1. PMO Processes & Procedures
August 23, 2006
Karen Walkup
PMO Director

2. Business – IT Governance Project Oversight Portfolio Management
Agenda For Today
CalSTRS Fast Facts
CalSTRS PMO
Business – IT Governance
Project Oversight
Portfolio Management
Project Management Methodology
Project Management Assistance and Support
Q&A

3. Is the nation’s largest teachers pension fund
CalSTRS Fast Facts
Was created in 1913
Provides retirement benefits to California's public school educators from Kindergarten through Community College
Is the nation’s largest teachers pension fund
Is the 2nd largest pension fund in the United States
Over 775,000 Members and Benefit Recipients
Governed by the Teachers’ Retirement Board
Approximately 650 Employees

4. CalSTRS Organization

5. CalSTRS PMO Staffing Functions Director Assistant Director
Ten Project Managers
70+ Project Team Members
Functions
Manage Projects
Provide Project Oversight
Manage Project Portfolio
Manage Enterprise Project Budget
Develop/Maintain Project Management Methodology
Provide Assistance and Support to Project Managers

6. What is the Purpose of Business IT Governance
Business and Information Technology (IT) are aligned in their efforts
Investments in technology are appropriate

7. How does Business IT Governance Work at CalSTRS?
Decision making by three Business IT Governance councils which have representatives from throughout CalSTRS
Architecture Standards Council (ASC)
End to End Process Council (E2E)
Enterprise Program Investment Council (EPIC)

8. Business/IT Governance at CalSTRS
Project Funding
Project Selection
Project Prioritization
EPIC
Establish Architecture Standards
Ensure Architecture Compliance
Set IT Strategic Direction
E-2-E Request Authorization
Business Process Definition
E-2-E Request Prioritization
ASC
E-2-E

9. How Business/IT Governance Works
System Problems
Legislated Changes
Performance Improvements
Architecture Improvements
Business Suggestions
for Change
Request Routing
Input EPIC Output
Input ASC Output
Input E-2-E Output
Requests to bring new technologies into CalSTRS
Requests to modify the documented Architecture
Exemption Requests
Request Approvals/ Denials
Enterprise Architecture Documents
Exemption Approvals
Business Cases for Projects
Discovery Results
Requests for Budget/Scope Argumentations
Discovery Approvals
Project Approvals
Budget/Scope Argumentation Approvals
Small Fix Requests
Quick Fix Requests
Small & Quick Fix Approvals
Small & Quick Fix Priorities
End to End Business Process Definition
System Improvement Initiatives

10. Architecture Standards Council (ASC)
Establish technical direction and ensure technology choices are closely aligned with CalSTRS business Goals
Develop/define standards, policies and processes that support CalSTRS current Business/ITInfrastructure
Promote architecture changes to bring in future business/technology changes
Ensure that standards are followed

13. Identify end-to-end processes Identify CalSTRS resources impact
End to End Council (E2E)
Collaboratively identify and continuously improve end-to-end processes and deliver results that our stakeholders value
Identify end-to-end processes
Identify CalSTRS resources impact
Identify member & employer impacts
Determine capacities

16. Enterprise Program Investment Council (EPIC)
Determine the appropriate mix of Small Fix and Step Change Improvements (Projects)
Make short and long term decisions on how CalSTRS Invests system resources

17. EPIC – Initiate a Project – Business Case
Problems/Opportunities:
The current problems and opportunities are….
Potential Solutions:
A potential solution is ….
Justification:
This request is justified because ….
Discovery Request:
Duration
Area
Hours
Cost
Total

18. EPIC – Initiate a Project – Discovery Results
Project Purpose:
The project will ….
Project Schedule:
The project is estimated to start on ….
Project Cost:
The project is estimated to cost ….
Recommended Action for EPIC:
The recommendation is for EPIC to approve/disapprove/postpone this project.

19. Weekly Meetings with Project Managers
Project Oversight
Weekly Meetings with Project Managers
Weekly Project Managers Forum
Monthly Meetings with Project Sponsors
EPIC Presentations for Major Accomplishments, Scope, Budget or Schedule Change

20. EPIC Project Status Summary
Portfolio Management
EPIC Budget Report
EPIC Project Status Summary
Project Status Reports

21. EPIC Budget Report

24. Project Management Methodology
Published PMM
Templates
Project Repository on Shared Drive
Continuous Improvement Process

25. Project Management Assistance and Support
Assist the business in developing Business Cases
Assist project managers in using appropriate tools
Review EPIC presentations
Support projects and potential projects in EPIC meetings

26. Q&A
Questions?