UW-Madison IT Project Intake
and Evaluation Process
Overview Presentation
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Agenda
Welcome and Introductions
Background and Process Overview
Intake Form and Scoring Matrix
Review and Approval Process
IT Project Definition
Q&A
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Committee Members
Tamra Dagnon 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,
3 Wisconsin School of Business
Agenda
Welcome and Introductions
Background and Process Overview
Intake Form and Scoring Matrix
Review and Approval Process
IT Project Definition
Q&A
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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
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IT Project Intake Process Objectives
Shared Governance - Collaborative, transparent, expert-based
Pace/Speed – rapid evaluation and decision-making
Agility/Flexibility – easily modified/improved
Duplication – Minimize redundancies
Infrastucture – Assess impact on IT infrastructure/resources
Innovation – recognize/encourage innovative services
Prioritization – no more “one-off” project evaluations
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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
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IT Project Intake Process Governance
Information Technology
Information Technology
Committee Steering Committee IT Center of Excellence
(ICOE)
(ITC) (ITSC)
Technology Advisory Groups (TAGs)
Divisional Research Teaching & Learning
(DTAG) (RTAG) (TLTAG)
Infrastructure
(ITAG)
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IT Project Intake Process
Prepare and Initial Review and Approve and
Submit Review Recommend Prioritize
ICoE &
Submitter TAGs ITSC
TAG Chairs
Confirm Project Gather Supplemental Review and Approve
Gather Proposal Info Classification Information
Prioritize Funding
Get Sponsor Approval Identify “Flags” Cross-TAG Review Requests
Submit Proposal Determine TAGs Present to TAGs
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IT Project Intake Process Workflow
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Value to Stakeholders
Highlights the existence of similar services
Provides better visibility for resource planning
Better framework for collaboration and transparency
Identifies impact on campus infrastructure
Allows for early detection of Cybersecurity needs
Visibility to IT Services/Projects Repository
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Agenda
Welcome and Introductions
Background and Process Overview
Intake Form and Scoring Matrix
Review and Approval Process
IT Project Definition
Q&A
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Who Can Submit a Project?
Divisional CIOs or equivalent have authority to submit
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 email notification of the submission
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Intake Form
Intake Form includes:
• Project Name and Description
• Contact Info
• Reasons for the Project
• Service Catalog Info
• Cost and Effort Estimates
• Scope Information
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IT Project Intake Form - Template
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IT Project Intake Form - Template
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IT Project Intake Form - Template
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Scoring Process
Scoring Process
• 10 Questions will be weighted and scored
• Each Question will be scored on a scale of:
o 1 – Low Impact
o 3 – Medium Impact
o 5 – High Impact
• Aggregate Score determines initial Project Classification
Aggregate Score Project Classification
34 - 99 Low Impact
100 - 139 Medium Impact
140 - 170 High Impact
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Scoring Matrix
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Intake Forms entered in JIRA
JIRA will be used for:
• Online Submission
• Automatic Notifications
• Calculation of Project Score
• Approval Workflow
• Status Tracking
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Automatic Notifications
Automatic email notifications are sent to:
• Submitter
• Proposer
• IT Director
• Sponsor
• IT Center of Excellence
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Agenda
Welcome and Introductions
Background and Process Overview
Intake Form and Scoring Matrix
Review and Approval Process
IT Project Definition
Q&A
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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
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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
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Cross-TAG Group Review
For Proposals that require further scrutiny
• Cross-TAGs Review Group
o TAG members
o Non-TAG members
o Subject-Matter Experts (SMEs)
o 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
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Approval Process
Review and Approval
• Low Impact Proposals
o Approved “automatically” (if no “flags”)
• Medium and High Impact Proposals
o Route to Relevant TAGs for review/recommendation
o May require additional information
o Upon TAG recommendation, routed to ITSC for approval
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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 30-60 days
An expedited process will be available upon request
and approval
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TAG/ITSC Meeting Cadence
All TAGS meet on a monthly basis
• DTAG – Nov 14, Dec 12
• ITAG – Nov 20, Dec 18
• RTAG – Nov 15, Dec 20
• TLTAG – Dec 18
ITSC Meets as needed
• ITSC – TBD
Funding Approval Dates
• Jan 15, May 30, Sept 15
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Agenda
Welcome and Introductions
Background and Process Overview
Intake Form and Scoring Matrix
Review and Approval Process
IT Project Definition
Q&A
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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”.
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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
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IT Service Categories
Service Category Category Description
Enterprise and local services that support the administrative and business functions of an institution.
Administrative and Includes analytics, business intelligence, reporting, finance, human resources, student information systems,
Business advancement, research administration, and conference and event management.
