Major I&IT Projects Report TB/MBC – date For the Quarter Ending Date Confidential Advice to Cabinet MGS Recommended Minute That Treasury Board/Management Board of Cabinet: Receive the X Quarter Major I&IT Projects Note the following IT projects are included Report in the report: Name Name Name Name Name Name Name Name Note that a Post-Implementation Review/Lessons Learned has been completed for (Name of project), so the project will not be included in future Major I&IT Project Reports. NB: The MPR is a summary of significant I&IT projects where the OPS directly manages and delivers the project. As a result, it currently excludes transfer payment entities like SSHA, unless MBC has specifically directed reporting via MPR. Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 2 MGS Recommended Minute (continued) That Treasury Board/Management Board of Cabinet: Receive the reportback on the decisions made by the Information Technology Project Approval Committee (ITPAC) during the X quarter, fiscal year. Reportback on ITPAC QX decisions: Date (Ministry): Minute from ITPAC Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 3 Risk Assessment Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name • • • Inherent Risk Assessment Ministry Residual Risk Assessment High High High High High High High High Medium Medium Medium Medium Medium Medium High High Medium Medium Medium Medium Low Low Medium Medium Low Low Low Low High Risk does not mean that a project is at risk Taking a greater risk may be appropriate if a project has potential to deliver greater rewards All projects are in the medium/high range for inherent risk. This is consistent with I&IT Task Force recommendations that MBC should provide oversight on only the highest risk projects. An example of a risk assessment is contained in Appendix 1. Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 4 Portfolio Performance – Cumulative Assessment $ Project Name MINISTRY ACRONYM - Project Name Low (<30M) MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name Total Project Value Cumulative Project Costs as of Q1 07/08 Status Cumulative Project Schedule as of Q1 07/08 Planned Actual Comments Status Planned Actual x.xx x.xx x.xx On Track = xx.xx% xx.xx% Manageable = x.xx x.xx x.xx On Track = xx.xx% xx.xx% = x.xx x.xx x.xx On Track = xx.xx% xx.xx% Manageable x.xx x.xx x.xx On Track = xx.xx% xx.xx% = x.xx x.xx x.xx On Track = xx.xx% xx.xx% Manageable xx.xx xx.xx xx.xx On Track = xx.xx% xx.xx% = On Track On Track On Track I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments Note: Assessments based on formula against current baselines where approved/ recognized and adjusted where key information was provided. Variances are relative to total project. Monitor Manageable On Track Cost/schedule 30% or more from plan Cost/schedule variance of 10% to 30% from plan Cost/schedule variance < 10% from plan Office of the Corporate Chief Information Officer, Ministry of Government Services Assessed rating improved from Q3 = Assessed rating same as Q3 Assessed rating worsened from Q3 Confidential Advice to Cabinet 5 Portfolio Performance – Cumulative Assessment Project Name MEDIUM (>$30M <$100M) $ MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name HIGH (>$100M) MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name Total Project Value Cumulative Project Costs as of Q1 07/08 Status Cumulative Project Schedule as of Q1 07/08 Planned Actual Comments Status Planned Actual x.xx x.xx x.xx Manageable = xx.xx% xx.xx% Manageable x.xx x.xx x.xx On Track N/A xx.xx% xx.xx% On Track N/A x.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track = x.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track = xx.xx xx.x xx.x Manageable = xx.xx% xx.xx% Manageable = x.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track = x.