Information Technology Services Project Request Procedure September Table of Contents by rakewon

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									Information Technology Services
   Project Request Procedure

        September 25, 2008




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Table of Contents
OVERVIEW .................................................................................................................................................................. 3
  Purpose ...................................................................................................................................................................... 3
    Project Request Review ............................................................................................................................................ 3
    ITS Project Request................................................................................................................................................... 3
    ITS Committees ........................................................................................................................................................ 4
ROLES AND RESPONSIBILITIES ............................................................................................................................. 4
  Chief Technology Officer ......................................................................................................................................... 4
    ITS Management Team ............................................................................................................................................. 4
    ITS Services Coordinators ........................................................................................................................................ 5
    Project Sponsor ......................................................................................................................................................... 5
    ITS Steering Committee ............................................................................................................................................ 5
    ITS Oversight /Initiatives Committee Members ....................................................................................................... 6
    ITS Oversight / Initiatives Committee Chair............................................................................................................. 6
    Subject Matter Experts .............................................................................................................................................. 7
PROJECT REQUEST REVIEW PROCESS OVERVIEW........................................................................................... 7
  Define Project Request .............................................................................................................................................. 7
    Review Project Request ............................................................................................................................................ 8
    Prioritize Project Request .......................................................................................................................................... 8
    Publish ITS Project Portfolio .................................................................................................................................... 8
    ITS Budget Process ................................................................................................................................................... 8
    Conceptual Process Diagram..................................................................................................................................... 8
PROJECT REQUEST REVIEW PROCESS DETAIL ................................................................................................. 9
  Project Request.......................................................................................................................................................... 9
    Project Evaluation ..................................................................................................................................................... 9
    Project Documentation .............................................................................................................................................. 9
    Project Prioritization ............................................................................................................................................... 10
    Project Portfolio ...................................................................................................................................................... 10
    Budget Process ........................................................................................................................................................ 11
    Project Portfolio Update .......................................................................................................................................... 11
    ITS Project Management Processes ........................................................................................................................ 11
    Review Process Diagram ........................................................................................................................................ 12
CONCLUSION ........................................................................................................................................................... 12
  Summary ................................................................................................................................................................. 12
FIGURE 1A - PROJECT REQUEST REVIEW CONCEPT ...................................................................................... 13
FIGURE 2A - PROJECT REQUEST REVIEW PROCESS ....................................................................................... 14
FORM 3A - ITS PROJECT REQUEST FORM .......................................................................................................... 15 



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PROJECT REQUEST REVIEW PROCESS


OVERVIEW


Purpose

                         To Establish a process to evaluate the impacts of applying
                         technology that extend, expand, or improve the services
                         available to City of Lee’s Summit employees, residents,
                         businesses, civic groups, or other interested parties.


Project Request Review

                         The Project Request Review Process addresses the need
                         for the City to review and prioritize appropriate project
                         requests for implementation. The process offers a
                         consistent framework for the City to develop, evaluate and
                         track project requests. The review process is a method of
                         identifying technical and organizational impacts related to
                         technology. This process will not deal with detailed
                         project design, engineering, coding or implementation
                         specifications handled by the ITS project management
                         processes.


ITS Project Request

                         ITS Project requests are defined as those projects that
                         utilize computerization concepts and related technology.
                         Project requests that can involve information or financial
                         transactions. Project requests that may introduce new or
                         changed business processes. Projects subject to review
                         include initiatives requiring Information Technology
                         Services (ITS) resources or City technology infrastructure.
                         These include unscheduled ITS Project Request. Projects
                         that can impact City technology systems or network.
                         Projects requiring significant scope changes or increased
                         funding must undergo this review process to proceed.
                         Questions regarding whether a project needs to go through
                         the review process should be directed to the Chief
                         Technology Officer (CTO).


