1. Portfolio Management Process & Customer Request Management
January, 2006

2. Agenda Portfolio management Customer Requests – 2 types
Enhancements/Micro projects
Projects
Project Prioritization Process
Annual prioritization timeline
Overall process
Out of cycle discussion
Update process
12/7/2018

3. Portfolio Management Portfolio Management is the process to
Manage overall visibility of the project demand
Establish a forum and process for prioritizing the demand on an Institute level
Annual planning cycle
Approve and allocate the project resources
Integrate with the overall budget process
Monitor the ongoing projects
Evaluate new requests and changes
Provide awareness of the entire project portfolio to a broad set of constituents
12/7/2018

4. Customer Requests Two main channels for managing requests
Customer forums
Manages and prioritizes enhancements/micro projects (less than 6 person months)
ASPCC Process
Annual project prioritization process
Out of cycle process
12/7/2018

5. Customer Request Process
12/7/2018

6. Annual Project Prioritization Timeline
Jan
Feb
Mar
April
May
June
July
Aug
Sept
Oct
Nov
Dec
Communicate & Collect Project Requests
Present completed forms at SAPBIZ
Project Inventory to ASPCC
Picks 10
Picks 10
Develop Business Cases
ASPCC Ranks 10
Resources Schedule & Budget
Approved
12/7/2018

7. Prioritization Process
January – April
Communicate the overall process via
Customer forums
SAPBIZ communication and updates
Admin Comp Web-site
ASPCC Meetings
IS&T Managers Meeting
Others
Publish and Validate the prior year’s project inventory
Discuss requests not actioned the prior year
Re-submit requests – update and or modify as needed
12/7/2018

8. Prioritization Process
January – April continued
Customers complete “Request for Evaluation” forms with assistance from Admin Comp
Customer initiates process by completing page one of the request for evaluation form
Submit to Admin Comp via to
Admin Comp assigns requests and acknowledges receipt
Admin Comp completes remainder of the form and reviews/clarifies page one with the Customer
Conducts Kitimat analysis
Conduct reviews of completed forms at SAPBIZ
12/7/2018

9. Prioritization Process
May
Provide the project inventory (listing of projects under consideration for that fiscal year) and Request for Evaluation forms to ASPCC
Project inventory maybe a subset of requested projects
If the inventory exceeds a manageable amount (25-30)
June
ASPCC prioritizes the list – picks 10
12/7/2018

10. Prioritization Process
July – September
Admin Comp and the Customers jointly develop the business cases
Confer across IS&T and with other partners
October
Present business cases and a summary document to ASPCC
ASPCC prioritizes the projects – votes
12/7/2018

11. Prioritization Process
November
Admin Comp and Customers conduct resource planning
Assess any required prerequisites
Develop a project delivery plan that considers general Institute scheduling constraints
Confer across IS&T and with other partners
Projects selected and a draft schedule are presented to ASPCC for approval
Approval or modification
Incorporated in the budget request
12/7/2018

12. Out of Cycle Requests Business Owner request that is
Unknown during the annual planning cycle
Significant business and or technical change
Urgent business need
New opportunity
A change in status or condition of the initial project
Potential need to re-prioritize approved projects
Serious support/maintenance issue develops or worsens
Compliance issue
12/7/2018

13. Process for Out of Cycles
Use the standard project portfolio management process & additional criteria
Provides significant and direct advancement of the Institute’s mission and goals
Opportunity to increase the benefit from a fast track
Funding availability
Resources generally available for the effort
Business and SAIS
Small to moderate sized
Retires a legacy system
12/7/2018

14. On-Going Process
Priorities are reviewed quarterly by ASPCC for progress updates and adjustments
Changing business conditions
Compliance issues
Out of cycle requests
Quarterly Updates to SAPBIZ (recommendation)
Progress to schedule
Changes to prioritized projects from ASPCC
Out of Cycle requests
Process review
12/7/2018

15. General Updates
Request for evaluation form used for both projects and enhancements
Why?
Track the work
Provide a better definition of the request up front
12/7/2018