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track = xxx.xx xxx.x xxx.xx Monitor = xx.xx% xx.xx% Monitor = = I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments I&IT Controllership comments Note: Assessments based on formula against current baselines where approved/ recognized and adjusted where key information was provided. Variances are relative to total project. Monitor Manageable On Track Cost/schedule 30% or more from plan Cost/schedule variance of 10% to 30% from plan Cost/schedule variance < 10% from plan Office of the Corporate Chief Information Officer, Ministry of Government Services Assessed rating improved from Q3 = Assessed rating same as Q3 Assessed rating worsened from Q3 Confidential Advice to Cabinet 6 Portfolio Performance – 4 Quarter Assessment $ Project Name MINISTRY ACRONYM - Project Name Low (<30M) MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name Total Project Value Planned Actual x.xx x.xx x.xx On Track x.xx x.xx x.xx x.xx x.xx x.xx 4Q Project Costs as of Q1 07/08 4Q Project Schedule as of Q1 07/08 Status Comments Status Planned Actual = xx.xx% xx.xx% Manageable Manageable = xx.xx% xx.xx% Manageable = x.xx On Track N/A xx.xx% xx.xx% Manageable N/A x.xx x.xx On Track = xx.xx% xx.xx% On Track = x.xx x.xx x.xx On Track xx.xx% xx.xx% Manageable xx.xx xx.xx xx.xx On Track = xx.xx% xx.xx% On Track = Monitor Manageable On Track Cost/schedule 30% or more from plan Cost/schedule variance of 10% to 30% from plan Cost/schedule variance < 10% from plan Office of the Corporate Chief Information Officer, Ministry of Government Services Note: Assessments based on formula against current baselines where approved/ recognized and adjusted where key information was provided. Variances are relative to planned activity over past 4 quarters. Confidential Advice to Cabinet 7 Portfolio Performance – 4 Quarter Assessment MEDIUM (>$30M <$100M) $ Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name HIGH (>$100M) MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name MINISTRY ACRONYM - Project Name Total Project Value Planned Actual x.xx x.xx x.xx On Track x.xx x.xx x.xx x.xx x.xx x.xx 4Q Project Costs as of Q1 07/08 4Q Project Schedule as of Q1 07/08 Status Comments Status Planned Actual = xx.xx% xx.xx% Monitor = N/A N/A xx.xx% xx.xx% N/A N/A x.xx Manageable xx.xx% xx.xx% On Track = x.xx x.xx On Track = xx.xx% xx.xx% On Track = xx.xx xx.x xx.x Manageable = xx.xx% xx.xx% Manageable = x.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track = x.xx x.xx x.xx On Track N/A xx.xx% xx.xx% On Track N/A xxx.xx xxx.x xxx.xx On Track = xx.xx% xx.xx% On Track = Monitor Manageable On Track Cost/schedule 30% or more from plan Cost/schedule variance of 10% to 30% from plan Cost/schedule variance < 10% from plan Office of the Corporate Chief Information Officer, Ministry of Government Services Note: Assessments based on formula against current baselines where approved/ recognized and adjusted where key information was provided. Variances are relative to planned activity over past 4 quarters. Confidential Advice to Cabinet 8 Action Plans for Projects not “On Track” Four-Quarter Status Based on Cost Four-Quarter Status Based on Schedule Project #1 On Track Manageable Project #2 Manageable Manageable Project #3 On Track Manageable Project #5 On Track Manageable On Track Monitor Project #9 Manageable On Track Project#11 Manageable Manageable MEDIUM (>$30M <$100M) Low (<30M) $ Project Name Project #7 Action Plan Statement about what action the project is taking to get "on track". Statement about what action the project is taking to get "on track". Statement about what action the project is taking to get "on track". Statement about what action the project is taking to get "on track". Statement about what action the project is taking to get "on track". Statement about what action the project is taking to get "on track". Statement about what action the project is taking to get "on track". Monitor Manageable On Track Cost/schedule 30% or more from plan Cost/schedule variance of 10% to 30% from plan Cost/schedule variance < 10% from plan Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 9 Post-Implementation Review Lessons learned Ministry: Name of Recommendations from (Ministry): Recommendation Recommendation Recommendation Recommendation Recommendation Recommendation Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 10 Major Projects Portfolio by Government Priority Project Name Description Project Value ($M) Better Health MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx Better Health - Sub Total xx.xx Success for Students MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx Success for Students - Sub Total xx.xx Strong People, Strong Economy MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx Strong People, Strong Economy - Sub Total xx.xx Serving a Vital Public Interest MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. Office of the Corporate Chief Information Officer, Ministry of Government Services xx.xx Serving a Vital Public Interest - Sub Total xx.xx GRAND TOTAL: xx.xx