Action Items …

ID	Task	Assigned To	Date Due
1	Prepare and staff the BTC Fair booth	All	2/3
2	Prepare matrix/financial information for Jane Gilbert & Arthur Davis	Bob	2/11
3	Meeting minutes, agenda and communication with Team and Caucus	Joan	Before next meeting
4	Copy the sample IT Intake forms for review by the team	Jeff, if you have them, would you do this?	Before next meeting
5	Plan and schedule a presentation (including completed Implementation Plan) to the Steering Team	Team	End of March

 

1.       We reviewed and revised the IT Intake Form and determined to test it at the BTC Fair on Thursday, 2/3.

 

2.       Paul circulated a matrix diagram and we discussed a prioritization schedule.  Both IT Form and Prioritization Matrix and Definitions are attached to this document.

 

3.       We worked on a forms flow process and will further refine the flow process at subsequent meetings where we will identify how to separate Help Desk issues from other issues and identify the appropriate points of contact for the process flow.

 

4.       I am attaching a revised edition of the Implementation Plan.  We need to review this systematically and make decisions about how to complete it, starting with Bob approval as sponsor of the items and identifying the lead each items, etc.

 

5.       Agenda for next meeting:

 

a.       Review sample IT Forms – Does OIP have what it needs to move the issue?

b.       Work on scheduling strategy

c.       Address the priority matrix – how will it be used, who will use it

d.       Review the priority definitions that Jeff prepared

e.       Refine the flow process

f.         Decide how to meet the two measurement targets we set for the team:

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

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

g.   Review the Implementation Plan

 

 

 

IT Intake Form (DRAFT – revised 02/03/05)

                                                                        Issue ID___________(assigned by OIP)

 

Issue________________________________________       Date ________________   

 

Submitted By _________________________________       Phone _______________

 

Agency  ______Application ______________  Date Required _________ Priority ___

 

Description (Explain what screen/report/process is involved; what is happening and what should or should not be happening; and give specific identifier such as SSN, employer #, etc so problem can be duplicated)       

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

IT Issue Impact(s)

Impact/Risk Checklist: (Please check all that apply)

Is the customer directly affected?   ____     Is the system broken or in error?                 ____

Is there a direct monetary affect?   ____     Risk to Public safety or well-being? ____

Are work arounds available?            ____    Is this a legislated/legal requirement ?         ____ Data security or data corruption?         ____    Funding implications? (explain below)   ____

Productivity gain potential?            ____       Potential Savings?  ________________       ____

Required system maintenance?      ____      Has this been reported previously?              ____    Risk if required date not met?        ____         Other?      _______________________________  

 

What is the impact of this issue on the work? (Please ensure that the explanation of impact includes a discussion of any impacts checked above and any other important factors to consider.)

_____________________________________________________________________________

_____________________________________________________________________________
_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

 

 

Sponsor Name        __________________________________        Date _______________

 

Contact(s) for this Issue ______________________________       Phone # ____________

 

Fund Code to Charge   __________

 

 

 

IT Project Priority Definitions

Feb. 3, 2005

 

Priority 1 - System Failure:

Priority 1 is assigned when an in production IT system ceases to perform a necessary function.

Example: Unable to connect to your database application when you arrive at work in the morning.

 

Priority 2 – Critical:

            Priority 2 is assigned for projects that are critical to the organization in order to continue meeting tactical initiatives.

 

Priority 3 – Mandatory:

            Priority 3 is assigned for Legal and Legislative Mandates and or required periodic system maintenance.

 

Priority 4 – High Value:

            Priority 4 is assigned to projects that are determined to be of high value to some portion of the organization and could result in a cost savings.

 

Priority 5 – Desirable:

            Priority 5 is assigned to projects which have no urgency, are not required, yet would have some positive impact on some portion of the organization.

Issue Scheduling Matrix

1/26/2005

 

This matrix could be used to further differentiate between IT issues once they have received a primary priority. Of those issues with identical priorities, this matrix would help identify those with a potentially higher return. You can use whatever number/letter scheme you want but it should favor those with significant impact and low effort and penalize those with low impact and significant effort. The result would be an effort to schedule the higher return priorities first potentially even across issues with different priorities.

 

 

Impact

 

High

            

Low                                                                                                                 High

                                                                                               

 

Effort