Attachment I
Strategically Leveraging Information
Systems Resources
The ESCC PROJECT PRIORITIZATION
METHODOLOGY
This
document describes the methodology to be employed in prioritizing information
systems projects so that university resources are focused on the tasks and
projects of the greatest strategic value to Texas State. The Enterprise Systems
Coordinating Council (ESCC) will utilize this methodology in establishing the
priorities for all major information systems projects, especially those that
will consume significant staff resources or cut across multiple divisions. ESCC
priorities are recognized as higher than those established at the division or
department level.
STEP 1:
Objective and Quantitative Assessment
Step one
is a relatively objective and quantitative assessment of a service request or
project according to a fixed set of prioritization criteria, such as those
recommended below.
Prioritization Criteria
The
following set of questions should be asked relative to each new or existing
service request whenever priorities are being established. For each “yes”
answer, add 1 to a request's priority score. The requests with the highest
priority scores will be given the greatest focus when allocating or assigning
resources.
1.
Does the
request address an external mandate?
These typically involve Texas
State responses to legislative or regulatory requirements, but the imminent
loss of critical functionality may also constitute a mandate (e.g., Y2K). In
making this determination, consider the degree of automated support required
for compliance as well as the consequences, if any, of non-compliance. Some
mandates may not require automated solutions beyond those provided by standard
office productivity tools (e.g., MS Excel). Note that consequences may be
either formal or direct (e.g., loss of federal financial aid funds), or
informal or indirect (e.g., "bad" publicity for being out of
compliance).
2.
Has
implementation already progressed to a point that makes project suspension
ineffective or wasteful of resources?
Once a project has begun, it can
quickly reach a stage at which terminating it is as much or more work as
completing it. Suppose, for example, that a business process is altered as a
result of a service request. If software has been modified or data has been
converted to support that process change, reverting back to the old process may
require additional software to reverse the effect of the data conversion, and
may not even be feasible.
3.
Does the
request seek to extend or enhance the self-service or E-business capabilities
afforded to students, faculty, staff and external business partners (e.g., Web-based,
self-service applications)?
The Internet has forever changed
the service expectations of everyone. To remain effective in recruiting and
retaining students, faculty, and staff, Texas State must expand the use of the
technologies that empower these groups to "help themselves" at almost
any time of day and from almost any location. For reference, see the EDUCAUSE
Guide to Evaluating Information Technology on Campus
featured in the March 9, 2000 edition of The Chronicle of Higher Education. The Web browser (either Internet
Explorer or Netscape Navigator) has become the "common denominator"
user interface for most users of technology. Faculty and staff expect to
conduct university business via this interface; from faculty advisors
generating degree audits to administrative assistants completing routine tasks
(e.g., leave reports, PCR's, etc.). The Web interface to such processes is
especially effective for the infrequent or "casual" user.
4.
Will the
request further the implementation or integration of foundational technology
that is a prerequisite for numerous improvements, some of which are major
improvements, in the functionality and services available from multiple
information systems?
Example 1: To remain effective and
move forward technologically, Texas State's administrative systems must transition
from System1032 and flat file architectures to Oracle. Projects that move
existing functionality to Oracle or that enhance our capabilities via Oracle
should be favored, especially over those that expand or increase our reliance
upon the existing System 1032 or flat file databases, or on other RDBMS
products.
Example 2: To advance further in
providing self-service applications to customers, Texas State must establish
methods for accepting payments via Web and IVR (Interactive Voice Response). The
establishment of an IVR and Web-enabled credit card payment system is one such
method.
5.
Will the
request positively impact a large number of constituents, generate a
substantial return on investment, or significantly reduce university risk?
Requests that directly impact
large numbers of customers (e.g., students) in a positive way, or that prevent
large numbers of customers from being negatively impacted, should be favored
over those that have a lesser impact or that impact fewer customers. Requests
that will reduce (not merely transfer) costs in terms of time or money, or that
significantly reduce university risk should also be favored over those that do
not.
6.
Are the
appropriate number and type of staff available from the key stakeholder units
to populate the project team?
STEP 2:
Qualitative or “Common Sense” Assessment
Step 2
applies the collective wisdom and judgment of ESCC members to the results obtained
from Step 1 in order to maximize the effective application of resources from a
broad, university perspective. In Step 2, ESCC members consider other factors
that might justify adjustments to the outcome of Step 1 and priorities are then
modified accordingly. Example considerations include:
·
The nature
of any relationships with other projects already on the list or planned for the
future. For example, is the project prerequisite or co-requisite, supportive,
competing, redundant, mutually exclusive, etc.?
·
Is there a
compelling business case for pursuing the project that is not reflected by the
criteria considered in Step 1?
·
Can or
should adjustments be made in project scope to effect a change in the project’s
relative priority?