STATE OF ALABAMA OFFICE OF INFORMATION TECHNOLOGY IT

STATE OF ALABAMA OFFICE OF INFORMATION TECHNOLOGY IT PROJECT GOVERNANCE Dr. Joanne Hale, Secretary of IT Cheri Martin, Deputy Secretary of IT Lisa Townsend, DHR CIO

Mission of OIT State level Policy Planning Governance 2

Agenda IT Project Governance What it is Why we need it Who developed it How it works Where to find more details How to get started 3

What is IT Project Governance Guides how project decisions are made Who How When 4

Why IT Project Governance Mutual project goals Establish Ensure they are met Minimize risk Resolve conflicts Align with strategic direction Maximize statewide benefit from technology investments 5

Policy Development: Project Governance Workgroup Agency IT Leaders and Project Managers Established in 2014 Studied Governance drivers and best practices Drafted policies Reviewed with the Agency CIO Council Refined based on feedback 6

OIT Project Governance Workgroup Lisa Townsend (Chairman), Dept. Human Resources Effie Brown, Dept. of Insurance Joel Cook, Finance ISD Paul Scott, Dept. of Transportation Clay Weaver, Rehabilitation Services Rodney Zeigler, Dept. of Labor Jeff Barnes, Dept. Human Resources 7

Overview of IT Project Governance 8

Project Threshold Total cost exceeds 1 million or Multi-agency - Total cost exceeds 500,000 or By request 9

Project Sizing Determined by tool Moderate Less documentation required Major Larger More complex 10

Overview of IT Project Governance 11

Initiation Phase Project Request Business Case Cost Benefit Analysis 12

Overview of IT Project Governance 13

Planning Phase Project Management Plan More than a schedule Scope Project Approach Communication Plan Milestones Cost estimate Value realization 14

Overview of IT Project Governance 15

Execution Phase Status Report Regular Project Meetings How will OIT be involved? Monitoring via status report Engagement level determined by project need/risk 16

Overview of IT Project Governance 17

Closure Phase Project Closure Report Acceptance of project results Lessons Learned Resources released Benefit Realization Reports Start when any part of project is implemented End when expected benefits are achieved 18

IT Project Governance Policies 400 – IT 410 – IT 420 – IT 430 – IT Control 440 – IT Project Project Project Project Governance Initiation Planning Execution and Project Closure 19

OIT Governance Library Policies 400 – IT Project Governance Guidelines 400G1 – IT Project Governance Standards 400S1 – IT Project Governance Threshold Templates 400T1 – OIT Notification Template Procedures 400P1 – Completing an OIT Notification Template 400P2 – IT Project Tailoring Found on the IT Governance Library page of the OIT website oit.Alabama.gov 20

Getting Started Read the Guideline with the Policy first Initiation Phase Tool to assist Call OIT for clarification Initially submit through email to [email protected] SharePoint site coming soon 21

QUESTIONS? 22