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Purpose of Document

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Purpose of Document

    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter Table of Contents

PROJECT OBJECTIVES AND BACKGROUND 1

    PROJECT SCOPE AND FRAMEWORK 2

    APPROACH 3

    PROJECT TIMING 6

    PARTICIPANTS AND INVOLVEMENT 7

    PLANNED PROJECT OUTCOMES AND NEXT STEPS 14

    COORDINATION WITH OTHER PLANNING INITIATIVES 14

    PROJECT ADMINISTRATION 14

    RELATED DOCUMENTS 错误;未定义书签。13

    DOCUMENT REVISION HISTORY 15

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    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter

    Project Objectives and Background

    The objective of the University of Washington Strategic Roadmap for Information Management and Administrative Systems (the “Roadmap”) project is to define a vision of the future of information management and administrative systems (IM/AS) at the University of Washington, aligned with the institution’s business goals and priorities, and to

    develop an action plan for achieving this vision. The Roadmap will be the University’s plan for information management and administrative systems designed by business owners in collaboration with the Office of Information Management (OIM) and its constituent stakeholders. OIM will implement and maintain the plan, under the oversight of the Information Management Advisory Committee (I-MAC).

    The Roadmap is being developed in response to the IS Futures Taskforce and feedback from I-MAC. Although foundation work had been performed in the Systems Strategy initiative and outlined in the Strategic Choices document, the IS Futures Taskforce determined that the University did not have a clear and integrated long term plan for information systems or a vision of where the University needs to be in five or ten years. As a result, I-MAC had no context for the prioritization of project requests and no framework within which to determine how individual requests would fit into a longer term vision. The Office of Information Management was created to ensure the long term integration of systems, planning and resources supporting information management and administrative systems across campus.

    In the winter of 2006-07, immediately following the creation of the OIM, a discovery process was initiated involving meetings with key stakeholders to identify critical issues and concerns. Several recurring themes were identified as a result of the discovery process which will help guide the focus of the Roadmap. These themes include:

    ; Users need broader and more timely access to data

    ; Core systems are not meeting current needs

    ; There is a need for integration across systems and data, and consistency across

    business practices

    ; There are many opportunities for business process improvements

    ; There is a need for improved OIM/user partnerships and collaboration to achieve

    the business goals

    ; The University needs to fund compliance and utility projects and not have these

    compete with new development and innovation

    Following is a link to the Emerging Themes web page for additional background: http://www.washington.edu/provost/oim/reports/EmergingThemes_May2007.pdf

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    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter

    Project Scope and Framework

    The scope of the Roadmap project will encompass institution-wide information management and administrative systems organized into the following three key areas, identified as priorities during the preliminary discovery process:

    Scope and FrameworkRoadmap for Administrative Systems

     and Information Management

    Information ManagementBusiness Processes and Information Systems?Enterprise data warehouse; data management?Finance; Procurement; and Budget?Tools?HR/Payroll?Common portal to access ?Student and academic information.administrative systems; course management; financial aid; fiscal ?Distributed development servicesenvironment with access to common central services and ?Research (pre-award, post award)enabling local solutions for ?Facilities/Space; housing & food specialized needsservices; hazardous materials; ?Securityequipment inventory?Integration?Alumni/Development

    Strategy, Policy and Partnership?Leadership and alignment; strategic partnerships; governance; project prioritization?Information sharing culture; collaborative environment.?Portfolio management?An on-going, repeatable process for tuning the strategic plan

    The scope of the Roadmap project does not include technical infrastructure, security middleware, desktop tools, academic teaching tools, digital libraries, and collaboration tools. These areas will be coordinated with the C&C strategic planning initiatives, along with overlapping areas such as the MyUW/portal.

    The OIM Roadmap scope also does not include applications specific to the individual departments such as medical center billing and clinical systems, athletic ticketing systems, enterprise risk, etc.

    The scope will address the current state relating to IM/AS funding but will not cover funding solutions. Funding solutions will be handled separately at the executive level.

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    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter

    Approach

    The diagram below provides a high level overview of the proposed approach and work plan. A more detailed work plan is available in Excel.

    Project Planning

    Perform Discovery

    Assess Current State

    Research Trends

    Define the Vision

    Analyze the Gap

    Develop Action Plan

PROJECT PLANNING

    ; Develop project approach, structure, communication plan, team members,

    issue resolution structure and meeting plans.

    ; Design template deliverables.

PERFORM DISCOVERY

    ; Conduct interviews

    ; Document and organize results; identify broad themes

    ; Identify and document institutional business goals and priorities

DOCUMENT CURRENT STATE

    ; Clarify scope of each area (which applications are covered, which

    functions, business processes and organizational groups)

    ; Review and summarize inventory of current systems (technology used,

    number of users, age, stability assessment)

    ; Review and summarize projects in progress

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    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter

    ; Identify resources required to support the current environment ; Identify high level business processes and cross reference to high level

    data defined by the Data Management Committee (DMC)

    ; Summarize relevant data from Discovery/Assessment Meetings, the IS

    Futures Task Force findings and other relevant recent studies and

    documents (22 committee assessment, I-MAC presentations, Choices,

    Information System Services table, I-MAC interviews)

