1. UW-Madison IT Project Intake and Evaluation Process Overview Orientation Session
September 28-29, 2017

2. Agenda Welcome and Introductions Background and Process Overview
Intake Form and Scoring Matrix
Routing and Approval Process
IT Project Definition
Q & A

3. Committee Members Tamra Dagnon J.J. Du Chateau John Ford Eric Giefer
Senior IT Business Analyst, DoIT
J.J. Du Chateau
Enterprise Architect, DoIT (Chair of Subgroup B)
John Ford
Deputy Director, Academic Technology, DoIT
Eric Giefer
Director Information Technology, Law School
Karen Hanson
Manager Project Management Office, DoIT
Elizabeth Harris
Director of CEETE, College of Engineering
Phil Hull
Associate Registrar, Enrollment Management
Rafi Lazimy
Exec Dir IT Planning & Strategy, CIO Office (Chair)
Sabrina Messer
Manager User Services, School of Education
Alan Ng
Dir Outreach Tech & Faculty, Div of Continuing Studies
David Pagenkopf
Director of Application Development & Integration, DoIT
Jason Pursian
Interim CIO, College of Agriculture & Life Sciences
Greg Putnam
Senior Info Proc Consultant, College of Letters & Sciences
Bruce Riley
Procurement Specialist, Purchasing Services
Alan Silver
Comp Sys Admin, Dept of Chemistry (Chair of Subgroup A)
Sara Tate-Pederson
IS Specialist, AIMS
David Towers
CFO, Wisconsin School of Business
Steve Van Der Weide
Dir of IT Solutions, Wisconsin School of Business

4. Agenda Welcome and Introductions Background and Process Overview
Intake Form and Scoring Matrix
Routing and Approval Process
IT Project Definition
Q & A

5. Overall Approach Two Workgroups were created
Project Proposal Intake, Scoring and Routing
Project Prioritization and Recommendation
Various Sources were used by both groups
EITDM Materials

6. IT Project Intake Process Objectives
Rationalization - create rational, effective, consistent framework
Prioritization – no more “one-off” project evaluations
Duplication – Minimize redundancies
Infrastucture – Assess impact on IT infrastructure/resources
Innovation – recognize/encourage innovative services
Governance driven - Collaborative, transparent, expert-based
Agility/flexibility – easily modified/improved
Pace/Speed – rapid evaluation and decision-making

7. Scope of Work Develop “IT Project Proposal” Definition
Create Project Proposal Intake Template
Develop Scoring Methodology
Determine Approval Routing Strategy
Route Process Proposal through IT Governance

8. IT Project Intake Process - Governance
Information Technology Steering Committee
(ITSC)
Information Technology Committee
(ITC)
IT Center of Excellence
(ICOE)
Technology Advisory Groups (TAGs)
Divisional
(DTAG)
Research
(RTAG)
Teaching & Learning
(TLTAG)
Infrastructure
(ITAG)

9. IT Project Intake Process - Workflow

10. Value to Stakeholders This process aims to benefit campus users by:
Highlighting the existence of similar services that satisfy the needs/requirements of a proposed project
Creating awareness of existing campus licenses for the software that a proposer requests
Providing better visibility of projects and services for resource planning
Creating a better framework for collaboration and transparency
Assessing the impact on campus infrastructure and IT resources
Allowing for early detection of Cybersecurity needs
Creating visibility to a comprehensive Services/Projects Repository

11. Agenda Welcome and Introductions Background and Process Overview
Intake Form and Scoring Matrix
Routing and Approval Process
IT Project Definition
Q & A

12. Who Can Submit a Project?
Divisional CIOs have the authority to submit proposals
They can delegate that authority as necessary
The Divisional CIO should receive a copy of the proposal
Each proposal should have a project Sponsor
The Sponsor must approve the submission
The Divisional CIO and Sponsor must be entered on the form
Both will receive an notification of the submission
The last point throws me off. It is stating that the proposal SHOULD have a sponsor. But then goes onto say that sponsor MUST approve the submission. This seems at odds with one another.

