Project Investment and
Prioritisation (PIP)
PIP Process – why is it needed?
• Current position:
–
–
–
–
Lots of projects (over 90 that we know about)
Limited resources – we can’t do everything
No method to prioritise
Leads to delays and frustration
• PIP purposes:
– Approval process for new and in some cases existing
projects
– Transparent mechanism for prioritisation
– High-level monitoring of project portfolio
PIP Process – benefits
• The right projects will be delivered at the right
time
• Limited resources directed to priorities
• Improved delivery resulting from better use of
resources and project start-up standards
• Better overall project governance
• Greater transparency:
– Which projects are being supported
– How projects link to strategy and operations
PIP Process – what is included?
• Applies to all business change projects with an
Information Systems or Technology component
• Examples of “IT related projects”:
– Introducing a new information system eg Student
Accommodation or upgrading a current one
– Installing IT equipment – not just computers & printers,
e.g. CCTV, alarms, digital signage
– Web sites and intranets
– Anything requiring IT/development staff resource
• In fact most projects are touched by IT in some form
or other!
PIP Process - overview
• To identify the most significant candidate projects to take
forward (balance impact with complexity)
• To receive business cases for these projects and propose
a prioritised overall workplan
• The Selection of projects will be ratified by the IST
Jean-Noel Ezingeard - Chair
Strategy Steering Group (ISSG)
John Cunningham
• High-level oversight of the progress andJess
completion
of
Edwards
Keith Faulks
these projects by ISSG
Phil Range
Karen Moore
• Smaller projects which must be clear about
their costs
Phil Wheater
and benefits will be fitted around the PIP
projects if
possible
PIP Process - overview
• There are 5 stages:
Stage What happens
Outcome
1
Project Brief and Impact Analysis
Permission to progress to Business
Case
2
Project Prioritisation
Existing & new projects prioritised
3
Business Case and Work planning
New projects approved
4
Project Delivery and Progress
Reporting
Approved projects are implemented
5
Project Completion
Projects are reviewed
Stage 1:
1. Write Project Brief:
Using standard template available from web site
http://www.mmu.ac.uk/bit/project-managementtoolkits.php
2. Claim Compliance /Essential status (in Brief)
if appropriate
3. Sponsor sends Brief to Director of LRIS
Responsibility = Sponsor
Stage 1:
Director of LRIS, Deputy Director
of Finance & SPMI Manager
4. PIP Advisory Group meet with the sponsor and using
the Project Brief:• Score Impact for each of the following categories
– Strategic Contribution
– Financial Return on Investment
– Operational Effectiveness/Efficiency
• Score Complexity
• Review Compliance/Essential
Responsibility =
PIP Advisory
Group
Using
spreadsheet
tool
Student Experience (Student Life)
Learning and Teaching
Research
Enterprise and Knowledge Exchange
Internationalisation
Environmental Sustainability
Stage 1:
5. BI Team adds to Project Register
and sets up a SharePoint Project site
(The Project Brief and scores will be recorded in the
SharePoint Project site)
Responsibility = BI Team
[6. Compliance / Essential projects skip stage 2 and
jump to step 8]
Stage 2:
7. On a quarterly basis:– BI Team will add the new projects to the
Prioritisation Spreadsheet and Chart
– The PIP Advisory Group will review the chart and
provide to the IST Strategy Steering Group a
ranked list of projects that should proceed to the
Business Case (and those that should stop)
Responsibilities = BI Team & ISSG
Stage 3:
8. Business Cases produced by Sponsor and/or Project
Manager
– Must include option appraisals, the preferred option and detailed
resource estimates including internal staff costs.
– Must be done in association with the Resource Providers who will
also identify a possible timeslot for the work to take place.
– Note that If a project is tied to a particular business cycle (e.g. UCAS
applications) this needs to be clearly stated in the Business Case in
order for the Resource Provider to consider the impact on available
timeslots and possible rescheduling of existing work.
Responsibility = Sponsor/Project Manager
Stage 3:
9. BI Team produces overall workplan for proposed and current
projects for approval by the ISSG. This may necessitate
further prioritisation due to limited resources
10. Once the overall workplan is agreed, small projects that can
be accommodated within it will be progressed at the
discretion of the Director of LRIS
Responsibilities = BI Team & ISSG
Stage 4:
11. A standard Project Management approach will be used with a
defined mandatory minimum level of documentation.
– Brief, Business Case, Update reports, Risk log, Closure report
– The Sponsor and Project Manager will escalate if the project’s complexity
or delivery risk necessitates higher levels of Project Management
12. Programme/Project Managers will inform the BI team on
progress quarterly in order to update the Project Register.
