Information Technology Services Priority Planning Exercise And Decision Lens Pilot IT Leadership Council Executive Committee Meeting June 3, 2011 Pam Fuller

For Discussion… Background and Goals ITS Planning Efforts Decision Lens Pilot Structure and Time Line Outcomes

Background and Goals ITS Services Information Database – ITIL - Technical – Cost of Services - Business – Evolution towards systematic, integrated planning for ITS Goals – Share the weighted alternatives ranking process beyond ITS – Evaluate the Decision Lens tool

ITS Planning Efforts Since August 2010 Bill Olsen, Leadership Strategies, facilitatorLeadership Strategies Weighted Ranking of Alternatives (Services) Process – Identify purpose of ranking – Identify and clarify the alternatives – Identify criteria (7-12) – Weight criteria (dot voting) – Vote (H,M,L) – Calculate – Evaluate and apply results Budget Scenario Planning

Decision Lens Software that supports a “proven process for decision-making” Replicable and systematic Allows input from stakeholders (ITLC) On the fly calculations and adjustments Meeting facilitation support

A Sample Decision at a Glance 6 Process step Leadership / Sponsorship Provide / approve Decision Goal Attend kickoff Approve participants Approve model May participate in pair-wise judgments May participate in ratings Identify available funding, minimums, scenarios Approve final recommendations Stakeholders Attend kickoff Participate in brainstorming Finalize model Identify alternatives Participate in pair- wise judgments Review / approve ratings scales Participate in ratings Identify dependencies, minimums, funding requests, available funding Develop final recommendations Apply sensitivity analysis Project Team Coordinate kickoff (demo, review of goals) Build draft model Coordinate brainstorming session Finalize model Identify alternatives Coordinate pair-wise judgment session Create ratings scales Import data for ratings as necessary Coordinate ratings session(s) Collect resource allocation data, dependencies, constraints. Run optimization and ‘What-If’ scenarios Generate reports Present output to leadership Facilitator Lead brainstorming session Finalize model Lead pair-wise judgment session Lead ratings session Support execution of optimization scenarios Time Prep work: 2-4 hours Meeting: 1-2 hours Meeting: 1-2 hours (depending on model structure/number of criteria) Prep work: 2-4 hours Meeting: Varies by number of alternatives and criteria Prep work: 2-4 hours (depending on availability of data and number of scenarios) Prep work: <1 hour Meeting: 1-2 hours Decision Lens

Pilot Structure and Time Line Participants – ITS Senior Leadership Team – ITLC Executive Committee – Tom Abendroth, HY Time Line/Commitment – Late August: Initial phone/web meeting – September: Two face 2 face meetings (up to 4 hours each) – October: Individual Voting (asynchronous) and Review Results meeting and Evaluation (4 hours plus survey) Hershey to participate and run a pilot for their prioritization and IT Governance (“Decision”)

Outcomes Using "Service Reporting Groups", redefine and weight ITS ranking criteria Develop a prioritized listing of ITS Service Reporting Groups Use this prioritized listing to go through a recycling or allocation scenario case study Possibly contract with Decision Lens for use across IT at Penn State – unlimited decisions