UW-Madison IT Project Intake and Evaluation Process Overview

UW-Madison IT Project Intake and Evaluation Process Overview Presentation 1

Agenda Welcome and Introductions Background and Process Overview Intake Form and Scoring Matrix Review and Approval Process IT Project Definition Q&A 2

Committee Members Senior IT Business Analyst, DoIT Tamra Dagnon Enterprise Architect, DoIT (Chair of Subgroup B) J.J. Du Chateau Deputy Director, Academic Technology, DoIT John Ford Director Information Technology, Law School Eric Giefer Manager Project Management Office, DoIT Karen Hanson Director of CEETE, College of Engineering Elizabeth Harris Associate Registrar, Enrollment Management Phil Hull Exec Dir IT Planning & Strategy, CIO Office (Chair) Rafi Lazimy Manager User Services, School of Education Sabrina Messer Dir Outreach Tech & Faculty, Div of Continuing Studies Alan Ng Director of Application Development & Integration, DoIT David Pagenkopf Interim CIO, College of Agriculture & Life Sciences Jason Pursian Senior Info Proc Consultant, College of Letters & Sciences Greg Putnam Procurement Specialist, Purchasing Services Bruce Riley Comp Sys Admin, Dept of Chemistry (Chair of Subgroup A) Alan Silver IS Specialist, AIMS Sara Tate-Pederson CFO, Wisconsin School of Business David Towers Dir of IT Solutions, Wisconsin School of Business Steve Van Der Weide 3

Agenda Welcome and Introductions Background and Process Overview Intake Form and Scoring Matrix Review and Approval Process IT Project Definition Q&A 4

Overall Approach Two Workgroups were created Project Proposal Intake, Scoring and Routing Project Prioritization and Recommendation Various Sources were used by both groups EITDM Materials 5

IT Project Intake Process Objectives Shared Governance - Collaborative, transparent, expert-based Pace/Speed – rapid evaluation and decision-making Agility/Flexibility – easily modified/improved Duplication – Minimize redundancies Infrastucture – Assess impact on IT infrastructure/resources Innovation – recognize/encourage innovative services Prioritization – no more “one-off” project evaluations 6

Scope of Work Develop “IT Project Proposal” Definition Create Project Proposal Intake Template Develop Scoring Methodology Determine Approval Routing Strategy Route Process Proposal through IT Governance 7

IT Project Intake Process Governance Information Technology Committee Information Technology Steering Committee (ITC) (ITSC) IT Center of Excellence (ICOE) Technology Advisory Groups (TAGs) Divisional Research Teaching & Learning (DTAG) (RTAG) (TLTAG) Infrastructure (ITAG) 8

IT Project Intake Process Prepare and Submit Initial Review Review and Recommend Submitter ICoE & TAG Chairs TAGs ITSC Gather Proposal Info Confirm Project Classification Gather Supplemental Information Review and Approve Get Sponsor Approval Identify “Flags” Submit Proposal Determine TAGs Cross-TAG Review Present to TAGs 9 Approve and Prioritize Prioritize Funding Requests

IT Project Intake Process Workflow 10

Value to Stakeholders Highlights the existence of similar services Provides better visibility for resource planning Better framework for collaboration and transparency Identifies impact on campus infrastructure Allows for early detection of Cybersecurity needs Visibility to IT Services/Projects Repository 11

Agenda Welcome and Introductions Background and Process Overview Intake Form and Scoring Matrix Review and Approval Process IT Project Definition Q&A 12

Who Can Submit a Project? Divisional CIOs or equivalent have authority to submit They can delegate that authority as necessary The Divisional CIO should receive a copy of the proposal Each proposal should have a project Sponsor The Sponsor must approve the submission The Divisional CIO and Sponsor must be entered on the form Both will receive an email notification of the submission 13

Intake Form Intake Form includes: Project Name and Description Contact Info Reasons for the Project Service Catalog Info Cost and Effort Estimates Scope Information 14

IT Project Intake Form - Template 15

IT Project Intake Form - Template 16

IT Project Intake Form - Template 17

Scoring Process Scoring Process 10 Questions will be weighted and scored Each Question will be scored on a scale of: o o o 1 – Low Impact 3 – Medium Impact 5 – High Impact Aggregate Score determines initial Project Classification Aggregate Score 34 - 99 Project Classification Low Impact 100 - 139 Medium Impact 140 - 170 High Impact 18

