FY 16 - Project Management Office Technology Project Approval Process. January 2015

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1 FY 16 - Project Management Office Technology Project Approval Process January 2015

2 Purpose of Project Management Office PMO Why do we have a PMO at Simmons? Strategic Ensure leadership (President s Operating Committee) has the opportunity to make informed decisions and effectively prioritize Ensure alignment with Simmons Strategy 2015 Ensure all projects are evaluated with the same criteria Financial Invest only in projects with quantifiable and strong return on investment Ensure the full cost of implementation and ongoing support is considered Operational Provide project management service and effective resource allocation Ensure compatibility with Simmons College IT Infrastructure and Systems Ensure external vendors and solutions are reliable and a good overall value compared with alternatives Project Management Office Technology January 2015 Page 2

3 What projects need to go through the PMO? Projects that have any of the following characteristics need to follow the PMO guidelines: Hardware or software purchase in excess of $5,000 or any technology purchase that would require agreeing to a contract (including online agreement to T&Cs) ANY Simmons data that is sent to a third party Requires more than 30 hours of Technology staff time to assist with project activities such as: requirements, development, testing, configuration, implementation or ongoing maintenance Requires integration/interfaces or other communication with existing systems or has anticipated future communication with Simmons systems (including single sign-on integration) Requires custom extracts from existing systems Project Management Office Technology January 2015 Page 3

4 Simmons PMO Tips for Proposals Scope of projects for PMO process are technology only PMO Team can help with proposals, in particular related to scoping the time involved with delivering the project Focus on the business issue you want to address, not the software solution. You should not select a vendor at this point just perform initial research to get a rough sense of what it will cost Proposals are being assessed for CONCEPT and $ ORDER OF MAGNITUDE Total cost of the project will be considered Process is tied to the budget cycle Do NOT submit the funding request in your department budget all PMO approved projects will be funded through a central budget Obtain Operating Team member sign off prior to submitting final version to PMO ( approval is fine) Any projects previously submitted may be updated and re-submitted in their original format (i.e. Word docs do NOT need to be cut and pasted into the new google form if they were already submitted) Project Management Office Technology January 2015 Page 4

5 Technology Project Approval Process Timeline for FY16 Submittals Timing January February 2 March April April Step PMO reviews Project Proposal Forms and provides feedback and assistance to requestors FINAL Project Proposals due to PMO PMO presents all FY16 project proposals to Operating Team. Based on final budget, PMO projects approved by Operating Team will be funded Notify requesters of funding decisions Project Management Office Technology January 2015 Page 5

6 Criteria for Evaluating Technology Projects Operating Team will use to evaluate projects: Strategic Considerations Enables a unique competitive advantage in the marketplace Supports a NEW revenue stream with projections for >$75,000 annual revenue and sustained profitability beginning in year 3 Risk of inaction would result in loss of market share >5% Financial Considerations Sustainable cost savings that yields ROI (>$20,000 annually or >5% of costs) Sustainable revenue enhancement that yields ROI (>$20,000 annually ) Significant balance sheet enhancement Operational Considerations Significant and systemic (i.e. impacts 3+ departments/stakeholders) efficiency improvements Project significantly and measurably improves customer (internal or external) experience. Downstream (stakeholder) impact is positive or of minimal disruption Enables significantly more informed and timely decision making Compliance Considerations Compliance and/or reputational cost of inaction is unacceptable Regulatory requirement Project Specific Considerations Problem that project addresses is clearly defined High probability of project implementation success (on time and with budget) and ongoing maintenance success Operational disruption of implementation is outweighed by the benefits of the outcome Other options for addressing the problem have been fully vetted and this approach is the best alternative Project Management Office Technology January 2015 Page 6

7 How to initiate a project request If you would like to initiate project that involves technology, please follow these steps: Fill out the Technology Project Proposal Form If you previously submitted a proposal that was not funded and would like to re-propose the same project, you are welcome to update your materials from last year and send them via to Deborah Wahlen (you do not need to re-enter the content in the new form) Submit the Proposal Form by February 2, You are encouraged to submit the form earlier to obtain feedback before your final proposal submission. Technology will present all proposed projects to the Operating Committee for consideration in March 2015 Project approvals will be announced once the final expense budget has been approved by the Board For questions or help with the process please contact Deborah Wahlen. Project Management Office Technology January 2015 Page 7

8 Who is the PMO? Deborah Wahlen, Director, Project Management Office Nephellie Dobie, Director, Project Management & Business Analysis Emily Chaves, Sr. Business Analyst Jane Showalter, Sr. Business Analyst Project Management Office Technology January 2015 Page 8