Future IT Environment Project September 1997 BIMB Project Presentation Risk Cost Time Quality Leadership & Control Future IT Environment Project September 1997 This presentation is both a template and example for the project presentation to be provided to the Executive Committee (Exco). The presentation has two objectives: 1. To provide members of the Exco with an understanding of the total programme, the scope and approach for each project, risks, resource requirements, schedule and budget; 2. To gain the approval of the Exco to proceed with the project as defined in your presentation. Each Project Manager will be allocated approximately one hour. During this time they will be required to present their project and answer any questions or issues raised by the Exco. Note that much of the material provided in this template is for example purpose only and is not representative of the Deployment project. To ensure consistency of each presentation please attempt to maintain the format provided in this presentation. 1

Presentation Content Goals & Objectives............................................................................ 3 Project Deliverables........................................................................... 5 Project Scope..................................................................................... 8 Project Approach............................................................................... 10 Key Risks and Management Strategies............................................. 12 Quality Management Strategy........................................................... 14 Organisation & Resourcing Strategy................................................. 15 High Level Projection Plan................................................................ 18 Milestone Summary........................................................................... 19 Initial Project Budget......................................................................... 20 1

Project Goal & Objectives It is the goal of the Future IT Environment Project to.... Define and implement an IT environment in terms of organisation, processes and technology that will provide cost effective and reliable management of the technology (hardware, application software, network and communication) required to support BIMB; and Cultivate a culture where IT play an important role in supporting continuous improvement in business performance through change in people, work process and technology. To attain this goal the Future IT Environment Project must achieve a number of specific objectives.... On this slide describe the overall goal of your project. Your project goal should define the overall intent or purpose of your project. It answers the question: “In broad terms, what is this project trying to achieve?”

Project Goal & Objectives For the purpose of managing this project it has been organised into two phases: Phase One Objectives are.... To define a practical and cost effective IT operations and management strategy for the technology required by BIMB; To define ownership and responsibility for each major process and technology based on an assessment of cost, risk, service level and strategic requirements; To define BIMB’s IT organisation required to fulfill its scope of responsibility.

Project Goal & Objectives Phase Two Objectives are... To train and/or acquire suitably skilled IT resource in line with the agreed IT organisation; To define and implement the policies and procedures required for the production, maintenance and application support environments; To establish contracts and service level agreements with external service providers; To establish the application maintenance and support infrastructure and a provision for disaster recovery facilities.

Key Project Deliverables Major Deliverables for Phase One are... IT Operations & Management Strategy; and Identified Configuration Manager/System Administrator. Anticipated Deliverables for Phase Two are... Recruited and/or Trained IT Staff; IT Policies & Procedures; Contracts/Service Level Agreements; Application Support & Maintenance Infrastructure; and Disaster Recovery Plan. The type and scope of deliverables for Phase Two will be reviewed based on the recommendations resulting from Phase One. In this section identify and briefly describe all deliverables required to satisfy the objectives of your project. If you have a number of deliverables it may be useful to provide an overview as illustrated in this slide.

Key Project Deliverables Phase One Deliverables are..... IT Operations and Management Strategy Describes the recommended strategy for drawing up Phase 1 of Future IT Environment project to operate and manage the Current and Future State IT organisation. Identifies and evaluates various approaches based on cost, schedule, risk, business implications and resourcing considerations. Identified Configuration Manager/System Administrator Provides assistance in assessing suitable Configuration Manager for BIMB, internally or through recruitment, if necessary. Provide sufficient detail in your description of each deliverable to ensure that the purpose and content of your deliverable is clear.

Key Project Deliverables Phase Two Deliverables are..... Recruited and/or Trained IT Staff Provides assessment on the skills of staff to be recruited to fill the new IT organisation structure. There are provisions to assess the skills of existing IT staff and recommendations on the training needs during the transition stage to equip them with sufficient skills to effectively and efficiently support the acquired system. IT Policies and Procedures Provides a set of guidelines on international standards for various policies and procedures governing IT practices in terms of change management procedures, quality assurance methodology, security procedures, etc. Provide sufficient detail in your description of each deliverable to ensure that the purpose and content of your deliverable is clear.

Key Project Deliverables Contracts/Service Level Agreements Spells out the levels of support to be provided by various hardware and software vendors in terms of turnaround time, support network, standby commitment, etc in supporting BIMB resolve related problems. Application Support and Maintenance Infrastructure Provides a suggested infrastructure to assist BIMB support and maintain its application software. Support could be a properly setup Help Desk support mechanism, Technical support of both hardware and communication, maintenance of application software, etc. Disaster Recovery Plan Provides a plan which could assist BIMB in establishing the capability of safe-guarding its on-line processing of information with minimal or tolerable down time through the setting up of a “HOT” site, “WARM” site or “COLD” site depending on the business needs. The set up could be done in-house or outsourced to external computer recovery bureau. Provide sufficient detail in your description of each deliverable to ensure that the purpose and content of your deliverable is clear.