Scoring Matrix 19

Intake Forms entered in JIRA JIRA will be used for: Online Submission Automatic Notifications Calculation of Project Score Approval Workflow Status Tracking 20

Automatic Notifications Automatic email notifications are sent to: Submitter Proposer IT Director Sponsor IT Center of Excellence 21

Agenda Welcome and Introductions Background and Process Overview Intake Form and Scoring Matrix Review and Approval Process IT Project Definition Q&A 22

Initial Review of Proposals An Initial Review group will review incoming proposals Center of Excellence TAG Chairs Others as necessary (Ex: Enterprise architects, SMEs, etc.) Initial review will focus on the following Confirmation of Project Classification Determine which TAGs need to review the proposal Identify any “flags” for additional review 23

Identification of “flags” Initial review will focus on proposals that need further scrutiny and identify those that raise ”flags” Duplicate existing services and/or projects Have the potential to become campus-wide services Significant impact on the campus IT resources/infrastructure Seek campus funding Federal, state or campus policy compliance implications 24

Cross-TAG Group Review For Proposals that require further scrutiny Cross-TAGs Review Group o TAG members o Non-TAG members o Subject-Matter Experts (SMEs) o External SMEs if necessary May also engage Proposers/Project Sponsors The focus will be to investigate “flags” The Group will present its analysis and recommendations to the TAGs 25

Approval Process Review and Approval Low Impact Proposals o Approved “automatically” (if no “flags”) Medium and High Impact Proposals o Route to Relevant TAGs for review/recommendation o May require additional information o Upon TAG recommendation, routed to ITSC for approval 26

How long should the approval process take? Proposed projects that score and are validated as Low Impact with no “flags” raised will be approved within 5 business days Medium and High Impact projects will vary depending on which TAG Reviews are required, an estimated range is 30-60 days An expedited process will be available upon request and approval 27

TAG/ITSC Meeting Cadence All TAGS meet on a monthly basis DTAG – Nov 14, Dec 12 ITAG – Nov 20, Dec 18 RTAG – Nov 15, Dec 20 TLTAG – Dec 18 ITSC Meets as needed ITSC – TBD Funding Approval Dates Jan 15, May 30, Sept 15 28

Agenda Welcome and Introductions Background and Process Overview Intake Form and Scoring Matrix Review and Approval Process IT Project Definition Q&A 29

IT Project Proposal Definition An IT Project Proposal is “ an undertaking by a campus unit to create or modify an IT service that is owned by the campus unit (department, college, school, administrative unit, research center) and is designed to support the mission and the operational and managerial needs of the unit with well-defined outcomes. The service employs information technologies and resources, people, and processes to collect, manipulate, store and disseminate information to achieve its objectives”. 30

What is an IT Project Proposal? An IT Project Proposal is Creating or replacing an IT Service An IT Project Proposal is NOT Ongoing maintenance/operations of an existing IT Service 31

IT Service Categories Service Category Administrative and Business Category Description Enterprise and local services that support the administrative and business functions of an institution. Includes analytics, business intelligence, reporting, finance, human resources, student information systems, advancement, research administration, and conference and event management. IT services that facilitate institutional communication and collaboration needs. Includes e-mail, calendaring, Communication and telephony/VoIP, video/web conferencing, unified communications, web content management system, web application development and hosting, and media development. Collaboration End-Point Computing Infrastructure IT Professional Services Research Security Teaching and Learning Services that enable community members to do their day-to-day work, including providing access to enterprise services. Includes network access, user file storage, end-point computing backup solutions, desktop virtualization, computer labs, and printing. Enterprise-level hardware, software, systems, and network infrastructure that provide underlying support for institutional activities. Includes data centers, network backbone, wireless, central storage and system backup solutions, server virtualization, and systems management and operations. Services that are consultative in nature, in contrast to the other categories, which tend to be technology based; these may be a combination of customer-facing and non-customer-facing services. Includes IT training, consulting/advisory services, business continuity/disaster recovery, enterprise architecture, portfolio/project management, and ITSM. Services supporting the institution’s research activities, including specialized storage and computation, high-performance computing (HPC), visualization, and lab-management systems. Infrastructure and services that provide security, data integrity, and compliance for institutional activities. Includes security services such as virus protection, encryption, privacy impact assessments, information risk management, emergency preparedness, data security, identity management solutions, access controls (i.e., passwords, accounts, and authentication), audit and monitoring systems and services, and data access and stewardship. Instructional technology, tools, and resources directly supporting teaching and learning. Includes learning management systems, in-class and online course development, learning analytics, course evaluation, lecture capture, webinars, and other academic tools for faculty and students. 32

