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CAUDIT Tour – Visit to QUT 27 July 2010

CAUDIT Tour – Visit to QUT 27 July 2010. Welcome. Agenda. 10.00 – 10.30 Guests arrive at Old Government House, QUT Welcome and morning tea IT Governance at QUT Project Management at QUT Taking stock in 2009 12.00 – 1.00pm Lunch Future Directions

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CAUDIT Tour – Visit to QUT 27 July 2010

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  1. CAUDIT Tour – Visit to QUT27 July 2010 Welcome

  2. Agenda 10.00 – 10.30 Guests arrive at Old Government House, QUT Welcome and morning tea IT Governance at QUT Project Management at QUT Taking stock in 2009 12.00 – 1.00pm Lunch Future Directions Panel Discussion with Q&A: Project Managers, Support and Maintenance Activity Managers, Governance Stakeholders and the Project Portfolio Office 2.30 – 3.00pm Closing and afternoon tea

  3. CAUDIT Tour - Visit to QUT27 July 2010 Judy Stokker IT Governance - QUT

  4. IT Governance at QUT

  5. IT Governance Committee Terms of Reference • Top layer of IT Governance • Decision making body • 6 meetings pa • Reviews 10-20 projects pa • Manages the AMP IT • IT Strategic plan – standing item • Presentations on major projects

  6. Asset Management Plan (IT) • A component of the University’s AMP - major capital expenditure • Approx $22m • Contract maintenance/Support and maintenance (SAMA) and new projects

  7. IT Governance Committee Terms of Reference Membership • 1 x Executive Dean • 2 x Faculty/Institute Managers • 1 x Researcher from the university professoriate • 1 x external member (Gartner Rep) • Several ex officio members (Dirs of ITS, Library, Corporate Finance etc)

  8. Resources and Projects Subcommittee (RAPS)Terms of Reference • Considers and recommends funding for projects and support and maintenance activities (SaMA) as submitted through the Project Portfolio Office • Monitors and advises the ITGC on the QUT Corporate Systems Registry in conjunction with the Infrastructure Advisory Group.

  9. Information Management Advisory Group (IMAG)Terms of Reference • Information Architecture • The Web and Web Governance Framework • Access and retrieval - metadata, search developments and their application • User-centred information design • Retention and reuse of information • Governance and integrity of information

  10. Infrastructure Advisory Group (IAG)Terms of Reference • Data network and external connections; and telephony; • Data centres: facilities, data storage; • distributed server facilities; • Non-specialised student IT infrastructure: PC laboratory infrastructure and common storage facilities; • Recommends AMP(IT) infrastructure investment via the Systems and Projects Advisory Group; • Maintain the infrastructure architecture documentation including technology roadmaps

  11. Innovation Advisory GroupTerms of Reference • Develop and maintain an Innovation Framework that provides a guide to innovative and experimental projects and activities. • Make recommendations on mechanisms for collecting and publishing innovation projects and activities to continually improve the visibility of such activities. • Build and foster a culture that encourages and supports innovation. • Consider and recommend innovation that should be developed further for the benefit of QUT and the means of that development.

  12. Service Delivery Advisory GroupTerms of Reference • Providing a conduit for client feedback on the alignment of IT service delivery and the strategic objectives • Defining IT service delivery and regularly reviewing performance levels and identifying areas of concern; • Making recommendations on programs of work necessary for the continuous improvement of IT service delivery across QUT.

  13. Comments • Communication and university engagement • Governance needs to be reviewed • Strong project management is critical • Transparency brings trust

  14. Questions

  15. CAUDIT Tour – Visit to QUT27 July 2010 PM @ QUT Warren Fraser

  16. QUT’s Project Management Framework • V 1 : 14 March 2003; V 4.3 : December 2008 • Set of connected document templates & overarching PMF Guide document • Distinctive Features and Principles: • Standards based (PMBOK); • Light-weight.

  17. Project Management Practice (1) • Continuous improvement – evolving & sustainable; • Wide scope of application; • Strong senior support; • Training: • Internal ½ day and 1 day training courses; • Project Management Cert IV & Diplomas.

