www.vita.virginia.gov expect the best 1

Commonwealth Technology Portfolio(Phase 2 Version 2)

“IT Portfolio Project”

Gary WeaverProject Manager, PMD

Information Technology Investment BoardDecember 8, 2005

www.vita.virginia.gov

expect the best

1

www.vita.virginia.gov expect the best 2

• Definition • Objectives • Scope • Constraints• Cost• Organization• Major Milestones• Measures of Success• Current Status

The purpose of the presentation is to provide a project status update for the IT Portfolio Project to include:

Purpose of Presentation

www.vita.virginia.gov expect the best 3

What is IT Investment Portfolio Management?

IT Investment Portfolio Management is a continuous process of managing and linking asset and project portfolios.

www.vita.virginia.gov expect the best 4

Project Objectives

• Improve the Commonwealth’s ability to track IT expenditures and manage IT investments.

• Improve project management and oversight to increase project success rates and reduce project costs.

• Provide improved analysis of the Commonwealth technology portfolio in order to better support Agency, Secretariat, CIO and ITIB investment decisions.

• Establish a management information system to determine the total amount spent on technology.

www.vita.virginia.gov expect the best 5

• The project is aimed at implementation of new tools supporting assigned CIO and PMD responsibilities for IT strategic planning, IT portfolio/investment management and reporting, project oversight, and project management.

• The project will be implemented by a team comprised of VITA PMD & BSS staff, and contracted services for implementation, consulting support and training.

• The project execution will develop an expert resource pool for the ongoing maintenance and operation of the portfolio tool.

Project Scope

www.vita.virginia.gov expect the best 6

Project Scope (cont.)

• Commonwealth IT Portfolio functionality:– IT Investment Portfolio

Analysis – Strategic IT Planning– Demand Management– Project Oversight– Dashboard Reporting

• VITA IT Portfolio functionality:– Work Flow/Process– Resource Management – Project Management– Project Cost Accounting– Document Management– Time Management

Deliver a Commonwealth IT Portfolio and a VITA IT Portfolio functionality

www.vita.virginia.gov expect the best 7

Project Constraints

• Labor – diversion of resources assigned to the project, especially internal VITA labor, can negatively impact project baselines.

• Data - the data needed for this project is spread throughout the Commonwealth in various legacy systems with many different formats and aggregate levels.

• Time – the project schedule cannot be tied to development of the 2006 Recommended Technology Investment Projects (RTIP) report.

www.vita.virginia.gov expect the best 8

Estimated Project Costs FY06-FY07• $2.8M

– Internal Labor– Services

• Contractors• Maintenance & Support

– Hardware– Software– Training – IV&V

www.vita.virginia.gov expect the best 9

Project Organization

* As of 1 Nov 2005

Information Technology Investment Board

(SPARC)

