IT Project Tracking and Prioritization - Kickoff

September 10th, 2008

Prioritization Project -- The Way ForwardMargaret DischlerPhoenix United Associates, Inc.

04/10/23

Prioritization ProjectOverview

Problem Statement Project Process Overview Interview Summary Brief Systems Demo Next Steps Final Examination

Problem Statement

At Phoenix and subsidiaries, there is not a consistent process or

tool in place to prioritize initiatives/projects that will

maximize the value of IT to the business.

Most Popular Interview Results Question 1: Definitions

Project Application Incident Initiative **

Most were fairly consistent.

Most Popular Interview Results Question 2: Current Tools

MS Project MS Office Standardized Forms MS Excel Templates

Each group uses a tool tailored to their needs.

Most Popular Interview Results Question 3: Impact of Inaccurate/Untimely Reports

Not Meeting Customer Needs Too Much Work, Not Enough

Resources Project Overrun Late Delivery Inability to Effectively

Manage Projects

Most Popular Interview Results Question 4: Benefits of Accurate Information

Clear Communication Clarifies Priorities Effective IT Management Clear Strategic Use of

Information for Marketing & Sales departments

Happy Customers & Enhanced Perception of IT

Most Popular Interview Results Question 5: Function/Process Your Group Should Manage

All Technical Functions That Impacts Deliverables

Capturing Business Rules & Decision Points

Facilitate Prioritization with Business

Most Popular Interview Results Question 6: Function/Process Your Group Should NOT Manage

Prioritization Process Large Projects Operations Steering

Committee

… unless you are asked.

Most Popular Interview Results Question 7: Addition Project Information for Enhancement

Standardize Document Storage System (Centralized)

On-going Mgt. Presentation Status

Alignment with Business Strategy

New Tracking Tool Better Communication

Most Popular Interview Results Question 8: Perceptions of VP’s Needs

Priority Setting Process Project Cost Project Overview Time Reporting by

Project Project Status

Common Fear: If you don’t match 100% to projections, prepare resume because your time is limited.

Most Popular Interview Results Question 9: Issues Around Project Tracking System

Administrative Overhead -- KEEP IT SIMPLE

Level of Detail Project Level Information Interactive Dependency

Among Systems Prioritization Based on

Business Need

Most Popular Interview Results Question 10: Obstacles (Opportunities) to Overcome

Staff Buy-in Compliance Prioritization Setting Process Time Reporting

Most Popular Interview Results Question 11: Improve Chances of Success

Upper Level Communication Keep System Simple Senior Level Buy In Show Benefits (all levels) System Results (Peer Pressure) Training

Primary Problems Tracking Tool Will Need to Initially Address

Must Be Easy to Use Must Provide High Level Project Information (

ie Cost, Status, Overview) Timely Project Information Impact/Dependencies on Other Systems Historical Data Cost Benefit Analysis

Sample Systems on the Market

When watching this video “primer”, keep in mind that we have not yet developed our top requirements or specifications.

Where Do We Go Now ? (Next Steps)Recommendations

Develop a Standard Process for All of Phoenix & Subsidiaries (any shared IT functions)

Establish IT Steering Committee Establish Business Steering Committee Implement A Basic Tracking System

Q&A