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Commonwealth IT Investment Management (ITIM) Standard. Managing Technology Investments to Provide Value to Citizens in Virginia. Presenter Presenter’s Title Group/Event Name Date. 1. Why is ITIM important for the Commonwealth?. Commonwealth goal of continuous improvement. - PowerPoint PPT Presentation
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1
Commonwealth ITIM Standard
Managing Technology Investments to Provide Value to Citizens in Virginia
PresenterPresenter’s Title
Group/Event NameDate
1
Commonwealth IT Investment Management (ITIM) Standard
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Commonwealth ITIM Standard
The Commonwealth must be innovative in the way in which it invests in IT.
Commonwealth goal of continuous improvement
The Commonwealth must find ways to meet increasingdemands through cost savings and increased productivity.
“Expand constituent impactthrough lower operation costs”
Investment managementcan contribute to loweroperating costs and thegeneration of internal capital.
“We must pursue more aggressive, transparent goals” Governor Tim Kaine
Why is ITIM important for the Commonwealth?
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Commonwealth ITIM Standard
How does ITIM support Commonwealth business?• Maximizes business value• Allows the Commonwealth to select IT investments that align with
business goals and objectivesExamples: Business Need IT Strategy
Your business drives Commonwealth IT investments
Reducing long customer wait times
Web-based customer service applications
Obtaining quick access to medical data
High performance networks and databases
Preparing for hurricane evacuations
New wireless radios and centralized computers
Identifying vehicle license plates High speed laptops in State Police cars
Reducing the time to process tax paperwork
Web-based software solutions
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Commonwealth ITIM Standard
What can ITIM do for my agency?
ITIM is a proven business investment methodology that will help you:
• Align investments to business goals and objectives• Identify and track spending on IT investments• Control and monitor IT investment projects• Confirm that IT investments are meeting business objectives• Leverage IT investment opportunities that may generate internal
capital• Make informed decisions on an IT investment portfolio by
assessing value and risk
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Commonwealth ITIM Standard
What is the ITIM Standard?
• The ITIM Standard documents the current Commonwealth IT investment governance process, for better stakeholder understanding, that allows the ITIB and CIO to meet Code-directed responsibilities in collaboration with business leaders
• The ITIM Standard utilizes best practices that are commonly used in both the public and private sector, around the world
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Commonwealth ITIM Standard
Pre-Select
Business Plans & Needs
Commonwealth Technology
Portfolio
Commonwealth
Strategic Planning
Process
Investment Results
Are the selected IT investments performing as planned?
What proposed IT investments potentially solve business needs?
Did the selected IT investments deliver the expected business value?
Which IT investments best meet the business needs?
ITIM answers key investment questions for business leaders
Select
Control
Evaluate
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Commonwealth ITIM Standard
What benefits have we already seen?
• There have been no failed major projects in past 5 years
• Projects are completing and meeting performance goals
• The Commonwealth has significantly lowered project failure risks and improved decision-making capabilities
• IT investments are aligned with business strategy
• The Commonwealth has a systematic approach for managing portfolio risk and controlling investment activities
• The Commonwealth has identified new opportunities such as shared services
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Commonwealth ITIM Standard
As an agency, what do I need to do?
• Identify and document business needs derived from:– Citizen needs– Council on Virginia’s Future– Grant funding– Code of Virginia– Agency Strategic Plans– Consumer boards– Governor’s initiatives– Commonwealth Strategic Plan for IT– Federal and State mandates
• Identify business needs and prioritize potential investments
• Develop Investment Business Cases
• Research possible enterprise/collaboration opportunities
• Update the Agency Strategic Plan and Commonwealth Technology Portfolio
• Evaluate, score, and rank IT investments
• Prioritize IT projects
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Commonwealth ITIM Standard
Fleet Equipment Management Information System (FEMIS)
• VDOT had a business need to track and manage fleet equipment– Documented need for IT investment in the Agency Strategic
Plan and Commonwealth Technology Portfolio– Business need aligned with the goals and objectives from the
Council on Virginia’s Future
A Commonwealth ITIM success story - VDOT
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Commonwealth ITIM Standard
A Commonwealth ITIM success story – VDOT (continued)
• Commonwealth CIO reviewed the Investment Business Case in the portfolio and saw a potential for multi-agency solution
• VDOT worked with the CIO to establish a shared service that will benefit multiple agencies– Commonwealth contract is now in place for all agencies– Shared service will reduce Commonwealth costs to set up future
independent contracts
• Enterprise investment opportunity and resulting shared-service would not have been identified without following ITIM best practices
Fleet Equipment Management Information System (FEMIS)
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Commonwealth ITIM Standard
As an agency, what do I need to do next?
