Resource Portfolio Management TASSCC Annual Conference August 11, 2008 Department of Aging and Disability Services Information Technology

August 11, 2008 TASSCC Annual Conference - DADS IT2 Agenda Resource Portfolio Management (RPM) DADS IT Organization Structure Why Manage Resources Standard Operating Procedure Service Level Agreement Resource Manager Role RPM Objectives RPM System Considerations and Future Opportunities Why Manage Resources - Recap Questions

August 11, 2008 TASSCC Annual Conference - DADS IT3 DADS IT Organization Structure DADS IT Units Management Operations Business Operations Infrastructure Operations Application Development and Support

August 11, 2008 TASSCC Annual Conference - DADS IT4 Why Manage Resources? Focus on skill sets rather than institutional knowledge Develop additional Subject Matter Experts Provide opportunities for career development Create a resource pool Ensure appropriate resource assignment Focus on defined processes and planning Reduce ad-hoc use of resources

August 11, 2008 TASSCC Annual Conference - DADS IT5 Standard Operating Procedure (SOP) Includes Purpose Policy Impacted Areas/Staff General Narrative Step-by-Step Process Change History

August 11, 2008 TASSCC Annual Conference - DADS IT6 SOP 1800 – Purpose & Policy The purpose of this SOP is to establish procedures for DADS IT (DIT) Directors, Project Managers, and Functional Managers to request staffing resources from DIT ADS. It is the policy of DADS IT that ADS be the central point of contact for all DIT Directors, Project Managers, and Functional Managers needing IT staffing in addition to their existing assigned resources. Additional staffing resources may include, but are not limited to; staff needed for approved DIT projects, special in-house projects, or short term activities or assignments.

August 11, 2008 TASSCC Annual Conference - DADS IT7 SOP 1800 – General Procedures Directors, Project Managers and / or Functional Managers, AKA “Requestors”, plan work and determine the staffing resources required to complete a project, activity, or assignment. Requestors prepare (DIT Form No ) and e- mail it to Requestors submit requests at least 10 working days in advance of needing the resource. Seven weeks processing time may be required if a contractor must be hired or FTE vacancy must be filled. Urgent requests needed in 5 working days or less, require justification and approval by the Requestor’s director. Weekly status of all resource requests is provided.

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August 11, 2008 TASSCC Annual Conference - DADS IT10 Service Level Agreement (SLA) Includes Purpose, Intended Audience, Agreeing Parties Services to be Provided and Duration Conditions and/or Restrictions Performance Standards/Measures Measuring Tools and Methods Performance Reporting and Responsibilities Dispute Resolution and Cancellation

August 11, 2008 TASSCC Annual Conference - DADS IT11 SLA (cont.)

August 11, 2008 TASSCC Annual Conference - DADS IT12 Resource Managers – Roles and Responsibilities Conduct personnel management for direct report staff Maintain tools and process to perform RM duties Develop staff in new tools, technologies, and skills Provide staff to projects/other activities Perform contract management Ensure resources are working on their assigned projects On Boarding of Staff and Contractors Negotiate fulfillment of Resource Requests

August 11, 2008 TASSCC Annual Conference - DADS IT13 RPM - Objectives Determine skill set match Determine staff availability Track projected vs. actual hours for high-level assignments Serve as the data source for project assignments Capture tools and technologies used in applications Provide reporting capabilities

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August 11, 2008 TASSCC Annual Conference - DADS IT30 RPM – Technology Environment Microsoft.Net Framework using Microsoft SQL Server. Tiered architecture Normalized database with Stored Procedures Plan to run within Microsoft SharePoint

August 11, 2008 TASSCC Annual Conference - DADS IT31 Considerations and Future Opportunities Considerations Ensure your process is solid Ensure everyone understands their role Anticipate need for additional functionality Future Opportunities Allow staff access to see their assignments Allow automatic submission of resource requests Allow other staff access as needed for their job function

August 11, 2008 TASSCC Annual Conference - DADS IT32 Why Manage Resources - Recap Support the IT Governance Process Support the IT Roadmap Support the use of Standard Operating Procedures Support the use of Service Level Agreements Support effective Project Management Support evidence-based decision making

August 11, 2008 TASSCC Annual Conference - DADS IT33 Questions?

August 11, 2008 TASSCC Annual Conference - DADS IT34 Contact Information Debbie Peterson