Confidential Advice to Cabinet 11 Major Projects Portfolio by Project Phase Project Phase Project Name DEFINITION DEFINITION PHASE MINISTRY ACRONYM - Project Name DEFINITION MINISTRY ACRONYM - Project Name PLANNING PLANNING PHASE MINISTRY ACRONYM - Project Name Project Start Date Project End Date Total Project Value Jun-06 Mar-10 Apr-07 Mar-11 xx.xx Definition Phase Sub-total xx.xx Jul-04 xx.xx Aug-08 xx.xx Planning Phase Sub-total xx.xx IMPLEMENTATION IMPLEMENTATION PHASE MINISTRY ACRONYM - Project Name May-03 Jun-09 xx.xx IMPLEMENTATION MINISTRY ACRONYM - Project Name Aug-06 Mar-10 xx.xx IMPLEMENTATION MINISTRY ACRONYM - Project Name Oct-04 Mar-08 xx.xx IMPLEMENTATION MINISTRY ACRONYM - Project Name Aug-05 Nov-09 xx.xx IMPLEMENTATION MINISTRY ACRONYM - Project Name Dec-00 Dec-07 xx.xx IMPLEMENTATION MINISTRY ACRONYM - Project Name Jun-03 Mar-09 xx.xx IMPLEMENTATION MINISTRY ACRONYM - Project Name Apr-05 Mar-08 xx.xx IMPLEMENTATION MINISTRY ACRONYM - Project Name Sep-01 Mar-08 xx.xx IMPLEMENTATION MINISTRY ACRONYM - Project Name Jul-98 Jun-13 xx.xx IMPLEMENTATION MINISTRY ACRONYM - Project Name May-01 Mar-09 xx.xx Implementation Phase Sub-total Active Projects sub-total xx.xx xx.xx CLOSEOUT CLOSE-OUT PHASE MINISTRY ACRONYM - Project Name Jun-04 Oct-06 xx.xx CLOSEOUT MINISTRY ACRONYM - Project Name Feb-04 Sep-06 xx.xx CLOSE-OUT MINISTRY ACRONYM - Project Name Jan-00 Jun-07 xx.xx Close-Out Phase Sub-total GRAND TOTAL xx.xx xx.xx Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 12 Contacts Mike Anderson, Head I&IT Controllership Branch Office of the Corporate Chief Strategist Telephone: (416) 327-2122 mike.anderson@ontario.ca Chris McAlpine, Manager I&IT Controllership Branch Office of the Corporate Chief Strategist Telephone: (416) 327-9168 chris.mcalpine@ontario.ca Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 13 Appendix 1 – Example of a Risk Assessment Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 14 Example of a Risk Assessment Risk Factors Inherent Risk Current Risk $ Size of Proposed Project 5 5 Duration of Proposed Project 5 5 Technology for Project 3 3 Business Impact/Scope of Change 5 5 Stakeholder/Constituency Impact 5 5 Privacy and Security Assessments 3 3 Comprehensive Project Plan, with Modular Structure, Off-Ramps, etc. 3 3 Capacity Assessment 5 1 Leadership and Governance Structures for Project 3 3 37/45 = 82% 33/45=73% High Medium Score Risk Assessment For each risk factor: 1 = Low Risk, 3 = Medium Risk, 5 = High Risk Overall: 0% to 50: Low Risk, 51%-74%:Medium Risk, 75%-100% = High Risk Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 15 Appendix 2 – Response to the I&IT Task Force Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 16 Background – Responding to the I&IT Task Force Report Recommendations of Special Task Force on Management of Large-Scale I&IT Projects R1. Manage Capacity R2. Ongoing Senior Executive Accountability for Projects R3. Shorter Approval Times for Some Projects R4. Quarterly Reports to MBC R5. Project Post-Mortems (Post-Implementation Review) R6. Establish Independent Advisory Committee for IT R7. Project Management R8. Review Compensation Levels for Key IT Roles R9. Portfolio Management Highlighted/bolded areas are the Task Force Recommendations to which the MPR responds. R10. More Up-Front Planning R11. Gateway Review Process R12. Prepare More Thoroughly for Procurement R13. Separate Design from Build in Procurement R14. Write RFPs “Close to the Action” R15. Off-Ramps in Contracts R16. Forum for I&IT Industry/Civil Servant Dialogue Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 17 Appendix 3 – Summary Sheets Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 18 Table of Contents Project Summary Sheet Name Page MINISTRY ACRONYM – Project Name 20 MINISTRY ACRONYM – Project Name 21 MINISTRY ACRONYM – Project Name 22 MINISTRY ACRONYM – Project Name 23 MINISTRY ACRONYM – Project Name 24 MINISTRY ACRONYM – Project Name 25 MINISTRY ACRONYM – Project Name 26 MINISTRY ACRONYM – Project Name 27 MINISTRY ACRONYM – Project Name 28 MINISTRY ACRONYM – Project Name 29 MINISTRY ACRONYM – Project Name 30 MINISTRY ACRONYM – Project Name 31 MINISTRY ACRONYM – Project Name 32 MINISTRY ACRONYM – Project Name 33 Office of the Corporate Chief Information Officer, Ministry of Government Services Confidential Advice to Cabinet 19 ADM CIO MGS Analyst CLUSTER ACRONYM - MINISTRY ACRONYM - Project Name (PROJECT ACRONYM) MGS/OCCIO REPORT - Q1 