ITCRB FY18 Funding Cycle Kickoff September 13, 2016

ITCRB FY18 Funding Cycle Calendar Proposer Activities 9/13 – Templates Available September October November December January February March April 12/1 – Proposal Due w/Reviews 9/30 – Intent to Submit Due 12/9 – Revised Proposal Due   01/10-12 – PRC Meeting 02/21-22 – ITCRB Meeting ~4/15 – Decision Notifications PRC & ITCRB Activities

ITCRB Submission Checklist: 5/27/2018 ITCRB Submission Checklist:   PROPOSAL PREPARATION Due Date ☐ Submit “Intent to Submit” via ServiceNow 9/30/2016 Functional Area IT Roadmap: ☐Work with appropriate VP to complete Strategic Goals Template and load into SharePoint ☐Enter projects into ServiceNow for IT roadmap 11/1/2016 Submit Full Proposal: ☐Complete proposal document and load into SharePoint ☐Complete budget spreadsheet and load into SharePoint 12/1/2016 Complete HUIT Reviews: ☐Security Review (Sandy Silk) ☐Architecture Review (Raoul Sevier) ☐Data Management Services Review (Erin Gregory) ☐Support Services Review (Peg Davis) ☐Load completed reviews into SharePoint Organizational Impact: ☐Contact PMO for leadership group assignment ☐Complete Project Summary and present to assigned leadership group along with Strategic Goals Template and Functional Area Roadmap ☐Gather feedback from leadership group, complete meeting memo and load into SharePoint ☐Update proposal with results of meeting and load into SharePoint 11/1/2016 – 12/1/2016

Key Changes Strategic Planning and Roadmaps Intent to Submit Proposal New template for strategic planning IT Roadmap projects will be entered directly into ServiceNow Intent to Submit New field – Budget by fiscal year Updated instructions available on PMO website Proposal PMO will create a SharePoint folder for each proposed project where all materials will reside Budget Estimator More detail about contractors and project employees (e.g. term employees) Standard rates Organizational Impact New process – Details available 10/5 Reviews Previously only Architecture and Security required Added this year – Data Management and Support Services

Strategic Planning & Roadmaps

Strategy Drives Projects and Programs Business Vision and Strategy Business 3 Year Strategic Goals IT Roadmap Projects & Programs Purpose Univ. leadership defines direction and priorities Univ. leadership breaks down strategy into yearly goals and IT identifies systems required Translate goals into potential projects, adding vendor and technology milestones Using business impact and risk of deferral prioritize projects ITCRB Output Functional Area Vision 3 Year IT Strategic Goals Roadmaps Project Vision & ITCRB recommendations Example:HR Talent Management - Common Univ-wide Performance mgmt. process - Establish talent mgmt. system - Enhance PeopleSoft - Launch new professional development system New Univ-wide PMP process in PeopleSoft New Training Portal Project Vision

Strategic Goals Template (Replaces Functional Area Business Vision form)

Projects in Roadmap Tie to Strategies and Goals

Strategic Planning Process Work with functional area to complete Strategic Goals template* Review Strategic Goals with appropriate leadership for approval Put completed Strategic Goals template into Functional Area’s SharePoint folder (link will be provided after Intent to Submit filed) and notify PMO PMO will load the Strategies and Goals into ServiceNow Enter projects (including operational) into ServiceNow via Demand* Associate strategic projects to goals from template in ServiceNow* ServiceNow will group planned projects into Strategies via goals* Next day, IT Roadmap will appear in Functional Area’s SharePoint folder Ensure final IT Roadmap and Strategic Goals documents are in Functional Area’s SharePoint folder as part of submission * Instructions/templates available on PMO site (or soon to be published)

Proposal

Template changes New, simplified format Vertical alignment for Vision; no embedded PowerPoint slide No embedded spreadsheets Removed sections for fund release Updated organizational impact section coming soon Operating costs: communicate with your operating units to be certain that they will be available

Budget Estimator Changes Instructions tab added Specify each project team member with role (not operational resources) Standard rates for contractors Many auto-calculations included

Organizational Impact

New Organizational Impact approach No more giant grid New review meeting with School representatives New summary report about commitment to project Meeting with proposers on 10/5 to review process in detail

Summary

Reviews to Schedule/Manage PM schedule meetings with all reviewers to assess your project Reviewer will submit a report to PMO with a copy to PM for each project by 12/1 Reviewers Contact to Arrange Architecture Raoul Sevier Security Sandy Silk Data Management Erin Gregory Support Services Peg Davis Organizational Impact Jay Wells

Templates The following templates/tools are now available on the PMO web site in the ITCRB section: ITCRB Proposal Process Checklist Intent to Submit via ServiceNow (instructions) Proposal Template (minus Org. Impact section) Proposal Budget Estimator with ROI calculator Template 3 Year Strategic IT Goals Template IT Roadmap via ServiceNow (instructions) The following templates will become available in the next few weeks: Organizational Impact Guidance for PMs Guidance for Review Committee Members Section for Proposal Send all questions to huitpmo@harvard.edu