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ITS Committees

                           This process will be used to develop and advance ITS
                           Project Requests with assistance of the City ITS
                           Committees. ITS planning and budgeting process works
                           closely with the Committees to facilitate the submission,
                           approval, prioritization and inclusion in the ITS Project
                           Portfolio.



ROLES AND RESPONSIBILITIES


Chief Technology Officer

                              •   Coordinates and oversees the entire review
                                  process.
                              •    CTO will determine if the project can be
                                  accomplished within the proposed timeframe and
                                  within budget or will impact other projects.
                              •   Reviews projects with the ITS Management Team
                                  to insure all aspects of the project are addressed.
                              •   Reviews Project Requests with the ITS Steering
                                  Committee to facilitate prioritization.
                              •   Reviews and posts the Project Portfolio and
                                  approved Project Calendar. The CTO ensures the
                                  published information is current and accurate.


ITS Management Team

                           ITS Management Team is responsible for providing the
                           CTO with the necessary support for the review process.
                           The ITS Management Team is made up of ITS Managers
                           and Supervisors.
                               • Provide adequate representation on the
                                  Committees, a minimum of one ITS Management
                                  Member per committee is required.
                               • Creates summary minutes at committee meetings.
                                  Routes to Chair for approval and sends to CTO
                                  and ITS Admin Assistant for distribution.
                               • Provide information regarding resource capacity,

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                                  commitments and technology related information.
                                • Provide support as needed to ensure success of the
                                  review process, primarily through oversight of
                                  ITS staff in completing the required documents.

ITS Services Coordinators

                            The ITS Services Coordinators are the main contact point
                            for City staff making project requests (requestors and
                            sponsors). The role of the Services Coordinator in the
                            process is to work closely with the Project Sponsor, ITS
                            Staff and Subject Matter Experts to build the overall
                            business case for the Project Request. They will provide
                            Project Sponsors with assistance when needed to guide a
                            project through the process.

Project Sponsor

                            The Project Sponsor is the individual from the Department
                            authorizing the project submittal for consideration.
                                • Work with staff within their Department to
                                   confirm the project request, complete the request
                                   form and obtain departmental approval.
                                • Work with ITS (Services Coordinators) to discuss
                                   the project prior to submitting a formal request.
                                • Work with ITS (Services Coordinators) to build
                                   the business case for their project and submit a
                                   formal request.
                                • They are responsible for making sure department
                                   personnel are available as required for project
                                   related work.
                                • They will champion the project to completion and
                                   have the authority to approve change requests.


ITS Steering Committee

                            The ITS Steering Committee reviews and prioritizes
                            significant project requests with the CTO and Sponsor.
                            The prioritized projects are used to develop the ITS
                            Project Portfolio. The ITS Project Portfolio is presented
                            to the Management Team for utilization in the City budget
                            process. The ITS Steering Committee is comprised of
                            various department heads, managers and staff from the
                            City.
                                • Reviews current and new project lists and makes
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                                   final prioritization ITS Project Portfolio
                                   recommendations.
                               •   Creates sub committees and defines structure as
                                   needed.
                               •   Reviews agendas and minutes from the ITS
                                   Steering Committee, IT Oversight Committees and
                                   IT Initiatives Committees and informs Department
                                   Director and Department personnel of relevant
                                   information.
                               •   Represents their departments’ interests in ITS
                                   Steering Committee discussions.


ITS Oversight /Initiatives Committee Members

                            The ITS Oversight Committees are organized to align with
                            specific lines of business related to City Technology.
                            These Committees aid in the review and prioritization
                            project requests. This is a standing committee.

                            The ITS Initiatives Sub-Committees are organized to align
                            with new significant technology endeavors. These Sub-
                            Committees aid in guiding the technology initiative.
                            These committees exist as long as needed and are
                            dismissed.

