New Process Being Implemented
Background From 2019 and 2020
Gartner was hired and completed a recommendation study to improve all of IT across WSU. Six items were identified to start improving, such as hire a CISO. Five more recommendations are in process with an assigned subcommittee. Technology Governance subcommittee is at the point where they want input into the newly proposed process of prioritizing projects across the university. The goal is to have a flexible but trustworthy process that is visible to all on what IT projects are most important to the university, and their status. Please click on the button on the right to give feedback on the following process or any process needing improvement for IT.
Information Technology Investment Council
1. Overview
The IT Portfolio Management Executive Council approves ITS projects each Quarter to help achieve the University’s Mission and Strategies. They receive input from IT Advisory group, Divisions’ Top Five and others comprised of key stakeholders and IT professionals.
2. Executive Council:
Executive Council is comprised of individuals that have substantial functional responsibilities related to ITS. The Executive Council has the authority for final approval. It also serves as an appeal body for projects that have been denied or given lower priority.
Responsibilities:
*Ensuring IT remains aligned with the University’s Strategic Plan and Mission, including support of the Innovation Campus
*Review Portfolio of submitted IT projects
*Give new projects and recommendations to ITS
IT Advisory
A multipurpose IT Advisory group will evaluate the selection and placement of projects on a timeline based on need and give recommendations to both ITS and Executive Council. This group will have other advisory responsibilities as well, such as giving feedback on ITS strategies and new policies for example. It will be made up of functional consumers of ITS, leadership, ITS experts, staff, faculty and students. See above for current membership.
3. Project Submission and Workflow:
Projects start as an electronic project request form, the requestor should have approval from their divisional leadership and include scope of work; articulation of importance, as it relates to the university’s strategic plan; when the project is needed to be completed and in production; and estimated cost, including budgeted source funds. If the project includes outside vendors and/or contracts, General Counsel review and IT security review are required.
Project submissions are routed to the university’s Project Management Officer (PMO), who, in consultation with IT directors, select a Project Manager to assist the proposal to needed resources who will develop it into a project. The PMO, in consultation with IT directors, may change the routing of the project proposal if it is decided that it does not qualify as a project and can be executed through the IT ticket system for immediate action. Project Manager facilitators may request that other stakeholders be in attendance when project requests are reviewed as needed.
The IT Advisory receive from ITS the project proposal after assessing the project’s scope, needed resources, services, staff, alignment with the university’s strategy plan, estimated timeline for implementation, and priority. IT Advisory have the right to return proposals for additional content or revisions. Once the IT Advisory completes its review, its recommendation is sent to the Executive Council and the Division is kept up to date ongoing via electronic tool.
4. Project Prioritization Process:
See the diagram below.
Many projects will be in process at any given time, based on resources available!
Prioritization Cycle Edit:
Week 1-10 Anyone can submit a Project Request and gives urgency
Week 1-10 ITS gives input on fit, refines scope/cost/timelines and adds resource availability
Week 1-10 IT Advisory group recommends, defers or returns projects
Week 11 Divisions reviews and updates their top five projects for future quarters
Week 12 Executive Committee approves projects for the following quarters
A large project may remain roadmap for several quarters. At any time, an emergency project may be added, which may or may not change the priorities; all changes will be communicated.
5. Project Portfolio Visibility:
The process will be accessible to WSU Faculty and Staff who are interested or who need to use it. Projects will be submitted by Divisions in a Project Request Form, which starts the process. All Requests can be viewed as they progress through the approval process; this includes Tickets by IT Managers or Directors. Desktops will show what is currently being worked on or waiting in queue. Projects will show the current implementation stage, preferably in a "Kanban" visual format for development projects. A Development Project pipeline will be updated each quarter by sub-committees. Greater detail will be available for ITS to see lower-level details needed, such as resource availability. Summary Desktop Views of all “work in progress” projects will be shown on a graphical timeline and indicate a health of Green (good), Yellow (minor issues) or Red (show-stopper issues), signifying the likelihood of finishing on time, specification, and budget. PMO will be available for continuous improvement suggestions, any portfolio discussions or meetings and for reporting needs.