Generic Service Categories Administrative and Business Billing Business Intelligence Compliance Support Grant Application and Management IT Management Line of Business Application Point of Sale Purchasing Services Communication and Collaboration Appointment Scheduling Audio Visual Support Automatic Call Distribution Calendar Digital Signage Document Management Email Email Lists Emergency Notification Event Scheduling/Mgmt Graphic Design Knowledge Base Media Production Portal Resource Scheduling Survey Teleconferencing Telephony Television Video Capture Website Content Development/Maint Website Design 33 End-Point Computing Application Deployment/Mgmt Endpoint Mgmt/ Device Support Equipment Circulation or Rental Equipment Repair Printing Services Remote Access Infrastructure Asset Management Backup/Recovery Computer Co-Location Data Archive Data Center Database Hosting/ Management File Share Network Management Server and Infrastructure Management Ticketing URL Shortening Version Control VM Hosting/ Management Website Hosting

Generic Service Categories IT Professional Services Application Design/Development Application Maint/Support Application Monitoring/Mgmt Business Analysis Cloud Service Brokering Consulting and Advising Data Analysis & Visualization Domain Consulting Help Desk Project Management Service/Project Portfolio Mgmt Research Security Computation Server Electronic Lab Notebooks Lab Instrument Data Collection & Support Parallel Computing Cluster - Loosely Coupled Parallel Computing Cluster - Tightly Coupled Specialized Need Software 34 Access Management Directory Services Identity Management Incident Response Restricted Data Environment Security - Monitoring Security - Restricted Data Compliance Security Consulting Teaching and Learning Accreditation Support Classroom Support Computer Lab Course Scheduling Degree Audit Instructional Design LMS System LMS Support Student Admissions Student Advising Student Data Service TA Management Test Administration Training

IT Project Proposal Examples An IT Project Proposal is New IT service for campus operational needs o Implementing a new CRM System Significantly changing or replacing an existing IT Service o Replacing Outside Activities Reporting Business process change initiatives that require IT changes Creating a new computer lab for a department Developing a new data warehouse Creating or moving an existing data center 35

IT Project Proposal Examples An IT Project Proposal is NOT Consuming an existing IT service, such as WiscWeb or MyUW Purchasing IT consulting services that do not result in any technology development or change Replacing hardware in an existing data center Ordering desktop computers for a department Acquiring or developing specialized lab software or instrumentation that includes digital technology Operational support and maintenance activities Creating a new report Business process customizations enabled by new vendor releases, such as turning on new ERP functionality 36

When Should an IT Project Proposal be Submitted? When there is a clear business case When there is commitment from the sponsor When the following items are analyzed/understood: Scope of the project Objectives and expected outcomes Feasibility, both operational, and cultural or political Justification (rationale/reasoning/benefits) 37

IT Resources for Consultation UW Data Governance (when new data content is created or stored) https://data.wisc.edu/accessing-data/ Cybersecurity Governance, Risk Management and Compliance team [email protected] DoIT Middleware Systems Technology team Email list: [email protected] Web page for UW-Madison services/policies: https://it.wisc.edu/services/iam/ Web page for UW-System services/policies: https://www.wisconsin.edu/systemwide-it/iam-integration/ Campus or Unit Purchasing Services See Campus Purchasing Services Enterprise and IT Architects (for larger or strategic initiatives) Enterprise Architects: https://it.wisc.edu/about/division-of-information-technology/doit-department s/enterprise-internet-services-eis/ Cloud Architect: Center or Excellence, Office of the CIO 38

Supporting Materials Available Online Supporting Materials Include: IT Project Intake and Evaluation Process Overview IT Project Intake Process Guidelines Completing the IT Project Intake Form IT Project Intake Form - Template Link to Materials Online https://go.wisc.edu/itprojects 39

UW IT Project Intake Process Overview Thank you for your time and attention! For additional information, please contact: IT Center of Excellence, Office of the CIO Email: [email protected] Phone: (608) 263-7318 40