                            These committees are comprised of individuals from
                            departments and ITS having vested interests in the line of
                            business area. The chair and members are recommended
                            by the CTO and approved by the ITS Steering Committee.
                                • Attend meetings for the committee and hear
                                   requests.
                                • Prioritize requests based upon knowledge of
                                   department operations and business case needs
                                   presented by the requesting party.
                                • Disseminate updates regarding agenda and
                                   decisions to relevant parties within their
                                   department.


ITS Oversight / Initiatives Committee Chair

                            The ITS Oversight Committees are chaired by members of
                            the ITS Steering Committee.
                                • Create/Manage meeting agenda document.
                                • Coordinate agenda with ITS Management Team
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                                rep for the committee.
                            •   Finalize agenda and distribute prior to meeting.
                            •   Coordinate attendance/invitations (invite others
                                who have items but may not be on the committee)
                            •   Run the meeting – ensuring the dialogue follows
                                the agenda, time is managed, issues are tracked
                                and noted and decisions are clarified.
                            •   Reviews meeting minutes prior to distribution for
                                accuracy.
                            •   Represents decisions and issues on behalf of
                                committee to the ITS steering committee.


Subject Matter Experts

                         The Subject Matter Experts assist the ITS Business
                         Analyst and Project Sponsors in the development of a
                         Project Request. They assist in the development of
                         business, functional and technical requirements for the
                         project request. These experts may be requested to review
                         project requests for clarity and completeness prior to
                         projects being forwarded to the CTO for assessment.

                         May include ITS staff and external vendors. They play a
                         large role in the technical and infrastructure aspects of
                         projects and project definition.




PROJECT REQUEST REVIEW PROCESS OVERVIEW


Define Project Request

                         A department identifies a business need or problem that
                         may have a technical solution. ITS evaluates and
                         categorizes the project request into three project categories
                         of large, small and deferred. The projects that have not
                         been deferred will require more detailed documentation.




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Review Project Request

                             The project requests will be reviewed by the ITS
                             Oversight Committee. This review will primarily serve as
                             the introduction of the project and opportunity for the
                             Project Sponsor to present their business case.


Prioritize Project Request

                             The projects will be prioritized by the ITS Oversight
                             Committee first. These priorities are then reviewed as a
                             whole by the ITS Steering Committee to establish final
                             priorities.


Publish ITS Project Portfolio

                             The prioritized projects are then placed into the ITS
                             Project Portfolio. The Project Portfolio is adjusted to
                             reflect anticipated resource constraints, dependencies,
                             timelines, risks and other important factors. The resulting
                             Project Portfolio is shared with the ITS Oversight
                             Committee and ITS Steering Committee.


ITS Budget Process

                             The published ITS Project Portfolio would be utilized to
                             aid in the discussions and decisions made during the City
                             ITS Budget Process.


Conceptual Process Diagram

                             The project request review concept is documented in a
                             simplified process diagram. See Figure 1A.




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PROJECT REQUEST REVIEW PROCESS DETAIL


Project Request

                        1.1 Statement of Business Case and Problem
                                A department identifies a business need or
                        problem that may have a technical solution. The Project
                        Sponsor completes and submits a Project Request to ITS.
                        The project request should explain the current situation,
                        problem or opportunity. The project request should
                        identify the improvement or outcome desired. See Form
                        3A in the back of this document for the ITS Project
                        Request Form.


Project Evaluation

                        2.1 Project Evaluation
                                The appropriate ITS Oversight Committee
                        evaluates and categorizes the project request into two
                        project categories. 1) Projects that are recommended for
                        prioritization and further efforts. 2) Projects that are
                        deferred based on evaluation criteria. Projects are
                        deferred due to dependencies that make the project not
                        feasible at the time because of organizational or technical
                        limitations.

                        2.2 Steering Committee Review of Deferred Projects
                               The deferred project is presented to the ITS
                        Steering Committee only if the ITS Oversight Committee
                        has recommended to defer a project. Only then would the
                        Steering Committee need to make a final determination as
                        to whether a project should be deferred.


