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FY14-FY22 IT Roadmap – Update
Budget and Investment Committee
October 8, 2013
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Since August 13th Meeting
• Total IT Roadmap estimated costs (capital and operating): $186.1 million
• Balanced overall IT Roadmap for FY14-FY22– FY14 and FY15 in balance
– Balances and deficits exist in years FY16-22
– Will address gaps through annual planning process
• Validated recharge and unit contributions for associated projects
• Drafted roles for managing the implementation of the IT Roadmap
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Funding Sources: Capital Expense FY14-22
Total =$112.8 million
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Funding Sources: Operating Expense FY14-22
Total = $73.3 million
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FY14 and FY15 Projects: Capital Expense
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FY14 and FY15 Projects: Operating Expense
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Managing the IT Roadmap
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Managing Implementation
• All projects have a Project Manager, Executive sponsor and sponsor from IT Governance sub-committee.– Executive business sponsor for each major project is
accountable for achieving the business return.
– Additional sponsor from the related sub-committee is on the project steering committee and held accountable for project success.
• Large-scale projects will also have a Steering Committee.
• Project Sponsor and Project Manager report out to the related sub-committee.
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Proposed Roles for Managing Implementation of IT RoadmapCommittee Role
Project Manager and Project Sponsor
• Develop operating budget for new technology. Part of the project plan must be a glide path to funding ongoing operations. This includes:
• Business outcomes / financial outcomes fund the ongoing operational costs.
• Allocation via a rate structure• Absorb into existing cost basis• Secure ongoing funds from the Core plan (least
likely).• Review project approach and budget with IT
Governance Subcommittee;• Once approved, provide quarterly project updates to IT
Governance Subcommittee;• Develop, manage, and execute project plan, budget,
resources, milestones, etc;• Identify project issues, concerns, etc;• Accountable for project success and realizing project
benefits/return.
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Proposed Roles for Managing Implementation of IT RoadmapCommittee Role
IT GovernanceSub- Committees
• Provide quarterly status reports to ITG Steering Committee on domain-specific projects;
• Oversee domain-specific technology investments, approval, and prioritization of major project proposals;
• Review domain-specific project approach and budget;
• Assist with project issue resolution;
• Review all off-sequence project proposals meeting following criteria: Requires investment over $100,000 (hardware, software and
labor) and/or impacting multiple departments; Requires integration with one of more technology applications
(research, education, clinical and/or business); Impacts underlying information architecture and/or requires
change in architecture; Requires change in IT policy; Requires change in overall workflow and/or business process
flow; Requires development of new IT skill set in ITS.
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Proposed Roles for Managing Implementation of IT Roadmap
Committee Role
Steering Committee • Able to approve reallocation of funds between projects up to $250K if within 2 year overall IT Roadmap forecast.
• Approve material changes in scope or schedule (up or down) as proposed by Sub-Committee.
• Report to B&I Committee twice annually for overall status of projects and budget.
• Report to B&I Committee if 2 year IT Roadmap financial forecast is > $500K out of budget.
• Provide strategic direction and guidelines to the subcommittees;
• Manage overall IT Roadmap portfolio and understand the interdependence/impact of the portfolio of projects;
• Make priority decisions across Research/Education/Business/Patient Care in terms of priority;
• Resolve issues or conflicts across domains.• Review and approve all capital (and operating) IT budgets
for a rolling two-year period.
Budget and Investment
Approve overall IT portfolio spend and for two years.