– BI Team will alert the ISSG via the LRIS Director of any serious concerns
and slippage particularly where they are likely to have impact on other
Programmes/Projects
Responsibilities = Project Manager, BI Team & ISSG
Stage 5:
13. Project Closure reports will be made available to the ISSG in
order to ensure that benefits have been achieved and as a way
to spread lesson learned and good practice
Responsibility = Project Manager
The PIP Process is available on the MMU web site:
http://www2.mmu.ac.uk/bit/project-management-toolkits/
Impact scoring:
Criteria
Strategic
contribution
Score 0
Score 1
Score 2
Score 3
Score 4
Score 5
None
Contributes
indirectly to 1
strategic theme
Contributes
indirectly to >1
strategic theme
Contributes
directly to 1
strategic theme
Contributes
directly to >1
strategic theme
Very significant
strategic impact
>5yrs
4-5 yrs
3-4 yrs
2-3 yrs
1-2 yrs
<1 yr
None
Improves work
of a small group
of staff <6
Improves work
of a large team
of staff >5
Improves work
of whole
department
Some
improvement
across whole
University
Significant
improvement
across whole
University
45%
Financial ROI
30%
Operational
effectiveness
25%
Impact scoring (example):
Score 0
Score 1
Score 2
Score 3
Score 4
Score 5
None
Contributes
indirectly to 1
strategic theme
Contributes
indirectly to >1
strategic theme
Contributes
directly to 1
strategic theme
Contributes
directly to >1
strategic theme
Very significant
strategic impact
>5yrs
4-5 yrs
3-4 yrs
2-3 yrs
1-2 yrs
<1 yr
None
25%
Improves work
of a small group
of staff <5
Improves work
of a large team
of staff >5
Improves work
of whole
department
Some
improvement
across whole
University
Significant
improvement
across whole
University
Total
1 * 45%
2 * 30%
Criteria
Strategic
contribution
45%
Financial ROI
30%
Operational
effectiveness
2.05
4 * 25%
Each item is scored on a 5point scale and multiplied by
the weighting %,
e.g. score = 2 * weighting =
30% = 0.6
Complexity scoring:
Criteria
Delivery Timescale in
months - 10%
Stakeholders
20%
Operational change
15%
Contract complexity
20%
In-house expertise
20%
Dependencies
15%
Score 1
Score 2
Score 3
Score 4
1-6
6 – 12
12 – 18
>18
Internal and within
single business area
Internal across more
than one business area
Mainly external
Internal and external
Very minimal
Some new business
processes and possible
some re-training
Significant re-structure
of processes and work
areas
Major change eg large
scale restructure,
outsourcing
No new contracts
required
Single contract with
known supplier
Multiple contracts with
known suppliers
Contract(s) with new
suppliers(s)
Have done this before
many times
Have done this before
once or twice
Very minimal links with
other projects
Links with other
projects but little
impact
Have done similar
before, but not the
same
Links with other
projects upon which
this project depends
Have not done anything
like this before
Other projects depend
upon this project
Complexity scoring (example):
Criteria
Delivery Timescale in
months - 10%
Stakeholders
20%
Operational change
15%
Contract complexity
20%
In-house expertise
20%
Dependencies
15%
Total
Score 1
Score 2
Score 3
Score 4
1-6
mo
1-6
6 – 12
12 – 18
>18
Internal and within
single business area
Internal across more
than one business area
Mainly external
Internal and external
Very minimal
Some new business
processes and possible
some re-training
Significant re-structure
of processes and work
areas
Major change eg large
scale restructure,
outsourcing
No new contracts
required
Single contract with
known supplier
Multiple contracts with
known suppliers
Contract(s) with new
suppliers(s)
Have done this before
many times
Have done this before
once or twice
Very minimal links with
other projects
Links with other
projects but little
impact
2 * 15% +
1 * 10% +
2 * 20% +
1 * 20%
2 * 20% +
2 * 15%
= 1.70
Have done similar
Have not done anything
before, but not the same
like this before
Links with other
projects upon which
this project depends
Other projects depend
upon this project
Each item is scored on a 4point scale and multiplied by
the weighting %,
e.g. score = 2 * weighting =
20% = 0.4
Scoring Spreadsheet
Weighting
agreed by
ISSG
Each item rated
by Sponsor and
agreed with PIP
Advisory Group
Overall score
calculated using
rating *
weighting
Complexity &
Impact scores
then plotted on
a 2-way grid
Example 2-way grid:
Example project
Example project site:
This area shows the site “breadcrumb” trail –
not all site pages display this area
Navigation bar
is
configurable
& links
to
other
areas of
the site
Project overview: can be as much as you like and
include images if desired
Summary listings: you can choose which ones to
include and how to filter them
This area also
configurable
and can
include RSS
feeds, etc.