Project Documentation

                        3.1 Project Review
                               ITS Management reviews recommended project
                        requests for completeness. The recommended projects are
                        evaluated for common needs and technical solutions. ITS
                        Management determines if several projects should be
                        grouped together to better meet the needs of the
                        organization with a common technical solution.

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                         3.2 Further Documentation of Projects
                                 Projects require more detailed documentation to
                         better serve the rest of the process. This will be performed
                         by the Business Analyst with assistance from the Project
                         Sponsor and Subject Matter Experts. Defining the
                         deliverables to further establish the extent of scope.
                         Identify the resources required to complete the project.
                         Identify possible funding sources to pay for project costs.
                         Establish the approximate timeframe of the project. These
                         projects will need an assessment of risks and identification
                         of dependencies. Further investment into establishing the
                         business need and project goals may be required.


Project Prioritization

                         4.1 Review of Projects
                                 Projects are reviewed by the ITS Oversight
                         Committee. This review serves as the introduction of the
                         project and opportunity for the Project Sponsor to present
                         their business case. The review is the opportunity for
                         questions and clarification of the project.

                         4.2 Steering Committee Prioritization
                                 The ITS Steering Committee reviews the priorities
                         from the ITS Oversight Committees. Comparing these
                         new prioritized projects with the existing Project Portfolio
                         to establish new recommended project priorities.


Project Portfolio

                         5.1 Update Project Portfolio
                                 The new prioritize list of projects from the
                         Steering Committee is utilized to update the ITS Project
                         Portfolio. The Project Portfolio is adjusted to reflect
                         resource constraints, dependencies, timelines, risks and
                         other important factors. The resulting Project Portfolio is
                         the result of a complicated balance between priorities and
                         resource availability.

                         5.2 Steering Committee Project Portfolio Review
                                The updated Project Portfolio and Oversight
                         Committee comments are presented to the Steering
                         Committee by the CTO. The CTO would present a

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                           narrative report on the projects. The Steering Committee
                           will have the opportunity to ask question and provide
                           comments regarding the Project Portfolio. The ITS
                           Management will be looking for recommendation from
                           Steering Committee.


Budget Process

                           6.1 Utilize Project Portfolio in Budget Process
                                   The published ITS Project Portfolio would be
                           utilized to aid in the discussions and decisions made
                           during the City ITS Budget Process. The CTO would
                           present the Project Portfolio and recommendations to the
                           City Management Team. The Management Team would
                           be looked to for adoption of the Project Portfolio as part of
                           the annual budget.


Project Portfolio Update

                           7.1 Project Portfolio Update
                                   The published ITS Project Portfolio would be
                           presented to the ITS Oversight Committees. This serves
                           as an update for the Oversight Committees regarding the
                           final outcome of the project portfolio. Gives the
                           Committees the opportunity to see the final priority and
                           approximate timelines of all project requests.


ITS Project Management Processes

                           Project Management
                                   The ITS project management processes would be
                           utilized to accomplish the projects as they move through
                           the project queue. These standard processes ensure
                           consistency on all ITS projects and increases the rate of
                           success for these projects.




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Review Process Diagram

                         The ITS Project Request Review Process is documented
                         in a detailed process diagram. See Figure 2A.



CONCLUSION


Summary

                         The ITS Project Request Review Process is intended to
                         provide guidance for the evolution of technology at the
                         City. The demand for projects to solve business problems
                         quickly overextends available resources. Projects
                         typically establish new services that become part of the
                         ongoing operations. The expansion of customers and
                         services place even more demand on resources. The
                         process of organizing and prioritizing projects cultivates
                         customer expectations and ongoing support. The process
                         provides focus to ensure resources are dedicated to the
                         needs of ITS customers. This process is crucial to the
                         integrity of the technical environment.




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FIGURE 1A - PROJECT REQUEST REVIEW CONCEPT




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FIGURE 2A - PROJECT REQUEST REVIEW PROCESS




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FORM 3A - ITS PROJECT REQUEST FORM




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