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