2007 Carnegie Mellon University 1 Copyright Kelley Anderson and Mary L. Pretz- Lawson, This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

Portfolio Management at Computing Services “Choosing the Right Projects” EDUCAUSE Mid-Atlantic Regional Conference Thursday, January 18, :30 AM, Harborside Ballroom D Kelley Anderson and Mary L. Pretz-Lawson Carnegie Mellon University

2007 Carnegie Mellon University 3 Portfolio Management At Computing Services Background on Computing Services and Tactical Planning Background on Computing Services and Tactical Planning Tactical Planning Overview Tactical Planning Overview Tactical Planning Tactical Planning Disclosure Phase Disclosure Phase Negotiation Phase Negotiation Phase Approval/Decision Phase Approval/Decision Phase Communication Phase Communication Phase Tactical Planning Output Tactical Planning Output

2007 Carnegie Mellon University 4 Portfolio Management At Computing Services Background on Computing Services and Tactical Planning Background on Computing Services and Tactical Planning Tactical Planning Overview Tactical Planning Overview Tactical Planning Tactical Planning Disclosure Phase Disclosure Phase Negotiation Phase Negotiation Phase Approval/Decision Phase Approval/Decision Phase Communication Phase Communication Phase Tactical Planning Output Tactical Planning Output

2007 Carnegie Mellon University 5 Computing Services at Carnegie Mellon Computing Services All central IT (Administrative Computing recently merged with Academic Computing) All central IT (Administrative Computing recently merged with Academic Computing) 210 people 210 people Nine Directorates Nine Directorates All report to Vice Provost’s Office (VPO), which consists of our Executive Director (joined organization in Sept, 2005) and our CIO All report to Vice Provost’s Office (VPO), which consists of our Executive Director (joined organization in Sept, 2005) and our CIO Tactical Planning Evolving process is 3 years old Evolving process is 3 years old We just moved to an annual process We just moved to an annual process Resurrecting Executive Steering Committee for Computing Services Resurrecting Executive Steering Committee for Computing Services

2007 Carnegie Mellon University 6 Portfolio Management At Computing Services Background on Computing Services and Tactical Planning Background on Computing Services and Tactical Planning Tactical Planning Overview Tactical Planning Overview Tactical Planning Tactical Planning Disclosure Phase Disclosure Phase Negotiation Phase Negotiation Phase Approval/Decision Phase Approval/Decision Phase Communication Phase Communication Phase Tactical Planning Output Tactical Planning Output

2007 Carnegie Mellon University 7 Tactical Planning Overview: Goals Establish annual division goals Establish annual division goals Integrate directorate project lists Integrate directorate project lists Gain funding and staffing support Gain funding and staffing support Negotiate commitment and dependencies Negotiate commitment and dependencies

2007 Carnegie Mellon University 8 Tactical Planning Overview: Input Strategic Plan (completed Fall 2006) Strategic Plan (completed Fall 2006) Architecture roadmap (completed Fall 2006) Architecture roadmap (completed Fall 2006) “Foundational Infrastructure” requirements from academic/admin systems integration “Foundational Infrastructure” requirements from academic/admin systems integration Directors’ retreats with their managers Directors’ retreats with their managers Previous cycle’s continuing work Previous cycle’s continuing work Transitional work Transitional work Urgent Fix and Moderate Fix Charters Urgent Fix and Moderate Fix Charters

2007 Carnegie Mellon University 9 Portfolio Management At Computing Services Background on Computing Services and Tactical Planning Background on Computing Services and Tactical Planning Tactical Planning Overview Tactical Planning Overview Tactical Planning Tactical Planning Disclosure Phase Disclosure Phase Negotiation Phase Negotiation Phase Approval/Decision Phase Approval/Decision Phase Communication Phase Communication Phase Tactical Planning Output Tactical Planning Output