• Translate business value into performance measures
• Develop detailed project plans and execute projects as directed in the Commonwealth Project Management Standard
• Develop applications in accordance with statewide technical and data standards for information technology
• Submit monthly status reports, requests for baseline adjustments greater than 10%, and IV&V reports for each Major IT Project (as scheduled)
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Commonwealth ITIM Standard
VA Election & Registration Information System (VERIS)
• SBE had a business need for a new statewide voter registration and election management system
• Project started fine, but began to run into serious problems– Vendor missed deliverables and milestones– Assumptions and user requirements were not clearly understood by all the
stakeholders– Vendor did not clearly understand the business problem
A Commonwealth story where ITIM governance and oversight played an important role - SBE
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Commonwealth ITIM Standard
• ITIM governance and oversight helped recover a failing IT investment– Internal Agency Oversight Committee (IAOC) identified problem areas and escalated them to
the Cabinet level– Secretary of Administration consulted with CIO on action plan– CIO recognized need for new Project Manager and weekly assistance to the Project
Management team
• A “Help America Vote Act (HAVA)” compliant system was finally delivered, but there were several key lessons learned along the way
VA Election & Registration Information System (VERIS)
A Commonwealth ITIM success story - SBE (continued)
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Commonwealth ITIM Standard
• Lessons learned– VERIS Post Implementation Review Report dated September 19, 2008 stated, “Ensure that the state
standards for project management and development are followed”
– Stakeholder identification and commitment is vital to success
– Assumptions and user requirements must be identified and validated early in the investment lifecycle
– The statement of work with the vendor must be detailed and accurate
– A realistic, achievable, and detailed project plan is critical to success
VA Election & Registration Information System (VERIS)
A Commonwealth ITIM success story - SBE (continued)
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Commonwealth ITIM Standard
As an agency, what do I need to do next?
• Conduct Post Implementation Reviews on Major IT Projects using the asset performance measures established in the Control Phase
• Use asset performance measures to measure the business value
• Document IT asset performance
• Analyze gaps between current business needs and performance of IT assets
• Make a determination to maintain, migrate, improve, or retire each IT asset in the agency technology portfolio
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Commonwealth ITIM Standard
Using the ITIM Standard
• Each phase of the ITIM process is clearly explained
4.3 Control PhaseThe purpose of the Control Phase is to ensure, through timely oversight, quality control, and executive review, that IT investments are developed and placed in operation using a disciplined, well-managed, and consistent process.
• At the end of each phase, roles and responsibilities are clearly identified
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Commonwealth ITIM Standard
Using the ITIM Standard (continued)
Pre-Select
Select
Control
Evaluate
At the end of the Standard, stakeholder responsibilities are listed in bullets and grouped together by phase for quick reference
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Commonwealth ITIM Standard
Commonwealth Strategic PlanningCommonwealth Strategic Planning
CommonwealthInformation Technology
Investment Management
(ITIM)
Long Term Objectives
Service Area Plans
I.T. Strategic Plans
Agency Strategic Plans
EfficiencyEfficiency & EffectivenessEffectivenessCouncil on Virginia’s Future
2003
Commonwealth Strategic Planning Process
2005
Commonwealth Strategic Plan for Information
Technology2006
How does ITIM fit within the Commonwealth’s existing strategic planning and performance management model?
ITIM insures that IT
investments arealigned with
the Council on Virginia's
Future long term objectives
and The Commonwealth Strategic Plan for Information
Technology
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Commonwealth ITIM Standard
Execute an education and awareness campaign; enhance stakeholder understanding
Enhance investment portfolio management tool to better support ITIM
ITIB approved September 30, 2008
Next steps
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Commonwealth ITIM Standard
Contact InformationContact Information
AITR Name 804-phone number
Email address
Commonwealth ITIM Contact
Constance ScottManager, ITIM Office
(804) [email protected]
Questions?