Project Scope The scope of the Future IT Environment project includes.... Application Organisational Branch Delivery & Electronic Banking Silverlake System SAP’s GL, HRM, EIS, BNM Treasury & Trade Finance ICBA & MOS Office Automation (if required) Signature Verification Programmers Analyst/Programmers Systems Analyst Network Administrators Librarians Configuration Manager (System Administrator) Help Desk Officers PC Support Deployment Administrator IT Manager Operators Security Officer Technology AS/400 Host UNIX Host Stratus Host ATM Hardware Network Servers & PC’s Printers LANS and WAN In this section identify and quantify all factors that will impact the size of the work effort required to complete your project. Start by defining what is within the scope of your project. First identify the relevant dimensions of scope -- in this case Functional, Organisational and Geographical -- then quantify each dimension by specifying its boundaries.

Project Scope The scope of Phase I of the Future IT Environment project does not cover.... Development of a Business Continuity Plan (BCP). The requirement for a BCP will be assessed during phase 1 of this project and a strategy recommended. Development of an Office Automation Strategy. This will be raised as an issue for resolution by the PMO Manager. Establishment of the production infrastructure and operating procedures. These activities will be performed by the IT Infrastructure Project and Training & Documentation Project respectively. In this section identify and quantify all factors that will impact the size of the work effort required to complete your project. Start by defining what is within the scope of your project. First identify the relevant dimensions of scope -- in this case Functional, Organisational and Geographical -- then quantify each dimension by specifying its boundaries.

Project Approach The diagram below illustrates the general framework of activities to be conducted during the first phase of the Future IT Environment Project. Confirm Future State IT Environment Identify Alternate IT Operations & Management Strategies Evaluate & Recommend IT Operations & Management Strategies Define Future BIMB IT Organisation & Processes Startup & Preparation Assess Current State IT Environment Illustrate in this section the approach for your project. This should include the major phases and/or stages of work required. Be prepared to describe the purpose of each phase and/or stage and its deliverables during your presentation.

Project Approach The following are assumptions related to the project approach.... BIMB will facilitate easy access to its personnel to enable assessment to be done on their skills set. This will enable the identification of gaps between their current skills and the skills required to support the new system so that appropriate action plan could be taken to train their existing personnel to achieve the required competency. The Future IT state can be accurately established from the gap analysis and the operations and management strategies identified from the assessment of the appropriate personnel from BIMB. The establishment for resourcing needs, with the exception of Configuration Manager, to support the new IT organisation structure will be in Phase Two of the project. Training will be provided to existing staff as they take up roles in the new organisation structure to help them unlearn and relearn the new job functions. Sufficient resources will be made available during the transition period to support the old system and the transition to the new system. Computer Operators and Help Desk Support personnel are priority resources to be recruited during the onset of the project. IT Infrastructure will deliver appropriate workable environment for Future IT takeover to operate and manage the various ‘life’ system. At this point document any assumptions made in developing the overall approach for your project.

Key Risks & Management Strategies Key Risk Factor Key Management Strategies Contingent Actions Phase 1 Dependence on BIMB Management’s Approval The schedule and budget for setting up an IT Environment capable of providing operation and management support of the new system is dependent on BIMB Management’s approval to recruit new skilled IT personnel or retrain existing ones. Any delay in management decision will affect the project schedule and render BIMB’s IT current setup unable to support the new system. Initiate advertisements to recruit the key personnel first and thereafter the supporting personnel. Identify personnel within the current IT setup to determine their fit into the new structure. This will prepare BIMB to redeploy them quickly into the new structure according to their present and past exposures. Recruit contract personnel if IT resources can not be identified/recruited. Engage Human Resource Consultants to help head hunt for key personnel to support the new structure. Availability of Suitably Skilled IT Resource In order to support Operate and Manage mechanism effectively, suitably skilled IT resources with a number of years experience in their respective field must be made available. They should preferably be exposed to similar environment or system. Define in advance the agreed job scope for each vacant position. Immediately deploy existing staff fitting the skilled sets required to respective positions. Initiate Staff-get-Staff program whereby staff will be paid a token cash in appreciation for their effort in recommending successful recruits to BIMB. This will assist in ensuring successful staff recruitment drive to meet resource needs. Be prepared to revise existing staff salary to prevent skilled resources from leaving. Be willing to retrain existing staff to take up some of the new roles. Provide budget to attract skilled personnel from other financial institution or with similar skill sets to take up positions in BIMB. Provide avenues to allow walk-in interviews to save administrative time and be able to quickly indentify potential personnel. Phase 2 In this section describe your key risks, management strategies and contingent actions. Focus on those having a high severity and a moderate to high likelihood. Ensure that the inpact of the risk is clearly defined. As a guidelines try to limit your presentation to your most significant 4-6 risk factors.