2007 Carnegie Mellon University 10 Disclosure Phase Goals: To inform management team (directors and managers) of potential division projects To inform management team (directors and managers) of potential division projects To identify issues for negotiation To identify issues for negotiation Input: Draft project lists submitted by directors Draft project lists submitted by directors “Mini-charter” for each project submitted by managers (purpose, deliverable, approach) “Mini-charter” for each project submitted by managers (purpose, deliverable, approach) Mechanism: “Coordinator-For-A-Day” “Coordinator-For-A-Day” Informal consultation meetings with PPMO, coordinators and architects Informal consultation meetings with PPMO, coordinators and architects Output: First draft of full charter in the tactical planning database First draft of full charter in the tactical planning database

2007 Carnegie Mellon University 11 Negotiation Phase Goals: To reach consensus on staff dependencies To reach consensus on staff dependencies Input: First draft of full charter in the tactical planning database First draft of full charter in the tactical planning database Mechanism: Coordinators’ Review Coordinators’ Review Architects’ Technical Assay Architects’ Technical Assay Informal one-on-one meetings Informal one-on-one meetings Tactical Planning Database search capabilities Tactical Planning Database search capabilities VPO Review and Feedback to Managers VPO Review and Feedback to Managers Output: Revised charters Revised charters Senior Management Team and Architects’ comments/recommendations to VPO Senior Management Team and Architects’ comments/recommendations to VPO

2007 Carnegie Mellon University 12 Approval/Decision Phase Goals: To reach decision on which projects will be undertaken for the next fiscal year. To reach decision on which projects will be undertaken for the next fiscal year. Input: Final Charters Final Charters Recommendations from Sr. Mgmt Team and Architects Recommendations from Sr. Mgmt Team and Architects Mechanism: VPO makes final decision, followed by Sr. Mgmt Team agreement VPO makes final decision, followed by Sr. Mgmt Team agreement Output: Final decisions on projects Final decisions on projects Agreement on staff resource allocation Agreement on staff resource allocation Capital allocation Capital allocation

2007 Carnegie Mellon University 13 Communication Phase Goals: To ensure that all staff in the division know the projects that have been approved. To ensure that all staff in the division know the projects that have been approved. Input: Final decisions on projects Final decisions on projects Mechanism: Detailed approved project list presented at Management Team Meeting Detailed approved project list presented at Management Team Meeting Summarized project list presented at All-Staff Meeting Summarized project list presented at All-Staff Meeting Updated Tactical Planning Database available to all staff on PPMO web site Updated Tactical Planning Database available to all staff on PPMO web site Output: Informed staff Informed staff

2007 Carnegie Mellon University 14 Portfolio Management At Computing Services Background on Computing Services and Tactical Planning Background on Computing Services and Tactical Planning Tactical Planning Overview Tactical Planning Overview Tactical Planning Tactical Planning Disclosure Phase Disclosure Phase Negotiation Phase Negotiation Phase Approval/Decision Phase Approval/Decision Phase Communication Phase Communication Phase Tactical Planning Output Tactical Planning Output

2007 Carnegie Mellon University 15 Tactical Planning Output Prioritized list of the most interdependent division projects Prioritized list of the most interdependent division projects Updated Project List in database Updated Project List in database Move into quarterly tracking mode using Green-Yellow-Red ratings Move into quarterly tracking mode using Green-Yellow-Red ratings Project Charters on-line Project Charters on-line Enormous value to institutional memory in having managers write down their good ideas Enormous value to institutional memory in having managers write down their good ideas VPO is able to easily show our work to others on campus VPO is able to easily show our work to others on campus

2007 Carnegie Mellon University 16 Portfolio Management At Computing Services Background on Computing Services and Tactical Planning Background on Computing Services and Tactical Planning Tactical Planning Overview Tactical Planning Overview Tactical Planning Tactical Planning Disclosure Phase Disclosure Phase Negotiation Phase Negotiation Phase Approval/Decision Phase Approval/Decision Phase Communication Phase Communication Phase Tactical Planning Output Tactical Planning Output

2007 Carnegie Mellon University 17 Questions?