13. Intake Form Intake Form includes: Project Name and Description
Contact Info
Reasons for the Project
Service Catalog Info
Cost and Effort Estimates
Scope Information

14. IT Project Intake Form - Template

15. IT Project Intake Form - Template

16. IT Project Intake Form - Template

17. Project Classification
Scoring Process
Scoring Process
10 Questions will be weighted and scored
Each Question will be scored on a scale of:
1 – Low Impact
3 – Medium Impact
5 – High Impact
Aggregate Score determines initial Project Classification
Aggregate Score
Project Classification
Low Impact
Medium Impact
High Impact

18. Scoring Matrix

19. Intake Forms entered in JIRA
JIRA will be used for:
Online Submission
Automatic Notifications
Calculation of Project Score
Approval Workflow
Status Tracking

20. Automatic Notifications
Automatic notifications are sent to:
Submitter
Proposer
IT Director
Sponsor
IT Center of Excellence

21. Agenda Welcome and Introductions Background and Process Overview
Intake Form and Scoring Matrix
Routing and Approval Process
IT Project Definition
Q & A

22. Initial Review of Proposals
An Initial Review group will review incoming proposals
Center of Excellence
TAG Chairs
Others as necessary (Ex: Enterprise architects, SMEs, etc.)
Initial review will focus on the following
Confirmation of Project Classification
Determine which TAGs need to review the proposal
Identify any “flags” for additional review

23. Identification of “flags”
Initial review will focus on proposals that need further scrutiny and identify those that raise ”flags”
Duplicate existing services and/or projects
Have the potential to become campus-wide services
Significant impact on the campus IT resources/infrastructure
Seek campus funding
Federal, state or campus policy compliance implications

24. Cross-TAG Group Review
For Proposals that require further scrutiny
Cross-TAGs Standing Review Group
TAG members
Non-TAG members
Subject-Matter Experts (SMEs)
External SMEs if necessary
May also engage Proposers/Project Sponsors
The focus will be to investigate “flags”
The Group will present its analysis and recommendations to the TAGs

25. Approval Process Review and Approval Low Impact Proposals
Approved “automatically” (if no “flags”)
Medium and High Impact Proposals
Route to Relevant TAGs for review/recommendation
May require additional information
Upon TAG recommendation, routed to ITSC for approval

26. How long should the approval process take?
Proposed projects that score and are validated as Low Impact with no “flags” raised will be approved within 5 business days
Medium and High Impact projects will vary depending on which TAG Reviews are required, an estimated range is days
An expedited process will be available upon request and approval

27. TAG/ITSC Meeting Cadence
All TAGS and ITSC meet on a monthly basis
Upcoming Meetings/Dates
DTAG – Oct 10, Nov 14, Dec 12
ITAG – Oct 16, Nov 20, Dec 18
RTAG – Oct 18, Nov 15, Dec 20
TLTAG – Oct 27
ITSC – TBD

28. Agenda Welcome and Introductions Background and Process Overview
Intake Form and Scoring Matrix
Routing and Approval Process
IT Project Definition
Q & A

29. IT Project Proposal Definition
An IT Project Proposal is…
“…an undertaking by a campus unit to create or modify an IT service that is owned by the campus unit (department, college, school, administrative unit, research center) and is designed to support the mission and the operational and managerial needs of the unit with well-defined outcomes. The service employs information technologies and resources, people, and processes to collect, manipulate, store and disseminate information to achieve its objectives”.

30. What is an IT Project Proposal?
An IT Project Proposal is…
Creating or replacing an IT Service
An IT Project Proposal is NOT…
Ongoing maintenance/operations of an existing IT Service

31. IT Service Categories Service Category Category Description
Administrative and Business
Enterprise and local services that support the administrative and business functions of an institution. Includes analytics, business intelligence, reporting, finance, human resources, student information systems, advancement, research administration, and conference and event management.
Communication and Collaboration
IT services that facilitate institutional communication and collaboration needs. Includes , calendaring, telephony/VoIP, video/web conferencing, unified communications, web content management system, web application development and hosting, and media development.
End-Point Computing
Services that enable community members to do their day-to-day work, including providing access to enterprise services. Includes network access, user file storage, end-point computing backup solutions, desktop virtualization, computer labs, and printing.
Infrastructure
Enterprise-level hardware, software, systems, and network infrastructure that provide underlying support for institutional activities. Includes data centers, network backbone, wireless, central storage and system backup solutions, server virtualization, and systems management and operations.
IT Professional Services
Services that are consultative in nature, in contrast to the other categories, which tend to be technology based; these may be a combination of customer-facing and non-customer-facing services. Includes IT training, consulting/advisory services, business continuity/disaster recovery, enterprise architecture, portfolio/project management, and ITSM.
Research
Services supporting the institution’s research activities, including specialized storage and computation, high-performance computing (HPC), visualization, and lab-management systems.
Security
Infrastructure and services that provide security, data integrity, and compliance for institutional activities. Includes security services such as virus protection, encryption, privacy impact assessments, information risk management, emergency preparedness, data security, identity management solutions, access controls (i.e., passwords, accounts, and authentication), audit and monitoring systems and services, and data access and stewardship.
Teaching and Learning
Instructional technology, tools, and resources directly supporting teaching and learning. Includes learning management systems, in-class and online course development, learning analytics, course evaluation, lecture capture, webinars, and other academic tools for faculty and students.