  18. Project Management Practice (2) • Community of Practice Workshops. • External Community Use. • Ongoing focus on Benefits Realisation – poor budget feedback loop. • Embedded in central IT funding (AMP(IT)) mechanics. • Project Registry linkage.

  19. CAUDIT Tour – Visit to QUT27 July 2010 Taking stock in 2009 Wendy Jones

  20. Five years on, it what kind of shape were we in?

  21. We applied some tests....... • AMP IT Program Review • Evaluation of training • PM community consultation (PMF5) • A hard look at portfolio reporting • OPM3 assessment (external) • PMIS feasibility study • Consideration of benefits harvesting

  22. The results....... Project and portfolio management at QUT were in pretty good shape, however we could move to the next level in a number of areas - • Prioritisation processes (supply vs demand) • Portfolio performance management (PMIS?) • Capability building (including PM career path) • Sharing best practice (repository?) • Benefits realisation

  23. CAUDIT Tour – Visit to QUT Future Directions Richard Bright

  24. AMP IT Expenditure Review 2008-2009 AIM is to assess: • the impact of increasing demand for IT services across the University • The relative application of AMP IT funds across different parts of QUT • The proportion of funds allocated to projects v. support and maintenance activities.

  25. AMP IT Expenditure Review 2008-2009 cont’d… Recommendations (Include, but are not limited to): • Adoption of a Project Ranking Methodology • Replacement of current funding eligibility guidelines with established selection criteria focusing on the delivery of business value, risk management and the quality of project planning • Implementation of a disciplined approach to defining and realising project benefits and return on investment • Development of funding eligibility guidelines for Support and Maintenance Activities (SaMA) • Implementation of Portfolio Management software.

  26. OPM3 Review AIM • Measure the degree of QUT’s maturity in organisational project management across three domains – Project, Program and Portfolio. • Focus is on AMP IT funded projects.

  27. OPM3 Review cont’d… Recommendations: • Support of projects, programs and portfolios in AMP IT funded activities (PMIS) • Realisation of Benefits – whole life of project • Career support and competency improvement for Project Managers • Strategic selection and alignment of projects.

  28. Project Management Software Feasibility Study AIM • Elicit QUT’s requirements for a PMIS system • Engage with other universities for trends with PMIS software • Initial contact with selected vendors.

  29. Project Management Software Feasibility Study cont’d… Outcomes • A draft Request For Information (RFI) document has been completed ready for approval to go to tender. • Request for approval and funding yet to be realised.

  30. Questions

  31. CAUDIT Tour – Visit to QUT27 July 2010 Panel Discussion

  32. Wayne McCullough Information Architect Division of Finance & Resource Planning

  33. 3 Things that work for me..... • A strong set of templates which are well used and mature in their approach • A clear and open project recommendation and approval process – enhanced this year by our new project prioritisation matrix. • A vibrant QUT community which understands, accepts and supports the PMF Wayne McCullough Information Architect Division of Finance & Resource Planning

  34. Kathy Hessling Corporate Systems ManagerEnterprise Information Services

  35. Kathy HesslingCorporate Systems Manager Enterprise Information Services

  36. Kathy HesslingCorporate Systems Manager Enterprise Information Services

  37. Robyn Kathy HesslingCorporate Systems Manager Enterprise Information Services Richard Julie

  38. Kathy HesslingCorporate Systems Manager Enterprise Information Services

  39. Funding and resources (very slim) Kathy HesslingCorporate Systems Manager Enterprise Information Services IT Governance (the big heavy) Steering Committees and senior support (a bit relaxed)

  40. Kathy HesslingCorporate Systems Manager Enterprise Information Services

  41. 3 Things that work for me..... Kathy HesslingCorporate Systems Manager Enterprise Information Services The PMF and PPO support Learning and Development team Steering Committees and senior staff support

  42. Tony SmithProject ManagerITS

  43. 3 Things that work for me..... Have the right people on the steering committee. See the value – see the goals – join the dots. Keep the scope realistic and funding appropriate. Templates. Information available from prior projects. Tony SmithProject Manager ITS

  44. Tony SmithProject Manager ITS

  45. Tony SmithProject Manager ITS

  46. Dianne NilssonService Manager TILS

  47. 1 - Support for PMs • 2 - Templates and examples • 3 - Staff

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