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Application Portfolio Management 2013 Training

Application Portfolio Management 2013 Training. Application Portfolio Management Training  Master Agenda. APM Theory Review APM Tool Review Login Procedure Basic Navigation Tab Overview New for 2013 Enter FY2012 Actual Costs Update Budget Cost tab

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Application Portfolio Management 2013 Training

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  1. Application Portfolio Management 2013 Training

  2. Application Portfolio Management Training Master Agenda • APM Theory Review • APM Tool Review • Login Procedure • Basic Navigation • Tab Overview • New for 2013 • Enter FY2012 Actual Costs • Update Budget Cost tab • Update/Verify Important Fields • New Life Safety Question • Verify Assessment Answers • Adding New Applications • Retire Applications

  3. Definition of Application • What is an Application? • An application may be defined as a computer system (potentially including multiple programs, modules, etc.) that is designed to accomplish operational tasks or functions that help a user perform his or her work. • For more detail – • www.epmo.scio.nc.gov/library/pdf/Application%20Definition%20Guidelines.pdf

  4. What is Application Portfolio Management (APM)? Definition APM is a combination of business/IT governance processes, portfolio management concepts, and best practices for asset life cycle management for assisting organizations to transition to and maintain a business responsive, technically current, and financially sustainable applications environment

  5. The Good, The Bad and The Ugly of Applications • Good • Foundation for the delivery of services and the performance of the state’s business functions • Support core business process and provide critical business information for day-to-day operations • Contain institutional knowledge, data, and business logic • Bad • Costly to change, maintain, and operate • Rigid and inflexible for meeting evolving business needs, scalability for additional users and transaction volumes, and interconnectivity for data exchanges and information sharing • Ugly • Unpredictable performance and unreliable operations • Risk of failure from staff retirements, expiration of vendor warranties, or phase-out of vendor support • No longer business-responsive, technically-supportable, cost-effective, or risk-acceptable

  6. Four-Step Management Process • Build and maintain inventory – Accurate, consistent, and comprehensive information, including financial, operational, business, and technical data; relations among them; linkage to business processes enabled by them; and connections to supporting infrastructure • Perform assessments and determine priorities – Performance (status/health) and value to the agency/state are determined from business, technical, operations, cost, and risk perspectives, and applications are classified by business value/ importance and urgency/severity of problems, resulting in scorecards for each application and portfolio as a whole that describe technical health/status, strategic fit with business and technical architectures, business suitability, financial viability, and risk acceptability

  7. Four-Step Management Process • Determine disposition or remediation strategies – Major considerations are agency business strategies, target business and technical architectures, service/operations management opportunities, costs, and risks – some options include eliminate or consolidate with other applications, replace with custom code or COTS/GOTS packages, enhance, modernize (re-host or re-platform), or leave as is for awhile • Develop comprehensive plan, business cases, and funding requests – Develop an applications management strategy that explains the management approach and timing for each application and the portfolio as a whole, including description of analyses, rationale of the plan, and justification for proposed modernization and replacement projects

  8. Key Questions for Managing ApplicationsAPM Can Answer • What applications are in the portfolio? • What is the condition or health/status of them individually and the portfolio as a whole? • Should something be done, and if so: • What actions should be taken, • When should they be accomplished, • What are the reasons for doing them, and • What is to be gained by doing them or lost by not doing them?

  9. Identify expansion budget requests for: Long (biennial budget) session of General Assembly Short (2nd year of biennial budget) session of General Assembly Assist in the preparation of annual DR/BCPs (COOPs) Assist in the preparation of biennial agency IT plans Identify funding needs from other sources, such as federal funds Assist in making decisions for or documenting changes in applications due to: New implementation projects Additions, renovations, or upgrades to technical infrastructure Renovations/modernizations to applications Provide answers to ad hoc questions APM is an Ongoing, Sustained Process – Not Just a One-Time Project Examples of How APM Information Will be Used by Agencies

  10. Application Portfolio Management Introduction Agenda • Application Portfolio Management • Login Procedure • Basic Navigation • Tab Overview

  11. 3. Enter your User name, and press Tab 4. Enter your User password, press Enter or click Login Application Portfolio Management Introduction Login Procedure 1. Insert URL https://www.ppm.state.nc.us into browser window 2. Press Enter User name: User password: UMT Portfolio ManagerTM is not fully supported using Netscape. You must use Internet Explorer as your browser

  12. Application Portfolio Management Introduction Agenda • Application Portfolio Management • Login Procedure • Basic Navigation • Scorecard View • View, Edit and Add Applications • Tab Overview