Project Brief
1. Executive Summary
2. Project Vision
3. Benefits
4. Key Roles
5. Project Scope
5.1 Project Objectives
5.2 Exclusions
6. Costs and Resources
7. Timescale
8. Complexity and Initial Risks
Provides overall summary:
• key objectives,
• what problem(s) it will solve
What type of project is it:
• compliance
• essential
• Transformational
• improvement
(and why)?
Project Brief
1. Executive Summary
2. Project Vision
3. Benefits
4. Key Roles
5. Project Scope
5.1 Project Objectives
5.2 Exclusions
6. Costs and Resources
7. Timescale
8. Complexity and Initial Risks
Describe what the outcome
will look like from a business
and user perspective. This
section should include one or
more scenarios that describe
the expected outcomes as if
they have been achieved.
Note that the vision is about
“what it will be like” once the
changes have been achieved,
not the outputs (the changes).
Project Brief
1. Executive Summary
2. Project Vision
3. Benefits
4. Key Roles
5. Project Scope
5.1 Project Objectives
5.2 Exclusions
6. Costs and Resources
7. Timescale
8. Complexity and Initial Risks
Describe how the University
will benefit.
Benefits should be described
in terms of positive change.
They should be as specific as
possible.
Link to the University strategic
themes that will benefit from
this project.
Project Brief
1. Executive Summary
2. Project Vision
3. Benefits
4. Key Roles
5. Project Scope
5.1 Project Objectives
5.2 Exclusions
6. Costs and Resources
7. Timescale
8. Complexity and Initial Risks
Describe who will be involved
in running the new solution
once the project delivery is
complete.
Identify who fulfils each of
these key roles:
• Service owner
• System manager
• Application manager
• Technology manager
Project Brief
Identify the objectives of the
1. Executive Summary
project. Objectives are not the
2. Project Vision
same as the benefits.
3. Benefits
Objectives should be phrased
4. Key Roles
such that they can be used to
measure completeness and
5. Project Scope
success at the end of the
5.1 Project Objectives
project.
5.2 Exclusions
Consider:
6. Costs and Resources
• Information systems
7. Timescale
• Information technology
8. Complexity and Initial Risks • Process changes
Project Brief
1. Executive Summary
Be clear about:
2. Project Vision
• the boundary between this
3. Benefits
project and other projects –
4. Key Roles
this helps prevent gaps or
overlaps in the work that is
5. Project Scope
necessary to achieve
5.1 Project Objectives
higher-level corporate or
5.2 Exclusions
programme objectives
6. Costs and Resources
• what it is specifically
7. Timescale
excluded from doing
8. Complexity and Initial Risks
Project Brief
1. Executive Summary
2. Project Vision
3. Benefits
4. Key Roles
5. Project Scope
5.1 Project Objectives
5.2 Exclusions
6. Costs and Resources
7. Timescale
8. Complexity and Initial Risks
At an early stage of project planning
this may be very rough, but you should
provide at least an indication of what
these might be. Consider:
• Core software/system one off
payment
• Licencing
• Hardware
• Implementation & training
• Other set up
• Support
• Additional internal staff
• Possible savings
• Possible new income
Project Brief
1. Executive Summary
2. Project Vision
3. Benefits
4. Key Roles
5. Project Scope
5.1 Project Objectives
5.2 Exclusions
6. Costs and Resources
7. Timescale
8. Complexity and Initial Risks
Provide a desired but realistic
timescale from start to
completion.
Does it have to be completed by
a particular date? If so state why
and what the consequence will
be if not met.
Are there any specific times that
need to be avoided, e.g. due to
operational peaks in workload
such as confirmation and
clearing.
Project Brief
1. Executive Summary
2. Project Vision
3. Benefits
4. Key Roles
5. Project Scope
5.1 Project Objectives
5.2 Exclusions
6. Costs and Resources
7. Timescale
8. Complexity and Initial Risks
Score the complexity factors:
• Timescale
• Stakeholders
• Operational change
• Contract complexity
• In-house expertise
• Dependencies
Project Brief
1. Executive Summary
2. Project Vision
3. Benefits
4. Key Roles
5. Project Scope
5.1 Project Objectives
5.2 Exclusions
6. Costs and Resources
7. Timescale
8. Complexity and Initial Risks
Risks:List any explicit risks that you are
aware of at this stage.
Dependencies:List any known dependencies at
this stage, i.e. what is this project
dependent upon and what
depends upon this project.
