2017/18 SIP Request Process September 2016

2017/18 SIP – Types of Requests Development Opportunities One time development of something new, such as new building or new software implementation “Recurring Development” develops something new, but happens annually, such as new program development Maintenance (Recurring) Facilities Renewal Maintenance (re-roofing) ITS Infrastructure Renewal (mobile classroom conversion)

2017/18 SIP Process All requests must still be a minimum of $100K (may be multi-year) SharePoint will still be used to submit project requests NEW - Project Charter will be required for ALL project requests (to be submitted via SharePoint)

Project Charter - Purpose To provide more information for project evaluation and review purposes An objective approach to “net value” evaluation Identify Specific Deliverables Performance Measures Implementation Timelines Cost Estimates

Completing the Project Charter If the type of project being requested is “Maintenance”, only the first sections of the Charter must be completed. If a “Development” project is being requested and the estimated value is less than $250K, only the first sections of the Charter must be completed. If the “Development” project is greater than $250K, the entire Charter must be completed.

Project Charter – Project Identification This section provides space to identify: Project Name Project Acronym or No (if applicable – could be cost centre if approved) Project Sponsor – ACET member endorsing the project Project Manager – manager responsible for the delivery and budget of the project Target Completion Date Version – if approved, the Charter should be reviewed quarterly and updated if material changes are required (and re-submitted as part of quarterly updates) Version Date

Project Charter – Purpose and Goals

Project Charter – Return on Investment What are the impacts of the project? Beyond the cost to implement the project, are there on-going, incremental operating costs to be considered and how those costs will be funded (reduction in existing operating expenses, required new operating funding, increased revenues). Does this project reduce an existing risk to the College? Will the project increase enrolment or other revenues?

Return on Investment….

Project Charter – Objectives & Performance Measures What are the outcomes of the project? Such as “X” Program Developed; Feasibility Report on “Y”; Roof of Building D Replaced

Project Charter - Scope This is an opportunity to define what is in and is not in the scope of the project, and to set expectations of the project. For example: In a software replacement project – “In Scope” may be the assurance that all existing functionality will be available in the new software. “Out of Scope” may be enhancements to existing functionality.

Project Charter – Schedule For each deliverable identify when the expected completion date will be. If more space is required (project spans multiple years), append a schedule to the report.

Project Charter – Cost Estimates

Project Charter - People Partners: have shared objectives – and are required to help achieve the goals of the project i.e. IT Support, Physical Resources – and have they been consulted? Stakeholders: who else is impacted and how are their needs being addressed? Is there a communication strategy? Will there be a working group of stakeholders? Core Team Members – who (or what types of positions) do you need to complete the work.

Project Charter – Assumptions & Constraints What assumptions have you made in preparing the document and are there any constraints that need to be identified THIS IS THE END OF THE CHARTER

Review Criteria 2016/17 Project Review Criteria (each factor was on a scale of 1 to 3) Strategic Plan / Business Plan Relation Net Revenue Generation / Cost Avoidance Enrolment & Retention / Student Success Risk Mitigation

Timelines Sep 12 – SIP and New Position Request Process Opens Oct 7 – SIP and New Position Request Process Closes Oct 11 – Oct 26 – Committee Review of Requests November – CBC Review of Requests December – ACET Review of Recommendations

Investment Framework - Preview Stage Gated approach can help with objective decision making Identifies a step-by-step case writing methodology that can be used in whole or in parts References a selection of commonly available and easily researched business analysis tools When business planning, can be helpful in evaluating projects that compete for financial and human resources

Investment Criteria - Evaluation Strategic Advantage Brand Capital Applied Education & Training Student & Client Success Empowered People Financial Sustainability Risk Assessment Reputation Financial Health Student Experience Stakeholder Relationships Academic Excellence & Program Relevance Our People Technology

Questions?