  13. Application Portfolio Management IntroductionShow Applications • To Change View, click on Triangle

  14. The columns you see on your initial screen are the default Scorecard, you can change them. Application Portfolio Management Introduction Change Display Entities to show Applications. Organizations & applications are listed in the left hand column

  15. Organization Click “+” to expand organization. Click “-” to collapse organization. Application Open padlock (click to check out) Application Portfolio Management Introduction Icons

  16. To View (read only) or Edit an application: 1. Click on a blank area next to the name. The row will turn light beige. 2. Click on the View or Edit tabs at the bottom To create a new application (entity), just click on the Add tab at the bottom. Application Portfolio Management Introduction  View, Edit & Add

  17. To define the entity to be added: 1. Select the organization that will own the entity. Select a portfolio if appropriate. 2. Select the type of entity to be added (application). 3. Click ‘Add Entity’ This will open a blank Application Information tab Application Portfolio Management Introduction  View, Edit & Add

  18. Application Portfolio Management Introduction Agenda • Application Portfolio Management • Login Procedure • Basic Navigation • Tab Overview

  19. Application Portfolio Management Introduction Tab Overview - Available Application tabs • Applications information is gathered in 10 different tabs For Budgeting Applications: • Application Info tab • Budget Cost tab • Strategic Impact tab • Architectural Fit tab • Process Impact tab – (Not Currently Being Used) • Risk Assessment tab • Operational Performance tab • Documents Management tab • Additional Tabs For Tracking Applications: • Cost Tracking tab • Application Status tab – (Not Currently Being Used)

  20. Application Information Tab Overview • The Application Information page is divided in different sections • Application Information • Application Roadmap (*) • Ownership • Application Support • Disaster Recovery Planning • Architecture • Other (*) Application Roadmap will only appear after the application is added. Period determined automatically by Retirement Date. Application Roadmap – select value for each year the application is in production

  21. Application Info tab Text Attribute – Type value into field List Attribute – Select value from dropdown menu Date Attribute – Enter date or click icon and select from pop-up calendar Application Information Tab  Attributes This tab gathers the general information by application, together with an application roadmap (Transformation Decisions).

  22. Application Information Tab  Application Status Field The Application Status field determines the tabs available for editing/viewing and cost tab granularity.

  23. Application Information Tab  Application Status Field Impact • When the application status field is set to ‘Budgeting’, the following tabs are available: • Application Information • Budget Cost – editable, enter budget costs annually • Strategic Impact • Architectural Fit • Risk Assessment • Operational Performance • Process Impact • Documents Management • When the application status field is set to ‘Tracking’, the following changes take effect: • Budget Cost tab becomes read-only and switches to portfolio granularity (monthly) • Cost Tracking tab becomes available to enter application actuals and track forecast costs • Application Status tab becomes available

  24. Application Budget Cost Tab Uses • The Application Budget Cost Tab is used to: • Capture Application Budgeted Costs – baseline estimates of future costs • Capture Application Total Cost & Total Annual Cost with associated costs from supporting projects (Application Associations module) • Budget costs can be: • Edited annually while Application Status field is set to ‘Budgeting’ • Viewed monthly while Application Status field is set to ‘Tracking’ • Period to enter Application Budget Costs is set by: • Analysis Start Date • Estimated Lifespan

  25. Application Budget Cost Tab Access Budget Cost tab Click Budget Cost tab (available once an application is added). The Budget Cost tab is where you capture yearly budget information for your application.

  26. Application Budget Cost Tab Application Cost Centers and Cost Tree There are different levels at which the financial information can be entered. Data adds up from lower to higher levels. ALL BUDGET NUMBERS SHOULD BE ENTERED AT LEVEL 4

  27. Application Budget Cost Tab Enter Application Budget Costs Note: Budget Cost tab is NOT editable while an application is in Tracking status.

  28. Application Cost Tracking Tab Uses • The Application Cost Tracking Tab is used to: • Capture Actual Costs (historic measurements of true cost) by application • Measure Actual Cost variances against Budgeted Costs • Actual Costs are: • Entered yearly* while application status field is set to ‘Tracking’** *Entered in 1st month of fiscal year (July 2012) **Cost Tracking tab is not visible when Application Status field is set to ‘Budgeting’ • Total period to enter Application Actual Cost is determined by: • Analysis Start Date • Estimated Lifespan

  29. To access the cost tracking tab, select from drop-down list by clicking the icon or use the navigation arrows. Application Cost Tracking Tab Access Cost Tracking tab

  30. Application Cost Tracking Tab Enter Actual Application costs Note: If supporting projects have been linked, their associated costs/allocations will populate in the cost structure (read-only) and be included in the total cost. 2. Select the cost level to enter costs from Drop Down menu

  31. Application Cost Tracking Tab Enter Actual Application costs 2. Depending on which cost centers you have selected on the cost center windows, the appropriate list will show in the pop up window where you need to enter the information 3. Type the total amounts for costs, then click OK. 1. Click on circular icon at the left of each cell in which you want to input data. A pop-up window will appear. 4. Click Update to save data. (Repeat Steps 1 and 3 for all cells).

