Action Items …

ID	Task	Assigned To	Date Due
1	Build and circulate for review a draft of the IT Intake Form	Joan (Paul subsequently offered to do this)	For next meeting
2	Schedule next meeting and regular meeting time through March	Paul	Prior to next meeting
3	Circulate for review a priority decision matrix	Paul	Prior to next meeting
4	Review forms and propose a flow process	All	Prior to next meeting

 

1.       Team got Dale on the phone to discuss his methodology for determining order and priority of jobs. He acts as an “account exec” for BES IT work.  He is responsible to the Director to carry out what admin wants, he keeps them aware of where they are in order to help them schedule and prioritize their IT projects.   Here are factors he discussed that affect their decisions:

·         Customer impact

·         Bug

·         Operating/application

·         Network affected

·         Enhancement

                                                                   i.      generated through user group or design group but goes to design group for review by expert users of the system

                                                                 ii.      may also become a policy decision by admin

·         validation is an oversight function of feds

·         funding

·         risk and difficulty level (to build, test, implement)

·         impact of go/no go decision

·         timeframes

 

 

2.       The Team then worked on a list of factors to consider when deciding the importance or “place in line” for a project.  These were later deemed to be the part of the IT Intake form that a “sponsor” of the project will address with an explanation or statement of impact and/or risk factors. They are:

·         Broken?

·         Bug?

·         Workaround being used?

·         Impact on public health, safety, well-being (include payments to public)

·         Funding – source, impacts, restrictions, will we send $ back?

·         User productivity gain? (estimate all resource savings)

·         Legal demand or mandate – deadlines, how real?, federal or state, worst case if not completed timely

·         Data security/corruption risk

·         Required maintenance

·         Other impacts – why is date important

·         Cost center, fund account

 

3.       The team reviewed the results of the prior weeks brainstorm to include on the top part of the IT Intake form for the originator to fill out.  They are:

 

·         Title: IT Intake Form

 

·         Contact persons and phone numbers

o        Initiator

o       Sponsor

o       OIP

·        Date issue identified

·         Date needed

·        Issue ID

·         Description of the problem

o        Some definition

o        Screen name

o        What it is doing/not doing

o        What should it do – what is it doing

·        Number of issue occurrences and report dates

·        What application is affected

Note:  This is what I remember, there may be others I forgot, Paul may have a better list as he charted the top part of the form.

 

4. Bob mentioned that the OIP staff is working on a jobs management system (correct me if I’m wrong here, please)

 

5. Bob shared a copy of notes he has made to a sample form we are using to help develop our IT Intake form.

 

6. Suggested agenda for the next meeting:

 

• Review and finalize the IT Intake form
• Test a few jobs against it – do we have the information necessary to complete a few?
• Decide how we will meet the two measurement targets we set: 

Document 100% of the existing IT issues by the end of March

Document 100% of all existing BUC IT issues by the end of April