2007/2008 PROJECT CURRENT STATUS 4-QUARTER BUDGET 4-QUARTER SCHEDULE Responsible ADM CIO name Analyst name MGS assesses the budget and schedule variances as Manageable for the following reasons: Manageable Manageable (1) The project has implemented a new strategy that, in testing, has been successful in resolving the integration issue between components. Because the integration issue had previously had delayed the implementation of other components, this new strategy means that development work can now progress. Medium (2) Staff Information - User Acceptance Training, training and production was completed as scheduled. (3) Overall, the Ministry is on track to complete the project by March 2009. CUMULATIVE BUDGET CUMULATIVE SCHEDULE On Track On Track INHERENT RISK ASSESSMENT Key Risk Areas: - Project Duration - Significant Business Process Change - Privacy and Security MINISTRY/CLUSTER REPORT - Q1 2007/2008 PROJECT OVERVIEW / SCOPE Overview of the project, which includes both technical information as well as business information. BUSINESS OUTCOMES Main Government Priority: Stronger, Safer Communities ACHIEVED TO DATE COMMITMENT Improve operational efficiency-reduce errors/omissions, improve productivity, increase fee revenue with setting/monitoring of performance measures. Mapped in detail new streamlined processes to improve productivity and information - will be built into new system. Investment accounting system once implemented will improve quality of investment process. Maximize electronic flow and exchange of information between and among staff, stakeholders and partners. Identified external stakeholders contacted to begin the process of determining enhancements to exchange of information. Staff information implemented improves the currency of case assignment to staff. Provide enhanced client reporting and analysis through improved accounting systems. Enhanced financial reporting to clients (clear,comprehensive);improved final comp calculatiions & turnaround times; developed checklists/profiles to be used in application development. Provide improved client management through integration of tools, checklists, profiles and quality data. Review of all correspondence to major stakeholders including changes to form letters and request for information in more structured format built into completed business requirements. Improved quality control through workflow management. Workflow mgmnt tool - tracking search for minors - greatly improved timelines; Allegations & Investigations improved work assignment and reporting; impact greater as system rolled out to service areas. 30.00 Project Budget Released as of Q1 07/08 9.00 11.70 Project Budget on Holdback as of Q1 07/08 13.00 0.00 07/08 YTD Spent - $ 0.30M PROJECT WORKFORCE 20 Actual 20.00 10.00 0.00 11.70 5.22 4.40 4.40 Previous 5.22 2004/05 5.46 5.46 Q4 2005/6 5.69 5.69 Q1 2006/07 Projected Budget 5.92 5.92 Q2 2006/07 6.60 Q3 2006/07 7.61 7.31 6.36 6.70 Q4 2006/07 Projections 13.00 7.00 Q1 2007/08 Actual Spending to Date 13.00 10.50 2007/08 2008/09 2009/10 % Complete 75% 0% Project Planned Completion Date - Original MBC Commitment Projections 10 10 10 10 10 10 10 10 10 10 Q1 2006/07 Q2 2006/07 Q3 2006/07 Q4 2006/07 Q1 2007/08 Actual 46.6% 48.6% 50.6% 54.4% 100.0% 65.0% 62.5% 100.0% 37.5% 44.6% 46.6% 48.6% 50.6% 57.3% 59.8% 44.6% 54.4% 37.5% Previous 2004/05 Q4 2005/6 Q1 2006/07 Q2 2006/07 Q3 2006/07 Q4 2006/07 Q1 2007/08 82.0% Original Planned % Complete Projections Actual % Complete to Date 2007/08 2008/09 2009/10 Projected % Complete Office of the Corporate Chief Information Officer, Ministry of Government Services 8 0 0 0 0 0 Planned Workforce CURRENT RISK ASSESSMENT 87.2% 8 2 Revised Planned Budget 50% 25% 2 May-01 Mar-03 Project Start Date Actual Q4 2005/6 PROJECT SCHEDULE 100% Headcount Millions ($M) PROJECT APPROVALS - IMPLEMENTATION PHASE Project Budget - Initial MBC Approval as of Apr-01 Project Budget - Current MBC Approval as of Dec-06 PROJECT BUDGET 07/08 YTD Budget - $ 0.30M 2007/08 2008/09 2009/10 Actual & Projected Workforce Low Key Risk Areas: Project Duration; New technology; Privacy and security Mitigation Strategies:Project duration: Development is modular with off ramps. Business Process: Modular approach gradually brings staff into new business approach with training. Privacy and security: System contains personal information but there is no access for business partners and/or citizens. PIA was completed in Q4 2006-07. 20