University Services IT: Aligning to Make the University Work PMO Role in IT Plan May 19, 2005

University Services IT:Aligning to Make the University Work

PMO Role in IT PlanMay 19, 2005

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IT Current vs. FutureState: Summary

Key findings of Current State Assessment: Lots of silos, lots of duplication Little IT planning at enterprise level Business needs not fully met by IT org structure

Principles guiding Future State: Spend less on maintenance, but don’t lose

service Separate common- vs. business-specific functions Boost enterprise & strategic solutions Leverage OIT standards and utilities

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Single User/Custom Applications

Utility

Non-Core Business Functions

Core Business Functions

Desktop Support

Data Center Infrastructure

Examples

Custom ReportsSpreadsheetsIndividual Databases

Examples

EmailCalendaring

Examples

BillingTimetrackingInventory

Examples

COMPASS, RatexRMS, CADS

Examples

WorkstationDesktop AppsPasswords, ID’s

Examples

Servers,NetworksStorageDatabase Admin

Current IT Environment(with application examples)

Aux Svcs FM/ CPPM UHS PS

A

B

C

D

E

F Single User/Custom Applications

Utility


Utility


Utility

Non-Core BusinessFunctions






Desktop Support


Desktop Support


Desktop Support


4


Utility



Desktop Support


Current IT Environment(showing investment categories)

Aux Svcs FM/ CPPM UHS PS

A

B

C

D

E

F Single User/Custom Applications

Utility


Utility


Utility







Desktop Support


Desktop Support


Desktop Support


Tactical(Departmental

Definition)

Tactical(EnterpriseDefinition)

Strategic(Departmental

Definition)

Strategic(EnterpriseDefinition)

Systems Maintenance

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Examples

Custom ReportsSpreadsheetsIndividual Databases

Examples

COMPASS, Ratex, RMSCADS (core functionality)

Examples

Workstation, Desktop Apps,Passwords, ID’s

Servers, Networks,Storage, Database Admin

Target IT Environment(with application examples)

Utility Applications - Standardized

Non-Core Business Function Applications – Common Functions

U of M Enterprise Applications

Examples

Email, Calendaring

Billing, TimetrackingInventory

Enterprise Financial SystemHuman ResourcesLearning Management

Desktop Support

Data Center InfrastructureA

B

D

E

C

F

Core BusinessFunction

Applications


Applications


Applications


Applications

Aux Svcs FM CPPM PS


Applications

UHS

Single User/Custom

Applications

Single User/Custom

Applications

Single User/Custom

Applications

Single User/Custom

Applications

Single User/Custom

Applications

6


Applications


Applications


Applications


Applications

Target IT Environment(by investment category)

Aux Svcs FM CPPM PS

Utility Applications - Standardized

Non-Core Business Function Applications – Common Functions

U of M Enterprise Applications

Desktop Support

Data Center InfrastructureA

B

D

E

C

F


Applications

UHS






Tactical(EnterpriseDefinition)

Strategic(EnterpriseDefinition)

SystemsMaintenance

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How do we transition from Current to Future?

Centralized Projects(use PMO managers)

Departmental Projects(use tools & standards)

Current IT Spending Pattern Target IT Spending Pattern

Maintenance

Tactical

Strgc Strategic

PMO: Tools, Stnds, RsrcsTactical

Maintenance

The Program Management Office provides tools, training, and standards to support departmental projects, and Project Managers for centralized projects

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Frequently Asked PMO Questions & Issues

How will the PMO be staffed? PMO to be “limited service”; capacity to

run 2 – 4 projects per year 1st step: Hire a full-time PMO Director Internally recruit 3 FTEs from within U Svcs

to fill 1 full-time and 4 half-time positions. Each position will be a 1-year assignment Provide salary augmentation for

incumbents

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How will the PMO be funded? FY06 to be transition year New Area for IT Services to be created within VP’s office:

One org for PMO One org for Infrastructure Services (desktop & data center) For PMO, only Director position will be explicitly funded (one-time,

non-recurring funds) Budget for other PMO positions will remain within departments,

but staff will be selected/assigned to PMO work; any backfill needs will be resolved on a case by case basis with the relevant AVP

Departments will allocate some FY06 IT staff time to participate in Infrastructure Consolidation and Calendar/e-Mail Standardization

By FY07 define best financial model for PMO and Infrastructure Services

Working recommendation: Become an ISO Departments billed for Data Center, Desktop Support, and PMO Expectation: Each department billed less than current costs

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What is the role of OIT? OIT and U Svcs IT to be closely aligned:

OIT PMO to provide Project Origination system (TAPS through FY06; Mercury starting FY07 or FY08)

OIT EAS to provide hardware and production support SLA for Project Management system (MS EPM)

OIT CCO to provide Data Center floor space, IT facilities services (cooling, UPS, cabling), and some IT operations support (back-up and restore)

OIT EAS may provide additional resources for U Svcs-sponsored enterprise projects (eg: Credentials)

U Svcs to partner with OIT in Strategic Admin initiatives (eg: server consolidation, security standards, desktop purchasing standards)

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How will project-selection and the governance process work? Guiding principles:

Some projects can/should be selected by departments Others should be chosen by Exec IT Steering Committee Criteria for Steering Committee review:

Total $s are > $250K More than 2 U Svcs RRCs are stakeholders Project has enterprise-wide (U Svcs or UofM) potential

Steering Committee role: Evaluate business case and decide priority of proposals Help locate funding and/or resources

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What’s the “end-game” for IT staff and organization Balance staff between shared and

department- specific IT functions Unique business functions (core

compentencies) to be staffed directly within departments

Infrastructure functions to be staffed centrally (data center support, desktop support, PMO)

TBD: Staffing model for common-businessfunction and utility applications (eg: EFS, UMCal, Billing, Timekeeping, Crystal Reports)

Documents

University Services IT: Aligning to Make the University Work PMO Role in IT Plan May 19, 2005