PROJECT PORTFOLIO OFFICE 2011 SaMA - Workshop 1 & 2 21 & 23 June 2010

Project Portfolio Office Q. Do all SaMAs including current SaMAs need to submit a request? A. Yes, all existing and new SaMA proposals requiring funding during 2011 need to be submitted by COB 9 July 2010 to be considered. Q. My SaMA is not required until later in 2011; do I need to submit a request now? A. Yes, this is the only SaMA callout for 2011 AMP IT funding. Q. Do I need to fill in all sections of the document? A. Yes, contact PPO if you have any issues or questions. Q. Where do I send completed proposals to? A. Please return all completed SaMA submissions to both: DVC TILS via the Executive Officer by at: Project Portfolio Office by at: AMP IT Support & Maintenance Activity Request

Project Portfolio Office Section 1

Project Portfolio Office Q. Can I update the NAME of my existing SaMA if its function has changed? A. Your SaMA name should be identical to previous years however; if there has been confusion in the past a name change may be considered. Q. Who is the Key SaMA Contact? A. The person responsible for the SaMA. This person would have financial responsibility to control and monitor the SaMA. If this changes during 2011 please advise the PPO. Q. How detailed does the reason for the increase need to be? A. It should be brief and to the point. Please include a description of change in scope and rationale for why the SaMA funding should increase. If you have a standard EBA increase please write “EBA”. Q. Do I list my fallback funding in ‘SaMA overview’? A. No. Only list your primary funding request for 2011 here. You will be required to list your mandatory fallback funding position in section 3.4.

Project Portfolio Office Section 2

Project Portfolio Office Q. Who is the appropriate senior delegate to endorse the SaMA? A. Consult with your Manager/Director to seek advice on who is the appropriate person inyour Division/Faculty to endorse your SaMA. Please allow sufficient time for this. We suggest the SaMA Manager would complete the majority of Section 2 for endorsement. You may need to consult with key clients or stakeholders if you are not familiar with the business case for the SaMA. It is assumed that the endorser reviews all aspects of the document including t the fallback position. Q. What do you mean by ‘Relationship of SaMA to current operational and/or project funding’? A. You must highlight relationships or impact of current or future (i.e. 2011) projects. For example, projects that increase or reduce resources required in a SaMA, or projects that are due for completion in 2010 with Operational/SaMA funding requested to support and maintain that system or service in If a SaMA needs to start mid-year due to a project completion date in 2011 please also submit your proposal. NOTE: Operational or alternative funding should be sought in the first instance prior to SaMA funding as the AMP IT budget is a limited pool of money. Q. Do you need an actual signature for Head of Faculty/Division Endorsement (or senior delegate?) A. A signature is not required, but you do need to type a relevant name and position of the senior delegate/Head of Faculty/Division as the endorser of your SaMA. The relevant governance committees will assume the submitted version has been reviewed and endorsed by that person.

Project Portfolio Office Q. What is the purpose of listing SaMA Business Outcomes? A. This section enables you to identify the key outcomes or deliverables and the associated business value to support your SaMA request. Section 3

Project Portfolio Office Section 3.1 Completed Example no 1

Project Portfolio Office Section 3.1 Completed Example no 1

Project Portfolio Office Q. Why do we require previous SaMA financial figures? A. To give the relevant governance bodies a history of your SaMA funding allocation to highlight growth trends or changes in SaMA funding. Q. What if I can’t find the previous SaMA financial figures? A. If you cannot locate your previous year’s SaMA figures please contact the PPO. Q. How accurate do my out-year forecasts need to be (i.e. 2012, 2013)? A. You should aim to calculate a reasonably accurate estimation for these years. This gives an indication to governance bodies of future calls on the AMP IT fund however, SaMA requests are an annual request for funding allocation only.

Project Portfolio Office Q. If I can’t foresee a ‘Fallback Position’ can I list my original funding request and state this? A. No. Your fallback position must be a genuine attempt at reducing funding and stating the associated reduction in scope, operational impact, HR impact, risk etc. Ensure you have discussed and highlighted any fallback position to senior staff endorsing this. They may wish to comment on the fallback implications that you identified in Section 3.5. Q. Will a 4% Staff Salary Saving discount be applied again in 2011? A. Yes. Similar to 2010 funding the PPO has been advised that DVC TILS is likely to apply this discount to any SaMAs supporting more than two full- time staff members.

