Info-Tech Research Group1 Manage the IT Portfolio World Class Operations - Impact Workshop

Info-Tech Research Group2 Beyond Practical Research – Workshops Get You To Results Workshops: Leverage Best-Practices Research & Get to Action Unlike other Research firms we believe it’s important to help our members implement improvements. An onsite 40-hour workshop, which allows you to make systematic improvements to your core processes. Workshops are designed to help focus attention, create alignment, and ensure best practices are put to work at your organization. Our workshops help you get to immediate impact and results, and are tailored to your situation and needs. Workshops: Focused on You Implementing Improvements The goal of each Capability Optimization Workshop is to create tangible benefits and clear improvement as a direct result of the workshop. Specific deliverables, goals, metrics, and outcomes are established for each workshop. Successful workshops will leverage our years of analyst experience and written research to provide an engaging experience which focuses on implementing and getting to measurable results. Each workshop begins by diagnosing the current state and then focuses on designing high impact improvements based on best-practices research. Three and six month follow-ups will occur to ensure benefit realization. Info-Tech Workshops provide the best-practices and implementation support necessary to help an IT leader build a World Class IT Operation. Capability Optimization Workshop Diagnose Current State Right- sizing Process Process Design Measuring Benefits Implementation Support

Info-Tech Research Group3 Immature or non-existent portfolio management causes: Destabilized business requirements. Inadequate or conflicted staffing assignments. Underestimation of future project/resource requirements. Non-standardized expectations around IT resources. Improper allocation of IT funding in the annual cycle. A formalized IT Portfolio Management process results in: Standardized business cases that are aligned with corporate strategy and one another. Streamlined process for requesting and allocating IT resources for project work. Greater confidence in the validity of skill requirements and resource estimates. Accurate allocation of staff and resources across various programs. Transparency into how scope changes can impact project timelines. Transparent project approval and prioritization procedures. What is IT Portfolio Management? A process that establishes discipline and visibility around IT’s investments and contribution to business goals.

Info-Tech Research Group4 Workshop Schedule & Core Deliverables NameGoalCore Deliverable Day 1 Improve the Transparency of the IT Portfolio Visualize the current portfolio to bring transparency to IT spend. Current Investment Mix Day 2 Improve IT Portfolio Impact & Alignment Identify gaps between current and target investments and plan to reconcile misalignments. Portfolio Gap Analysis Day 3 Optimize the Portfolio Management Process Use a consistent process to build and assess business cases and ensure IT’s budget is spent on the most effective projects. Business Case Process and Template Day 4 Monitor Portfolio Performance & Stakeholder Satisfaction Measure the performance of the portfolio to improve the effectiveness of the IT spend. Portfolio Metrics Day 5 Manage Benefits Realization & Accountability Determine how deep to go when tracking benefits; determine how to reinforce budget and business case discipline. Strategy for Tracking Benefits

Info-Tech Research Group5 Day 1: Improve the Transparency of the IT Portfolio 1.1 Review Portfolio Strategy and Methodology Define corporate goals and categories of IT investment. Discuss current roles, responsibilities, and portfolio management processes. 1.2 Visualize IT’s Current Portfolio Bring transparency to the categories of investment that dominate the budget. Discuss issues, opportunities, and goals for improvement during the workshop. Map IT’s current portfolio to corporate goals and investment categories.

Info-Tech Research Group6 Day 2: Improve IT Portfolio Impact & Alignment 2.1 Visualize the Target Portfolio Against Current Determine target allocations for investment categories. Compare current and target investment mix. Identify the top three disparities having a negative impact on IT’s portfolio. 2.2 Highlight the Gaps Specify recommendations to initiate, change, or retire projects/programs. Discuss implications of gaps between the current and target mix. Brainstorm alternative IT investment opportunities which align to gaps. 2.3 Manage Stakeholders and Strategy Present opportunities to optimize the portfolio to stakeholders. Bring transparency and accountability into the IT portfolio management methodology. Define the process for effectively communicating information to stakeholders.

Info-Tech Research Group7 Day 3: Optimize the Portfolio Management Process 3.1 Right-Size the Business Case Process Analyze and optimize the process for preparing business cases. Right-size the business case template. 3.2 Define Business Case Assessment Process Define criteria for assessing business cases. Assess business cases on cost, benefit and risk. Document approval and rejection process. 3.4 Define Cost and Benefit Milestones Prepare to follow-up on expected benefits after projects are complete. Standardize milestone schedules. 3.3 Manage Rejected Business Cases Standardize communication and expectations around rejected business cases. Communicate cost and benefit data to appropriate stakeholders. Document business case standards and procedures. Define criteria for improving, holding or discarding rejected business cases. Avoid losing good ideas within rejected business cases. Classify business cases by investment categories.

