequairements Page 5 of 6

6 Weighting/Scoring Explanation: Weight: 1 = Desirable 2 = Required 3 = Mandatory Score: 1 = Not visible 2 = Cannot verify 3 = Acceptable, with limitations 4 = Meets requirements 5 = Outstanding attribute Final-PPMSoftwareRequairements Page 6 of 6

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