32. Communication and Collaboration
Generic Service Categories
Administrative
and Business
Billing
Business Intelligence
Compliance Support
Grant Application and Management
IT Management
Line of Business Application
Point of Sale
Purchasing Services
Communication and Collaboration
Appointment Scheduling
Audio Visual Support
Automatic Call Distribution
Calendar
Digital Signage
Document Management
Lists
Emergency Notification
Event Scheduling/Mgmt
Graphic Design
Knowledge Base
Media Production
Portal
Resource Scheduling
Survey
Teleconferencing
Telephony
Television
Video Capture
Website Content Development/Maint
Website Design
End-Point Computing
Application Deployment/Mgmt
Endpoint Mgmt/ Device Support
Equipment Circulation or Rental
Equipment Repair
Printing Services
Remote Access
Infrastructure
Asset Management
Backup/Recovery
Computer Co-Location
Data Archive
Data Center
Database Hosting/ Management
File Share
Network Management
Server and Infrastructure Management
Ticketing
URL Shortening
Version Control
VM Hosting/ Management
Website Hosting

33. IT Professional Services
Generic Service Categories
IT Professional Services
Application Design/Development
Application Maint/Support
Application Monitoring/Mgmt
Business Analysis
Cloud Service Brokering
Consulting and Advising
Data Analysis & Visualization
Domain Consulting
Help Desk
Project Management
Service/Project Portfolio Mgmt
Research
Computation Server
Electronic Lab Notebooks
Lab Instrument Data Collection & Support
Parallel Computing Cluster - Loosely Coupled
Parallel Computing Cluster - Tightly Coupled
Specialized Need Software
Security
Access Management
Directory Services
Identity Management
Incident Response
Restricted Data Environment
Security - Monitoring
Security - Restricted Data Compliance
Security Consulting
Teaching and Learning
Accreditation Support
Classroom Support
Computer Lab
Course Scheduling
Degree Audit
Instructional Design
LMS System
LMS Support
Student Admissions
Student Advising
Student Data Service
TA Management
Test Administration
Training

34. IT Project Proposal Examples
An IT Project Proposal is…
New IT service for campus operational needs
Implementing a new CRM System
Significantly changing or replacing an existing IT Service
Replacing Outside Activities Reporting
Business process change initiatives that require IT changes
Creating a new computer lab for a department

35. IT Project Proposal Examples
An IT Project Proposal is NOT…
Consuming an existing IT service, such as WiscWeb or MyUW
Purchasing IT consulting services that do not result in any technology development or change
Replacing hardware in an existing data center
Ordering desktop computers for a department
Acquiring or developing specialized lab software or instrumentation that includes digital technology
Operational support and maintenance activities
Creating a new report
Business process customizations enabled by new vendor releases, such as turning on new ERP functionality

36. When Should an IT Project Proposal be Submitted?
When there is a clear business case
When there is commitment from the sponsor
When the following items are analyzed/understood:
Scope of the project
Objectives and expected outcomes
Feasibility, both operational, and cultural or political
Justification (rationale/reasoning/benefits)

37. IT Resources for Consultation
UW Data Governance (when new data content is created or stored)
Cybersecurity Governance, Risk Management and Compliance team
DoIT Middleware Systems Technology team
list:
Web page for UW-Madison services/policies:
Web page for UW-System services/policies:
Campus or Unit Purchasing Services
See Campus Purchasing Services
Enterprise and IT Architects (for larger or strategic initiatives)
Enterprise Architects:
Cloud Architect: Center or Excellence, Office of the CIO

38. Supporting Materials Available Online
Supporting Materials Include:
IT Project Intake and Evaluation Process Overview
IT Project Intake Process Guidelines
Completing the IT Project Intake Form
IT Project Intake Form - Template
Link to Materials Online:

39. Thank you for your time and attention!
UW IT Project Intake Process Overview – Questions?
Thank you for your time and attention!
For additional information, please contact:
IT Center of Excellence, Office of the CIO
Phone: (608)