Agency Proponent HeadLem Stewart

CIO

Project Management DivisionDan Ziomek

Project Sponsor Cheryl Clark

Secretariat Oversight CommitteeEugene Huang, Chairperson

Internal Agency Oversight CommitteeCheryl Clark, Chairperson

Co-Business OwnerJerry Simonoff, SMS

Co-Business OwnerBarbara Rudolph, FMS*

Commonwealth Manager of PMOMike Sandridge

Project ManagerGary Weaver

Project Team

www.vita.virginia.gov expect the best 10

Schedule: Project Major MilestonesMilestone

Completed Date

Initial IAOC Meeting 9 Sep 05

Proposal & Charter Approval 21 Sep 05

RFP Release 18 Oct 05

RFP Closeout 17 Nov 05

RFP Evaluations 28 Nov- 9 Dec 05

Top Vendor Demonstrations 3–10 Jan 06

Contract Award Approval 8 Feb 06

Detailed Project Plan Approval 6 Mar 06

Initial IV&V 7-10 Mar 06

Project Execution Start 13 Mar 06

www.vita.virginia.gov expect the best 11

Schedule: Project Major Milestones (cont.)Milestone

Completed Date

Commonwealth Portfolio Implementation/ Data Conversion/Validation

20 Mar– 9 Aug 06

ITIB Product Demonstration 19 Apr 06

VITA Project Portfolio BPR 20 Mar- 22 Sep 06

Agency Commonwealth Portfolio Rollout 13 Oct – 28 Nov 06

IV&V 11-14 Jul 06

VITA Project Portfolio Implementation/ Data Conversion/Validation

25 Sep – 27 Nov 06

VITA Project Portfolio Model Complete 28 Nov 06

Execution Phase Ends 1 Dec 06

Final IV&V 4-7 Dec 06

Project Closeout 30 Dec 06

www.vita.virginia.gov expect the best 12

Project Measures of Success

CIO approval of the Proposal & Charter, review and confirmation of approval by the ITIB by 30 September 2005.

CIO approval for release of the Request for Proposal by 21 October 2005

Receive substantive proposals from multiple qualified vendors responding to RFP by 18 November 2006.

• CIO approval of a contract award for a COTS-solution IT Portfolio by 10 February 2006.

www.vita.virginia.gov expect the best 13

Project Measures of Success• IAOC approval of the Project Plan (Baseline) by 6

March 2006.• Successful implementation of all solutions for

initial IV&V findings and recommendations (10 March 2006) by 28 April 2006.

• Successful start of the Project execution phase with 100% team availability and completion of all project opening meetings by 20 March 2006.

• Successful implementation of all ITIB recommendations for the IT Portfolio tool stemming from tool demonstration (19 April 2006) by 2 June 2006.

www.vita.virginia.gov expect the best 14

Project Measures of Success• Completion of all data conversion from

Commonwealth legacy systems to the Commonwealth IT Portfolio database by 5 July 2006.

• Completion of all Commonwealth IT Portfolio data interfaces with Commonwealth systems by 14 July 2006.

• Successful validation (100%) of data and testing of all requirements for the Commonwealth IT Portfolio completed by 9 August 2006.

• Successful implementation of all solutions for mid-IV&V findings and recommendations(10 July 2006) by 11 August 2006.

www.vita.virginia.gov expect the best 15

Project Measures of Success• Capture 80% of the information needed for IT

strategic planning by 1 September 2006.• Successful validation (100%) of BPR processes,

data and testing of all requirements for the VITA Project Portfolio completed by 22 September 2006.

• The Commonwealth IT Portfolio provides sufficient information to support ITIB investment decisions by 1 December 2006.

• IT Portfolio Tool captures 80% of the information needed for the 2007 Recommended Technology Investment Projects Report (RTIP) by 1 December 2006.

www.vita.virginia.gov expect the best 16

Project Measures of Success• The VITA Project Portfolio Model is ready for next

phase of project (rollout to agencies) by 1 December 2006.

• Successful capture of all best practices and lessons learned for the Project Management Information Clearinghouse by 30 December 2006.

• Capture of all final IV&V findings (7 December 2006) for next phase of Commonwealth Technology Portfolio Project.

www.vita.virginia.gov expect the best 17

Project Current StatusKey Status Indicator Current Status Comments

Is the project on track to meet planned business goals and the associated measures of success?

Latest MOS: RFP responses received Nov 17 2005.

Are the costs within planned budget?

Only internal staff costs to date. Funding availability risk identified.

Is the project on schedule? On schedule.

Next Milestone is RFP evaluations/demonstrations

Does the project remain within the approved scope?

Yes

Is the project being managed to minimize or mitigate the identified risks?

Draft Risk plan in place

www.vita.virginia.gov expect the best 18

Questions and Answers

www.vita.virginia.gov expect the best 19

Points of ContactGary Weaver

Project Manager(804) – 225-2954

gary weaver@vita.virginia.gov

or

Jerry SimonoffBusiness Owner(804) – 343-9001

jerry.simonoff@vita.virginia.gov