Key Risks & Management Strategies Key Risk Factor Key Management Strategies Contingent Actions Limited Knowledge of software packages Members of the Future IT Environment may have limited knowledge of the IT solution. This creates a significant learning curve that has the potential to impact the support capabilities of the new IT Structure. It may also have an adverse impact on the quality of support if the Future IT members fail to develop an adequate understanding of the system. Incorporate system training and familiarisation into the Training Needs Analysis of new recruits; Identify existing suitable resource to be trained immediately to acquire skills to resolve any day to day issues. Engage a vendor resource to support critical areas of the Future IT setup and arrange existing or newly recruit resources to gain technology transfer. No Prior Experience in the new System Members of the Future IT Environment may not have prior experience in managing or running the new system. This places at risk the effectiveness of providing support and problem resolution on the newly acquired system. Where possible, establish training needs to support each rolled out system in advance and ensure that Future IT team members are immediately trained in their areas of support; Schedule Operating System Training in batches to all Future IT team so that they have hands-on understanding of the basics of using the new system; Utilise experienced vendor resources during the initial stage of the project to support Future IT members. Recruitment of experienced external resources to assist in supporting areas. In this section describe your key risks, management strategies and contingent actions. Focus on those having a high severity and a moderate to high likelihood. Ensure that the inpact of the risk is clearly defined. As a guidelines try to limit your presentation to your most significant 4-6 risk factors.

Quality Management Strategy The Future IT Environment project will employ the following strategies to ensure the quality of its deliverables...... Standards will be established and approved for all deliverables at the outset of the project. International benchmarks will be provided in the establishment of all deliverables to assist BIMB in achieving their objectives. Where appropriate, external resources will be used to provide assistance and knowledge transfer during the early stage of the project in those areas where the BIMB has no prior experience such as setting up and transitioning current IT state to future IT state. A formal review will be provided before finalising the deliverables. In this section describe the key strategies you will employ to ensure the quality of your deliverables.

Organisation & Resourcing Strategy Phase One Project Structure PMO Manager Project Manager BIMB Senior IT Manager Project Team Configuration Manager 2 technical resources 2 technical resources

Organisation & Resourcing Strategy The Future IT Environment project will address the immediate need for the recruitment of Configuration Manager as follows...... Define skill set of Configuration Manager; Determine roles and responsibilities of Configuration Manager; Assist in the assessment of the suitability of the potential Configuration Manager, either internally or through external recruitment. As an interim measure it is expected that an external resource will take this role, with a handover to a BIMB resource intiated as soon as practical.

Organisation & Resourcing Strategy Core Team Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Senior IT Manager Project Team Configuration Mgr 0.25 1 External Support Project Manager Project Team Configuration PM Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 1 Having defined your project structure, describe your projected resourcing requirements up to end 1997. Include a range if the exact number of resource cannot be identified at this stage. Distinguish between core BIMB team resource, external resource and branch staff temporarily seconded to support specific activities.

High Level Project Plan The following is the projected schedule for completion of the Future IT Environment project up to the end of phase one... Task Name Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Future IT Environment Project Phase 1 Startup and Preparation Gap Analysis between current and future IT Identify IT Operations and Management Strategy Evaluate and Recommend IT Ops & Mgt Strategy Define future IT Organisation and Processes Include your summary level project plan. The example provided illustrates the level of detail appropriate for your presentation. Note that this example is not intended to reflect the real schedule for Deployment.

Milestone Summary The following table summarises the milestones and their projected date for each task... Expected Start Date Expected End Date Tasks Startup & Preparation Gap Analysis Identify IT Ops & Management Strategy Evaluate & Recommend Strategy Define Future BIMB IT Org Structure 7 October 1997 9 Oct ober 1997 8 October 1997 16 October 1997 10 October 1997 21 October 1997 16 October 1997 31 October 1997 28 October 1997 19 November 1997 On this slide provide a summary of the milestones for your project. In this example milestones are provided on a product basis. This may not be appropriate for all projects, and therefore you should adopt an approach best suited to the structure of your schedule -- phase, release, etc.