Project Business Case
1. Executive Summary
2. Project Vision
3. Benefits and Benefit Realisation
Expand on Project Brief if
4. Key Roles
additional information is
5. Project Scope
available
6. Options considered
7. Costs and Resources
8. Timescale
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
1. Executive Summary
2. Project Vision
3. Benefits and Benefit Realisation
Update from Project Brief,
4. Key Roles
possibly with additional /
5. Project Scope
more detailed scenarios
6. Options considered
7. Costs and Resources
8. Timescale
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
• Update from Project Brief,
1. Executive Summary
including benefit types (tangible
2. Project Vision
and intangible).
3. Benefits and Benefit Realisation• Identify how the benefits will be
tracked during and after the
4. Key Roles
project
5. Project Scope
• Indicate how benefits link to key
6. Options considered
objectives
• For more complex projects, a full
7. Costs and Resources
benefit realisation management
8. Timescale
process should be considered
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
1. Executive Summary
2. Project Vision
Update from Project Brief,
3. Benefits and Benefit Realisation
identifying additional key roles
4. Key Roles
of:
5. Project Scope
• Data Owner
6. Options considered
• Process owner
7. Costs and Resources
8. Timescale
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
1. Executive Summary
Update from Project Brief.
2. Project Vision
The Value for Money flowchart
3. Benefits and Benefit Realisationincluded in the template
4. Key Roles
should be used as a checklist
to ensure you have included
5. Project Scope
all angles.
6. Options considered
Include a section on
7. Costs and Resources
acceptance criteria.
8. Timescale
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
This section is new (i.e. not expanded from
Brief)
Executive Summary
Describe both the preferred and the other
Project Vision
options that were considered (including “do
Benefits and Benefit Realisationnothing”) and give reasons why the current
proposed option has been selected.
Key Roles
The “do nothing” option should explain what
Project Scope
would happen if the project does not go
ahead.
Options considered
The business case is written on the
Costs and Resources
assumption that the preferred option is to be
adopted.
Timescale
Each option should include a statement
Complexity and Risk
about approach (e.g. in-house versus hosted).
1.
2.
3.
4.
5.
6.
7.
8.
9.
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
Updated from Brief
The costs and Savings/Income estimates
should be expanded into a more detailed
breakdown.
RealisationOne-off and ongoing costs must be clearly
identified.
Show the costs of the project over a five year
timespan.
Explain how the project will be funded and
any budgetary constraints.
Include an overview of what personnel will be
needed, both internal and external – and
whether they are available.
Provide a project Board organisation table
1. Executive Summary
2. Project Vision
3. Benefits and Benefit
4. Key Roles
5. Project Scope
6. Options considered
7. Costs and Resources
8. Timescale
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
1. Executive Summary
2. Project Vision
3. Benefits and Benefit RealisationUpdated from Brief
4. Key Roles
Provide the outline project
plan, included a detailed plan
5. Project Scope
for the first stage
6. Options considered
7. Costs and Resources
8. Timescale
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
1. Executive Summary
Updated from Brief
2. Project Vision
Reconsider the complexity
3. Benefits and Benefit Realisationfactors and re-score if
4. Key Roles
appropriate.
Include the initial full risk log.
5. Project Scope
Consider the benefits
6. Options considered
identified and relate risks to
7. Costs and Resources
them.
8. Timescale
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
New section (not in Brief)
1. Executive Summary
Explain how the project will
2. Project Vision
engage with & maintain
3. Benefits and Benefit Realisation
communication with internal
4. Key Roles
& external stakeholders.
5. Project Scope
A Stakeholder analysis should
6. Options considered
be conducted for all major
7. Costs and Resources
projects and considered for
8. Timescale
medium and small projects.
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Project Business Case
1. Executive Summary
New section (not in Brief)
2. Project Vision
Complete the Equality Impact
3. Benefits and Benefit RealisationAssessment.
4. Key Roles
If the project gets approved
follow the guidance in the
5. Project Scope
assessment about how to
6. Options considered
follow-up the result of the
7. Costs and Resources
assessment.
8. Timescale
9. Complexity and Risk
10. Stakeholder Analysis & Communication Plan
Appendix: Equality Impact Assessment
Next steps
• Project sites on SharePoint being set-up:
– You should receive notification
– If you want some training contact Bruce Levitan
• Documentation to be uploaded to project sites:
– Existing projects must have Business Cases
– Proposed projects must have Briefs
• Advice available from BI Team and a Surgery in
January
• First set of proposed projects to go to ISSG by end
of February 2015. Project Briefs needed by end
January
MMU projects web site
• http://www2.mmu.ac.uk/bit/project-managementtoolkits/
• PIP Process
• Templates for mandated and other documents
• Toolkits
• Link to PM
Community
of Practice
• Thank you for your attention and time
• Any questions?
• Contact details:
Bruce Levitan
[email protected]
ext 1511