Implement Project Portfolio Management solution :: PIP System (SUNY Orange)

Implement Project Portfolio Management solution Print All

Initiative Title	Implement Project Portfolio Management solution
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	Recently, the IS Group of the IT department has begun standardizing the procedure of planning and executing IT projects. We would like to further develop the project management services offered by the IT to the rest of the college. In order to do this, we need a means to coherently manage multiple projects simultaneously while tracking resources, time, and providing a visibility into the status to the upper management at any given moment without having to request and wait for a status report. A comprehensive Project Portfolio Management solution would allow us to start taking steps towards managing the projects consistently and increasing the communication with the stakeholders.
Consequences of this initiative not being funded	The IT department will not be able to deliver projects in a consistent manner. As a result, it will be difficult to set expectations for the users and administration.
Department Goals	Become a collaborative and supportive organizational asset.
Programs
Locations	Main Campus, Newburgh Campus, Other Instructional Site
Estimated Completion Date	09/01/2019
Will this initiative span multiple budget years?	No
Importance	High
Funding Source	Request for Prioritization
Created	01/19/2018 1:35 pm
Updated	03/29/2018 6:37 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
STUDENT SERVICES MASTER PLAN 2013 Technology Explore, introduce and utilize technology designed to improve operations, enhance communication, streamline service, and increase productivity and efficiency.	Implementing any technological solution constitutes a project. As a rule, the IT has to manage multiple projects at the same time. the PPM tool would allow us to do this more efficiently while increasing the communication and streamlining the service
STUDENT SERVICES MASTER PLAN 2013 Technology Expand document imaging throughout Student Services; explore and implement utilization college-wide as appropriate	Expanding the document imaging is a sizable project. A PPM tool would allow us to manage and track in an organized fashion.
STRATEGIC PLAN 2015-2020 PRIORITY III: Collaboration and Communication: We will develop connections between internal and external constituents and advance mutually beneficial partnerships. We will promote a culture of trust, respect, and collective responsibility. c: Improve management of information to increase transparency and centralize communication practices.	The PPM tool would allow for the transparency in communication of the projects with the college constituents.
STRATEGIC PLAN 2015-2020 PRIORITY IV: Efficient and Effective Operations: We will anticipate and adapt to changing economic realities while maintaining the infrastructure and resources necessary to foster innovation and develop & deliver high quality programs and services. b: Develop, cultivate, and support innovation throughout the organization for continuous improvement.	Project Management services offer an innovation in how the projects are being delivered, as well as an opportunity for continuous improvement of how the projects are delivered. Having a tool that centralizes the PM activities will serve as the next level of innovation.
STRATEGIC PLAN 2015-2020 PRIORITY IV: Efficient and Effective Operations: We will anticipate and adapt to changing economic realities while maintaining the infrastructure and resources necessary to foster innovation and develop & deliver high quality programs and services. d: Foster a collective commitment to comprehensive planning, assessment, and prioritization to ensure institutional effectiveness.	In participating in project planning, the constituents will further understand the value of comprehensive planning and institutional effectiveness as opposed to simply implementing a system for the sake of having something new.

Action Steps

Action Step	Responsible Party	Order
Select a PPM tool	IT, Purchasing	1
Purchase the tool	Purchasing	2
Implement the tool	IT	3

Expected Outcomes

Outcome	Order
We can manage multiple projects at the same time within the same tool	1
The administration has the transparency to see the status of all of the projects at any given time	2
We can allocate resources more efficiently	3

Assessment Methods

Method	Description	Other Method	Responsible Party
Observations	Information can be collected while observing “events” (including, sponsored activities, student {office staff} sessions, etc.) in the natural setting. Observation can provide information on student behaviors and attitudes.		IT

Resources

INITIAL YEAR COST:	$33,000.00
RECURRING COST:	$25,000.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
Software training	$3000.00	Information Technology, CIO Office
TOTAL:	$3,000.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
Software implementation	$5000.00	Information Technology, CIO Office
Software licensing	$25000.00 / 25000.00 (1st year)	Information Technology, CIO Office
TOTAL:	$30,000.00 / $25,000.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
	Notes View	6	5		Implement Project Portfolio Management solution $33,000.00 / $25,000.00	Information Technology, CIO Office

Prioritization Notes

Level 4

Level 4 (PBIE Committee)

The PBIE Committee did not rank this initiative because we did not see the need for it, and therefore did not consider it a priority.

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
No results found.