Project Portfolio Office Q. How do I calculate my staff salaries? A. If you have an existing SaMA with staff salaries please ensure you base your calculations on the current salary figures displayed on the HR website at: Salaries should include base plus on-costs and need to factor in end of year EBA increase usually effective from first pay December A 2010 calculator and ‘unofficial 2011 calculator’ was attached to the SaMA callout to assist in your calculations. NOTE: If you require any assistance including calculation of casual staff and/or any other conditions outside the norm please contact your relevant HR officer.

Project Portfolio Office Q. Is hardware and software eligible for funding? A. University infrastructure (hardware and software) is eligible for SaMA funding however, staff computers and related software is not eligible. Refer Section 3.6 for further detail. Q. Are telephones eligible for funding? A. No. All telephone costs - equipment and call charges for mobile phones, landlines, and home broadband are not eligible for SaMA funding. Refer Section 3.6 for further detail.

Project Portfolio Office Q. What is the difference between Contract Maintenance and SaMA vendor consultancies? A. SaMA vendor consultancies are short one-off engagements, not for ongoing support. Contract Maintenance (CM) vendor consultancies are longer term/multi-year contractual arrangements. Q. What training is eligible for funding? A. Only technical training is eligible for SaMA funding. For any non-technical training, you should liaise with your manager and HR Officer for advice on operational funding to cover your training request. Q. Do I need to list the person’s name or just their role for technical training? A. No, just their position title is required.

Project Portfolio Office Q. When will I be advised of the outcome of my 2011 SaMA request? A. The documents are reviewed by the Resources & Projects Subcommittee (RaPS) in August and recommendations forwarded to the IT Governance Committee (ITGC) in October Based on final advice from the DVC-TILS after the ITGC meeting we anticipate advising SaMA managers as soon as possible thereafter. Q. Why is the SaMA documentation more detailed for 2011 funding? A. To improve transparency and the quality of information being supplied to the relevant governance bodies to support decision making and funding allocation. It allows all senior staff, who are endorsing your SaMA, to consider SaMAs as part of their overall operational planning process. This is also a result of recommendations made from the AMP IT Expenditure Review of 2009 to better define activities and items that qualify for AMP IT funding support. You are welcome to submit an advanced draft of your SaMA submission to the PPO for initial feedback by COB Friday 2 July, or contact us with any questions or concerns at: Project Portfolio Office Phone:

Project Portfolio Office

2011 SaMA FAQ’s Q. Do all SaMAs including current SaMAs need to submit a request? A. Yes, all existing and new SaMA proposals requiring funding during 2011 need to be submitted by COB 9 July 2010 to be considered. Q. My SaMA is not required until later in 2011; do I need to submit a request now? A. Yes, this is the only SaMA callout for 2011 AMP IT funding. Q. Do I need to fill in all sections of the document? A. Yes, contact PPO if you have any issues or questions. Q. Where do I send completed proposals to? A. Please return all completed SaMA submissions to both: DVC TILS via the Executive Officer by at: Project Portfolio Office by at:

Project Portfolio Office Section 1 Q. Can I update the NAME of my existing SaMA if its function has changed? A. Your SaMA name should be identical to previous years however; if there has been confusion in the past a name change may be considered. Q. Who is the Key SaMA Contact? A. The person responsible for the SaMA. This person would have financial responsibility to control and monitor the SaMA. If this changes during 2011 please advise the PPO. Q. How detailed does the reason for the increase need to be? A. It should be brief and to the point. Please include a description of change in scope and rationale for why the SaMA funding should increase. If you have a standard EBA increase please write “EBA”. Q. Do I list my fallback funding in ‘SaMA overview’? A. No. Only list your primary funding request for 2011 here. You will be required to list your mandatory fallback funding position in section 3.4.

