IT Project Governance

IT Project Governance

IT Project Governance

Chris Cruz, Deputy Agency Information Officer

IT Project Governance Agenda

Key Challenges in Today's Organizations

Areas of Focus for Project Governance

PMO Governance

PMO Governance Tool


Q & A

Contact Information

May 14, 2009 2

K Key Challenges Ch ll in i Today's T d ' Organizations

O i ti

Providing executive staff with project health & resource

requirements i t

Understanding the impact of new projects on the existing

project queue

Providing improved resource allocation management

Collaboration and communication across and within project


Addressing the organizational change that is required to meet

the vision of moving to the next level of project management

Answering g “What’s in it for me?” for the project p j managers g and

team members who will be providing the data points to

enable the solution

Are you doing the right things to feed your organizational strategy?

May 14, 2009 3

Areas of Focus for IT Project Governance

Strategic Alignment

Value Delivery

Resource Management

Risk Mitigation

Performance Measurement

ABC: An Introduction to Governance, May 22, 2007

May 14, 2009 4

Define Project Governance

Governance is a subset of IT Governance.

Project Governance is the rules and regulations under which an IT

project functions. As with IT Governance, it covers the mechanisms

put in place to ensure compliance with those standards.

May 14, 2009 5

CComponents t of f IT PProject j t GGovernance

Senior Management Support (Projects Management Office for

EExecutive ti SSponsorship) hi )

Define roles and responsibilities:

Project Sponsor

Project Managers

• Resource Managers

Project Team Members

• Stakeholders

Define rules of engagement that support

• Tasks Budget Documents

• Milestones Roles

• Risks Issues

May 14, 2009 6

K Key IT PProject j t DDrivers i & QQuestions ti

Key Drivers

Heavy demands on a limited staff

Projects competing for limited dollars

Demand for quantifiable performance measures and for quality

service delivery

Project continuity through funding cycles

Key Questions

What is the best value for selected investments? How do you

measure the value?

How do you ensure that investments are strategically aligned with

bbusiness siness objecti objectives? es? Strategic Priority? Priorit ? Fit?

How do you realign investments in response to changing external

and internal conditions, new processes and business enablers?

How do you make Go/No Go decisions on projects?

How do you determine future/replacement investments?

May 14, 2009 7

Key Project Governance:

Warning Signs to Failure

Ambiguous or diffused project ownership

Stakeholder complexity

Conflicts of Interest

Requirement Inconsistencies (Among Stakeholders)

May 14, 2009 8

CDFA Placement Pl t of f PPrMO MOOOrganization i ti



- -

5 3

16 16





- -

1 1



# Positions Needed # Positions After Redirection



1 0

1 1

5 3

4 4

8 7

May 14, 2009 9







CDFA IT Project Governance Portfolio

Approval Process

1 2 3

Business area develops IT

project concept statement

with ITS Account Manager

and submits to Division

Director for approval

Division level approves

concept statement statement, AIO/DAIO places project

based on Governance on Governance Council

Council guidelines,


submits to AIO/DAIO

4 5 6

Governance Council reviews

project statement, may solicit Project statement

additional information from forwarded to executive

business group or Advisory

level for approval


Upon approval, FSR

study team proceeds

with study, completes

FSR, ITPP and other

required documents

May 14, 2009 10

CDFA Project Governance Tools Portfolio and

Project Management

Portfolio Manager Module

Project Management Module

Financial Management Module

Knowledge Store Module

May 14, 2009 11

CDFA IT Governance Project Overview Portfolio Management Clarity

May 14, 2009 12

CDFA IT Portfolio P tf li Baseline B li RReport t

May 14, 2009 13

CDFA IT Portfolio P tf li Dashboard D hb d

May 14, 2009 14

CDFA IT PProject j t Dashboard D hb d

May 14, 2009 15

CDFA IT PProject j t Issues I and d Ri Risks k

May 14, 2009 16

CDFA Fi Financial i l MManagement t

May 14, 2009 17

CDFA KKnowledge l d Store St

May 14, 2009 18

CDFA IT PProject j t Dashboard D hb d

May 14, 2009 19

CDFA IT PProject j t Issues I and d Ri Risks k

May 14, 2009 20

Preventing Failure:

Removing Obstacles to Success

Diagnose g and measure the real obstacles to failure

Share knowledge and lessons learned to improve success rates

Embed innovation around IT project success in the


Evaluate your organizations collaboration capabilities

Be fearless and brave and do what’s right

May 14, 2009 21


Project Management Methodology

Project Lifecycle Documentation

May 14, 2009 22

Questions and Answers Session


May 14, 2009 23

Let’s Have Coffee

Chris Cruz, Deputy Agency Information Officer

• g

• (916) 651-1030

May 14, 2009 24

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