IT services that facilitate institutional communication and collaboration needs. Includes e-mail, calendaring,
Communication and telephony/VoIP, video/web conferencing, unified communications, web content management system, web
Collaboration application development and hosting, and media development.
Services that enable community members to do their day-to-day work, including providing access to
End-Point enterprise services. Includes network access, user file storage, end-point computing backup solutions,
Computing desktop virtualization, computer labs, and printing.
Enterprise-level hardware, software, systems, and network infrastructure that provide underlying support for
Infrastructure institutional activities. Includes data centers, network backbone, wireless, central storage and system backup
solutions, server virtualization, and systems management and operations.
Services that are consultative in nature, in contrast to the other categories, which tend to be technology
IT Professional based; these may be a combination of customer-facing and non-customer-facing services. Includes IT
Services training, consulting/advisory services, business continuity/disaster recovery, enterprise architecture,
portfolio/project management, and ITSM.
Services supporting the institution’s research activities, including specialized storage and computation, high-
Research performance computing (HPC), visualization, and lab-management systems.
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
Security 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.
Instructional technology, tools, and resources directly supporting teaching and learning. Includes learning
Teaching and management systems, in-class and online course development, learning analytics, course evaluation, lecture
Learning capture, webinars, and other academic tools for faculty and students.
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Generic Service Categories
Administrative Communication and End-Point
Infrastructure
and Business Collaboration Computing
• Billing • Appointment Scheduling • Application • Asset Management
• Business Intelligence • Audio Visual Support Deployment/Mgmt • Backup/Recovery
• Compliance Support • Automatic Call Distribution • Endpoint Mgmt/ • Computer Co-Location
• Grant Application and • Calendar Device Support • Data Archive
Management • Digital Signage • Equipment • Data Center
• IT Management • Document Management Circulation or Rental • Database Hosting/
• Line of Business • Email • Equipment Repair Management
Application • Email Lists • Printing Services • File Share
• Point of Sale • Emergency Notification • Remote Access • Network
• Purchasing Services • Event Scheduling/Mgmt Management
• Graphic Design • Server and
• Knowledge Base Infrastructure
• Media Production Management
• Portal • Ticketing
• Resource Scheduling • URL Shortening
• Survey • Version Control
• Teleconferencing • VM Hosting/
• Telephony Management
• Television • Website Hosting
• Video Capture
• Website Content
Development/Maint
• Website Design 33
Generic Service Categories
IT Professional Teaching and
Services Research Security
Learning
• Application • Computation Server • Access Management • Accreditation
Design/Development • Electronic Lab • Directory Services Support
• Application Notebooks • Identity Management • Classroom Support
Maint/Support • Lab Instrument Data • Incident Response • Computer Lab
• Application Collection & Support • Restricted Data • Course Scheduling
Monitoring/Mgmt • Parallel Computing Environment • Degree Audit
• Business Analysis Cluster - Loosely • Security - Monitoring • Instructional Design
• Cloud Service Coupled • Security - Restricted • LMS System
Brokering • Parallel Computing Data Compliance • LMS Support
• Consulting and Cluster - Tightly • Security Consulting • Student Admissions
Advising Coupled • Student Advising
• Data Analysis & • Specialized Need • Student Data Service
Visualization Software • TA Management
• Domain Consulting • Test Administration
• Help Desk • Training
• Project Management
• Service/Project
Portfolio Mgmt
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IT Project Proposal Examples
An IT Project Proposal is…
• New IT service for campus operational needs
o Implementing a new CRM System
• Significantly changing or replacing an existing IT Service
o Replacing Outside Activities Reporting
• Business process change initiatives that require IT changes
• Creating a new computer lab for a department
• Developing a new data warehouse
• Creating or moving an existing data center
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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
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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)
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IT Resources for Consultation
• UW Data Governance (when new data content is created or stored)
• https://data.wisc.edu/accessing-data/
• Cybersecurity Governance, Risk Management and Compliance team
• [email protected]
• DoIT Middleware Systems Technology team
• Email list: [email protected]
• Web page for UW-Madison services/policies: https://it.wisc.edu/services/iam/
• Web page for UW-System services/policies:
https://www.wisconsin.edu/systemwide-it/iam-integration/
• Campus or Unit Purchasing Services
• See Campus Purchasing Services
• Enterprise and IT Architects (for larger or strategic initiatives)
• Enterprise Architects: https://it.wisc.edu/about/division-of-information-
technology/doit-departments/enterprise-internet-services-eis/
• Cloud Architect: Center or Excellence, Office of the CIO
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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 https://go.wisc.edu/itprojects
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UW IT Project Intake Process Overview
IT Center of Excellence, Office of the CIO
Email:
[email protected] Phone: (608) 263-7318
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