  32. Application Cost Tracking Tab Cost Categories • Original Budget Section: • Costs are carried over from budget cost tab (read-only) • Current period, YTD, Current Year and Total values are displayed • Actual Cost Section: • Actuals are entered for current period (Yearly) • YTD & Total Actual costs are calculated and displayed • Actual Variance Section (NOT CURRENTLY USED): • Calculates and displays variance of Budget vs. Actual Costs • Actual Variance provided for YTD and Total

  33. Application Cost Tracking Tab Cost Categories (cont.) • Forecast Cost Section (NOT CURRENTLY USED): • Forecast Costs are taken from the Forecast Cost table • Current period, YTD, Current Year and Total Forecast costs are calculated and displayed • Forecast Variance Section (NOT CURRENTLY USED): • Calculates and displays variance of Budget vs. Forecast Costs • Forecast Variance provided for YTD and Total

  34. APM Assessments Agenda • Architectural Fit • Risk Questionnaire • Operational Performance Questionnaire

  35. Architectural Fit Tab  Uses • Provide high-level insight at both the application and portfolio levels to technical soundness • Filter on low scores to prioritize for enhancements when doing analysis • 10 Questions • Architectural Fit scores range from 1 (worst) to 9 (best) • Score not calculated in real time; needs to be done by Tool Administrator Incomplete Questionnaires create inaccurate scores.

  36. Architectural Fit Tab  Assessing Architectural Fit Architecture Driver Driver Definition Driver Impact Statements

  37. Architectural Fit Tab  Assessing Architectural Fit Select driver impact on application from dropdown Click icon to open comments box, enter comments and click ‘x’ to close

  38. Risk questionnaire Uses • Risk Assessment • High level understanding of application risk • Correlate to Business Importance, Architecture fit, type, platform, etc. when doing analysis • Filter on high risk to prioritize enhancement • 20 Questions in two categories (Business, Technology) • Risk scores range from 100 (worst) to 1 (best) • Scores calculated in real-time Incomplete Questionnaires create inaccurate scores.

  39. Risk questionnaire Assessing Application Risk Category Name Risk question and description Values and question answers

  40. Select question answer from dropdown Click icon to open comments box, enter comments and click ‘x’ to close Risk questionnaire Assessing Application Risk

  41. Risk questionnaire Category and Overall scores After clicking on update, the Overall Risk score is calculated As questions are answered, risk category scores are automatically computed

  42. Operational Performance questionnaire Uses • Operational Performance • Represents the voice of the user, does the application meet the business’ need? • Correlate to Business Importance, platform, type, etc. when doing analysis • 9 Questions in 3 categories (Usability, Process Coverage, Output Quality) • Operational Performance scores range from 100 (best) to 1 (worst) • Scores calculated in real-time Incomplete Questionnaires create inaccurate scores.

  43. Operational Performance questionnaire Assessing Operational Performance Category Name Operational performance question and description Values and question answers

  44. Select question answer from dropdown Click icon to open comments box, enter comments and click ‘x’ to close Operational Performance questionnaire Assessing Operational Performance

  45. Operational Performance questionnaire Category and Overall scores After clicking on update, the Overall score is calculated As questions are answered, category scores are automatically computed

  46. Viewing Assessment Scores • Assessment Scores can be viewed on the Application Info tab

  47. Document Management Tab Uses • Each application has an individual document management tab • Attach all application related documents in central location • Create folder structure and store documents within folders • Check out functionality restricts multiple user editing of documents • Automatic version control feature • Subscribe to alerts when documents are edited / checked out • Search functionality within documents / folders

  48. Document Management Tab  Adding a document 1. Click on New Document to display fields for document import information 2. Complete details (only the name is required). 3. Click on Browse and attach file. 4. Click on Create and document will be attached to repository.

  49. New For 2013 • New For 2013 • Enter FY2013 Actual Costs • Update Budget Cost tab • Update/Verify Important Fields • New Life Safety Question • Add Any New Applications • Retire Any Necessary Applications

  50. Enter FY 2013 Actual Costs • Set Application Status to ‘Tracking’

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