    ; Conduct additional interviews, work sessions or surveys as needed ; Summarize how well the current systems and process support UW goals

    and priorities; identify major risks and compliance issues

    CONDUCT RESEARCH

    ; Summarize previous UW research, plans and studies

    ; Research what other comparable institutions and the State of Washington

    are doing in areas such as:

    o Information management

    o Administrative systems

    o Governance

    o Guiding principles

    ; Research technical trends and the state of the application software

    industry for higher education

    ; Research best practices and examples from research organizations:

    o Gartner

    o Forrester

    o Educause

    o IT Governance Institute

    ; Summarize analysis of trends and research

    DEFINE THE VISION

    ; Develop Guiding Principles

    ; Work in task groups to define vision for individual areas.; coordinate

    across teams for consistency of vision; engage task group sponsors, deans

    and other advisory groups in vision

    ; Document the Vision

    PERFORM FIT-GAP ANALYSIS

    ; Compare current state to desired state

    ; Document the Gap Analysis

    DEVELOP ACTION PLAN

    ; Identify solutions, resources, timelines, trade-offs

    ; Define long term priorities mapped to broad themes and institutional

    objectives

    ; Define sequencing based on priorities, dependencies, readiness, budget

    and risk

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    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter

    ; Define short term solutions for each area based on overall calendar and

    sequencing

    ; Develop sequenced roadmap to achieve the vision

    ; Define governance and responsibility model

    ; Develop ongoing repeatable planning process

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    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter

    Project Timing

    The current plan is to complete the OIM Roadmap by Spring 2008.

    Project work will be scheduled around the availability of project team members and advisory team members.

    Project deliverables will be timed for I-MAC review coordinated with I-MAC meetings and retreats.

    ; September 26, 2007 I-MAC Retreat: A half-day I-MAC retreat to discuss

    Guiding Principles. A handbook will be developed for I-MAC committee members

    covering: strategic plan information, an update on the Roadmap planning process,

    and examples of guiding principles.

    ; Fall I-MAC Meeting, December 10, 2007: Planned Roadmap deliverables for this

    meeting will include:

    o Current State Assessment Update (including Trends and Risk Assessment)

    o Guiding Principles

    ; Winter I-MAC Meeting, March 6, 2008: Planned Roadmap deliverables for this

    meeting will include:

    o Vision

    o Gap Analysis

    o Preliminary Roadmap Action Plan

    ; Spring I-MAC Meeting, May 14, 2008: Planned Roadmap deliverables for this

    meeting will include:

    o Final Roadmap Action Plan

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    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter Participants and Involvement

    The following chart provides a high level overview of project governance and participant

    groups:

    Executive SponsorsExecutive Sponsor:Phyllis Wise/Ron Johnson

    IM/ASProject Steering CommitteeProjectTechnology Advisory TechnicalManagement Steering (I-MAC)GroupTeamTeam

    Roadmap Roadmap TeamWorking Team

    Administrative Systems Task GroupsInformation Management Task GroupsGovernance Task Group

    FACILITIES/RESEARCH DECISION INTEGRATION/ HR/PAYROLLGOVERNANCESPACEADMINSUPPORTINFRASTRUCTURE

    FINANCE/STUDENT ALUMNI/BUDGET/ADMINDEVELOPMNTPROCUREMENT

ROLES AND RESPONSIBILITIES OF SPONSORS AND ADVISORY GROUPS

    Executive Sponsors Champion the project; communicate key introductory

    messages to project participants and define the overall Ron Johnson priority of the project Phyllis Wise

     Give advice

     Resolve high-level issues and remove organizational

    barriers

     Provide executive vision

     Support the project and the project manager

     Fund the project

     Identify risks

     Assign resources to the project

    Project Sponsor As project sponsor:

    Sponsor: Sara Gomez Champion the project

     Monitor progress

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    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter

     Communicate with Executive Sponsors

     Review and validate all deliverables

     Give advice

     Resolve high-level issues

     Provide executive vision

     Support the project and the project manager

     Fund the project

     Identify risks

     Assign resources to the project

    As CIO:

     Provide direction and input on technical issues

     Facilitate Technical Advisory Group (in role as CIO)

     Provide high-level liaison with C&C

    Steering Committee Act as high-level advisors to the project

    I-MAC Approve guiding principles

    V’Ella Warren, Chair Validate the vision - strategic direction and priorities

     Approve initiatives and action plan

    IM/AS Technology Advisory Evaluate Roadmap issues against technical constraints provide Group input to Steering Committee and Working Team

     Identify cross UW technical issues and challenges (infrastructure,

    database, application, web)

     Provide input into guiding principles and vision

     Identify technical gaps between current environment and

    defined vision report back to roadmap working team

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    University of Washington

    Roadmap for Information Management & Administrative Systems

    Project Plan and Charter

    Other Advisory Groups Act as advisors to the project

    Deans Help define guiding principles

    Faculty Recommend initiatives and priorities The Advisory Group for the Identify key business representatives for participation Governance & Partnership task

    groups will include Ron Johnson,

    Mike Eisenberg, V’Ella Warren,

    Matt O’Donnell, Nancy Woods,

    Pam Stewart, Gary Quarfoth, and

    Jim Fine (for IM/AS overlap with

    UW Medicine).

    Other

    Note: Look at existing committees and groups to see if any of these could serve as an advisory group

    Data Management Committee Provide input and advice

    Represented by Mike Eisenberg

    (Chair), Jeanne Marie Isola, and Bill Yock

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