Info-Tech Research Group8 Day 4: Monitor Portfolio Performance & Stakeholder Satisfaction 4.1 Optimize Performance with Portfolio Metrics Evaluate current and potential metrics. Strategize measurement and tracking methodologies to optimize on portfolio performance. 4.2 Establish Recurring Reviews Define the process for reviewing project and portfolio data. Collect and measure data to assess performance. 4.4 Report to Stakeholders and Executives Manage communication, interpretation, and clarification of portfolio performance. Report on progress to corporate goals. 4.3 Adjust Projects and the Portfolio Communicate recommendations to further drive performance. Define and analyze relationships between projects for optimal portfolio performance. Finalize processes to track and apply metrics. Create and communicate a review schedule with stakeholders. Recommend adjustments to specific projects to capitalize on benefits. Manage change requests.

Info-Tech Research Group9 Day 5: Manage Benefits Realization & Accountability 5.1 Define Benefit Tracking Practices 5.2 Optimize Internal Procedures and Templates Validate that templates communicate specific, accurate, and relevant information. Validate that procedures are specific and action-oriented. Validate that processes are realistic and create value. Establish responsibility and accountability for benefits achievement. Develop and document the strategy for tracking and measuring benefits. Validate that tracked benefits meet corporate standards.

Info-Tech Research Group10 Client Testimonials We’ve tried to work on it on our own, but the really valuable part is having the focused time working with the experts and getting the deliverables at the end of the exercise. It is something that we can action and really take forward. -University Helped us organize how we do portfolio management, better than we had, and how we can do it in a way that IT is seen as supporting the business goals. -Manufacturing Company

Info-Tech Research Group11 Portfolio Workshop Primary Deliverable: Best Practice Approach to Portfolio Management Customized to Your Process Comprehensive, step-by-step walk through of your Portfolio Management Target State. Assessment of overall balance between Strategic and Operational Initiatives. Detailed analysis of how well your portfolio supports individual Strategic Goals. Recommendations for optimizing your investments to better meet the needs of key Stakeholders. Visualize Your Portfolio Assess and Right-Size Your Business Case Establish a Benefits Achievement Tracking Process

Info-Tech Research Group12 Portfolio Workshop Core Deliverables Seven Key Deliverables will be completed during the Workshop: Portfolio Alignment & Visualization Tool Visualize the alignment between your portfolio management practices and enterprise goals. Discuss existing gaps and how to close them. Portfolio Gap Analysis Prepare an analysis of existing gaps between portfolio management practices and enterprise goals. Understand the impact of those gaps on corporate objectives. Facilitate a discussion about aligning portfolio management practices and enterprise goals between executives. Business Case Right-sizing Assess the current methods of analyzing business cases to approve or reject projects. Adjust elements of the methodology based on goals and objectives. Right-size an existing business case template or co- design a template with an Info-Tech analyst. Improve the efficiency and effectiveness of the project approval process and benefit realization plan. Portfolio Evaluation Process Complete a full walk-through of the portfolio evaluation process and create a draft process manual detailing best-practice activities

Info-Tech Research Group13 Portfolio Workshop Core Deliverables Portfolio Management Process Create a standardized process for managing projects currently active in the portfolio. Use cost and benefit information to efficiently make decisions to close or maintain projects over time. Portfolio Communication Strategy Communicate specific elements of the portfolio management process and portfolio performance. Prepare a set of standardized reports and a distribution schedule. Release the appropriate information at the appropriate time. Benefits Achievement Tracking Process Establish a right-sized process for tracking the achievement of benefits as outlined in business cases over time. Document and implement the first phase of this process to ground it in reality Seven Key Deliverables will be completed during the Workshop:

Info-Tech Research Group14 Manage the IT Portfolio Workshop: Built on World Class Research, Experience, and Standards Research Process COBIT Driven Grounded in open international standards. APO05 Manage Portfolio. Team with over 30 years experience. Over 2,800 hours of research. Based on primary and in-field research. Tools & Templates Standard Operating Procedures Investment Mix Visualization Business Case Assessment Business Case Prioritization Milestone Report Portfolio Metrics Evaluation Benefits Summary & Analysis 115 page Research Report 15 in-depth activities and exercises Ability to map 100 of your top projects Ability to visualize the portfolio against five major and 60 minor sub-groupings