Action Items …

ID	Task	Assigned To	Date Due
1	Further revisions to the Implementation Plan	Joan	Prior to 3/23 see attached
2	Draft Cover sheet for new Intake Form	Joan	Prior to 3/23 see attached
3	Fill in estimates for the Implementation plan	Joan, Bob, John, Jeff	3/23
4	Review implementation plan and prep for Steering Team presentation on 4/25	All	3/30 and ongoing until April 25th presentation
5	Review test intake form and IT Cost analysis form (see notes at end of report)	All	3/30

 

1.       The Team prepared for the Fair on 3/17.  Paul Burgess took the lead in preparing our 15-minute presentation.  This took between 30 and 40 minutes of our time.

 

2.       The Team talked about the expected Steering Committee presentation that was scheduled the following day at the fair for April 25^th.  Also, it was made clear at the fair that our team is responsible for seeing to it that any of our recommendations that are no cost/low cost (and approved by the sponsor) are implemented.  It was also confirmed that it is the expectation of the team that all of the recommendations are implemented even if not specifically by us.

 

3.       The team agreed to spend the next meeting (3/23) working on completing the estimated savings portions of the Implementation plan with John R, Joan C, Bob M and Jeff J. Our regular meeting will resume the week following.

 

4.       Joan reported she had not yet had time to draft a cover sheet for the new intake form but they would be ready for the 23^rd meeting.  There still needs to be a completed sample of the intake form to be part of the introductory “packet” of information for the new Intake Form. There was confusion about who was supposed to have done this.

 

5.       The team did continued to refine the Implementation plan.

 

6.       The final action item addressed was the provision of a new example for the priority.  Jeff had not completed this.

 

NOTES:  From the 3/09 meeting minutes we received some feedback from Arthur Davis, please read below in response to item 3 of our minutes:

Team discussed how to get customers acclimated to using this new system and what the “benefit” to them is.  This is a significant issue.  Without some sense of direct benefit to them, it maybe impossible to get people willing to spend the time it will take to complete these “inventory sheets” for all the existing jobs, especially when almost every unit within the Department has some sort of method in place presently. This sounds like a bolder or a potential block; it’s also cross functional, last but not least, it’s requires the creation of a Department-wide Standard process. These are all places were the BTC Steering Committee (SC) AND, after them, the ELT body can help. I’d suggest that the Team get clear about what’s required, come-up with some or an option, and, when you make your presentation to the SC, make a proposal.

 

AND, in reaction to item 5 of our minutes:

Concern expressed again about meeting the spirit if not the letter of the original VSM Charter that is to propose some solution to the many outstanding jobs that don’t get attention.  We are in agreement that scheduling resources is at issue. DO NOT COMPREMISE YOUR CHARTER.

 

Important Developments subsequent to our meeting (3/16):

 

1.       Joan has a new project to use as a test of the new IT Intake form.  She will try to complete it and follow the directions she has drafted for the cover sheet draft (attached) to see if they make sense.  The team can review the intake form at the next meeting and I will send it to all on the team in advance of 3/30/05.

 

2.       Joan was contacted by Dale Sturtevant, representing another VSM to inquire about function codes. I suggested she contact Bob as I was unsure of whether the function list is complete.  She may need to attend the 4/6 meeting for further assistance from the team.

 

3.       At the BTC Fair, Joan signed the team up for a presentation to the Steering Committee on April 25, 2005

 

4.       Finally, thanks to Paul for organizing and presenting our work at the Fair!!  It was very short notice but you did a good job!

 

 

 

Draft Cover sheet attached, next page
Draft Cover sheet for IT Intake Form 3/16/05

 

Attached is a blank IT Intake form for reporting all work which OIP will have to perform.  It serves as a work order.  Examples include scheduled or unscheduled maintenance, a new project, an enhancement to an existing system or program, updates or changes to programs, or complete new designs for operating systems.  This form is available in computer form at ________________________________.

 

Directions for Completing the Intake Form:

 

1. The top part of the form is completed by whoever identifies the need

2.  the lower part of the Form is completed by the “sponsor” or person with authority to require that IT work be done and who can specify the source of funding to which the work will be charged.

3.  The sponsor also helps to determine if the issue is resolvable through the Helpdesk or must proceed to systems and programming.

4.  The sponsor also assigns a priority to the project based on a priority scale provided with the form. Some units within the Department funnel their IT work through one individual (like an account manager) this individual would be the sponsor and complete the second half.  In any case, the individual completing the sponsor portion must have authority to expend the funds necessary to complete the work.

5.  Once complete, forward the form by email to_________________________.

 

Process

 

Note:  Issues of an immediate nature like equipment failure should be processed through the OIP Helpdesk as before, this Intake Form is for programmatic or systems adjustments. 

 

The IT Intake form is the initiation of a progression through a standardized process that all IT work follows.  The project lifecycle for all projects is outlined below:

1. A completed IT Intake Form is received by OIP.
2. OIP further defines the Issue or project with the sponsor/customer.
3. OIP performs analysis.
4. OIP conducts a prioritization and scheduling discussion with the sponsor/customer.  Assumptions are documented and a final work order is completed.
5. OIP Begins work on the project by scheduling it and moving it to design and documentation.
6. Sponsor/customer reviews take place periodically throughout the life of the project.
7. Peer and customer review of the design occurs.
8. The design is modified if appropriate and new completion dates discussed and agreed if necessary.
9. Testing occurs in the development environment.
10. Training takes place if necessary.
11. The solution is implemented and completes reviews.

A Master Project Inventory is updated to reflect the status (completion) of all projects. Throughout a projects life cycle there are periodic updates to the project status and communications with the customer.