Project Portfolio Office Section 2 Q. Who is the appropriate senior delegate to endorse the SaMA? A. Consult with your Manager/Director to seek advice on who is the appropriate person in your Division/Faculty to endorse your SaMA. Please allow sufficient time for this. We suggest the SaMA Manager would complete the majority of Section 2 for endorsement. You may need to consult with key clients or stakeholders if you are not familiar with the business case for the SaMA. It is assumed that the endorser reviews all aspects of the document including the fallback position. Q. What do you mean by ‘Relationship of SaMA to current operational and/or project funding’? A. You must highlight relationships or impact of current or future (i.e. 2011) projects. For example, projects that increase or reduce resources required in a SaMA, or projects that are due for completion in 2010 with Operational/SaMA funding requested to support and maintain that system or service in If a SaMA needs to start mid-year due to a project completion date in 2011 please also submit your proposal. NOTE: Operational or alternative funding should be sought in the first instance prior to SaMA funding as the AMP IT budget is a limited pool of money. Q. Do you need an actual signature for Head of Faculty/Division Endorsement (or senior delegate?) A. A signature is not required, but you do need to type a relevant name and position of the senior delegate/Head of Faculty/Division as the endorser of your SaMA. The relevant governance committees will assume the submitted version has been reviewed and endorsed by that person.

Project Portfolio Office Section 3 Q. What is the purpose of listing SaMA Business Outcomes? A. This section enables you to identify the key outcomes or deliverables and the associated business value to support your SaMA request. Q. Why do we require previous SaMA financial figures? A. To give the relevant governance bodies a history of your SaMA funding allocation to highlight growth trends or changes in SaMA funding. Q. What if I can’t find the previous SaMA financial figures? A. If you cannot locate your previous year’s SaMA figures please contact the PPO. Q. How accurate do my out-year forecasts need to be (i.e. 2012, 2013)? A. You should aim to calculate a reasonably accurate estimation for these years. This gives an indication to governance bodies of future calls on the AMP IT fund however, SaMA requests are an annual request for funding allocation only. Q. If I can’t foresee a ‘Fallback Position’ can I list my original funding request and state this? A. No. Your fallback position must be a genuine attempt at reducing funding and stating the associated reduction in scope, operational impact, HR impact, risk etc. Ensure you have discussed and highlighted any fallback position to senior staff endorsing this. They may wish to comment on the fallback implications that you identified in Section 3.5.

Project Portfolio Office Section 3 cont... Q. Will a 4% Staff Salary Saving discount be applied again in 2011? A. Yes. Similar to 2010 funding the PPO has been advised that DVC TILS is likely to apply this discount to any SaMAs supporting more than two full-time staff members. Q. How do I calculate my staff salaries? A. If you have an existing SaMA with staff salaries please ensure you base your calculations on the current salary figures displayed on the HR website at: Salaries should include base plus on-costs and need to factor in end of year EBA increase usually effective from first pay December A 2010 calculator and ‘unofficial 2011 calculator’ was attached to the SaMA callout to assist in your calculations. NOTE: If you require any assistance including calculation of casual staff and/or any other conditions outside the norm please contact your relevant HR officer.

Project Portfolio Office Section 3 cont... Q. Is hardware and software eligible for funding? A. University infrastructure (hardware and software) is eligible for SaMA funding however, staff computers and related software is not eligible. Refer Section 3.6 for further detail. Q. Are telephones eligible for funding? A. No. All telephone costs - equipment and call charges for mobile phones, landlines, and home broadband are not eligible for SaMA funding. Refer Section 3.6 for further detail. Q. What is the difference between Contract Maintenance and SaMA vendor consultancies? A. SaMA vendor consultancies are short one-off engagements, not for ongoing support. Contract Maintenance (CM) vendor consultancies are longer term/multi-year contractual arrangements. Q. What training is eligible for funding? A. Only technical training is eligible for SaMA funding. For any non-technical training, you should liaise with your manager and HR Officer for advice on operational funding to cover your training request. Q. Do I need to list the person’s name or just their role for technical training? A. No, just their position title is required.

Project Portfolio Office Q. When will I be advised of the outcome of my 2011 SaMA request? A. The documents are reviewed by the Resources & Projects Subcommittee (RaPS) in August and recommendations forwarded to the IT Governance Committee (ITGC) in October Based on final advice from the DVC-TILS after the ITGC meeting we anticipate advising SaMA managers as soon as possible thereafter. Q. Why is the SaMA documentation more detailed for 2011 funding? A. To improve transparency and the quality of information being supplied to the relevant governance bodies to support decision making and funding allocation. It allows all senior staff, who are endorsing your SaMA, to consider SaMAs as part of their overall operational planning process. This is also a result of recommendations made from the AMP IT Expenditure Review of 2009 to better define activities and items that qualify for AMP IT funding support. You are welcome to submit an advanced draft of your SaMA submission to the PPO for initial feedback by COB Friday 2 July, or contact us with any questions or concerns at: Project Portfolio Office Phone: