state technology approval reform project (star) kick-off event april 11, 2014
DESCRIPTION
Carlos Ramos, Director California Department of Technology Scene 1: Opening RemarksTRANSCRIPT
State Technology Approval Reform Project (STAR)Kick-off Event
April 11, 2014
Master of Ceremonies
Glenn Stephens
Carlos Ramos, Director
California Department of Technology
Scene 1: Opening Remarks
Martin Hoshino
Undersecretary of OperationsDepartment of Corrections
Scene 2: Keynote Speaker
Gretchen HernandezDeputy Agency Information
OfficerHealth and Human Services
Agency
Scene 3: Guest Speaker
Tony PerezUndersecretary
California Government Operations Agency
Scene 4: Guest Speaker
On with the show …
• Act II: Meet the Team• Act III: Project 411• Act IV: Policy and Procedure• Act V: Almost a Wrap
Act II: Meet the Team
• Scene 1: Department of Technology Team Members
• Scene 2: State Entity Team Members
Andrea HoffmanSTAR Project Manager
Act III: Project 411• Project Mission• Project Goals and Benefits• Project Organization and Sub-Teams• Expectations and Commitment
Scene 1:Project Mission
Transform the IT project approval process to improve the planning, quality, value and likelihood of success for technology projects being undertaken by the State of California.
Scene 2: Project Goals and Benefits
• Create an Efficient and Effective Process• Reduce Project Risk• Build Collaborative Partnerships• Improve Project Success• Define Project Data Needs• Improve Project Approval Integrity
Scene 3: Project Organization
Scene 3: Sub-Teams
Procurement
Policy & Procedure
Project Management
Data Analysis
Training
Change Management
Communications
Scene 4: Expectations and Commitment
PROVIDE
OSITIVEESPECTPPORTUNITYALUE ADDEDNPUTIVERSITYNCOURAGE
VALUE
IEWPOINTCCOUNTABLEEARNINGNDERSTANDINGND GOAL
ACT IV: Policy and Procedure
Patrick DennisPolicy and Procedure, Lead
Scene 1: Development Framework
Stage 1 Business Analysis
Sponsors/Stakeholders
Program Background
Business Drivers
Problem/Opportunity
Objectives
Strategic Alignment
Organizational Readiness
Stage 2 Alternatives
Analysis
Baseline Processes/System
s
Stakeholder Requirements
Alternative Solutions
Recommended Solution
Enterprise Architecture
Align.
Acquisition Strategy
Stage 3 Procurement
Analysis
Solution Requirements
Request for
Proposal (RFP)
Development
Stage 4 Solution Analysis
RFP Solicitation
Vendor Selection
Cost/Benefits Analysis
Project Readiness
Baseline Resource Plan
Baseline Schedule
Automated Data Collection Tool
Implementation Analysis
Final Report Analysis
Project Execution
Release 1 Future Effort
Budget CycleOversight
Scene 1: Development Approach
• Policy and Procedures based on the Stage Gate Model
• Include members from most Agencies and State Entities
• Approval models (tracks) based on project RISK and BUSINESS VALUE to determine rigor applied in each stage
Scene 1: Approach (cont.)• Opportunities for engagement will be
identified and implemented• Build collaborative partnerships • Focus on providing value at the right time in
the process• Develop processes that support project
funding requests and align with the budget cycle and Federal processes.
• Analysis sessions include educational component
Scene 1: Approach (cont.)
New project approval lifecycle will:
• Not be “once size fits all”• Request the right information at the right time• Apply the right amount of rigor based on each
initiative’s Risk and Business Value • Implement scalable procurement options • Align oversight framework with new project
approval lifecycle
Scene 2: Timeline
High Level Project TimelineMilestone Target Completion
Project Kickoff Meeting April 2014Project Initiation April 2014Policy and Procedure Analysis Phase August 2014Policy Release (Technology Letter)
Stage/Gate 1 Revisions Stage/Gate 2
December 2014
Comprehensive Training and Outreach Period January 2015 – February 2016Pilot Test Project(s) January 2015 – December 2015Stage/Gate 1-2 Policy Refinement January 2015 – June 2015Policy Release (Technology Letter)
Stage/Gate 3 Stage/Gate 4
June 2015
Stage/Gate 1-2 Policy Effective July 2015Stage/Gate 3-4 Policy Refinement July 2015 – December 2015Stage/Gate 3-4 Policy Effective December 2015Transition to Maintenance and Operations March 2016Release 1 Project End Date March 2016
Scene 3: Guiding Principles
• Create a flexible, nimble and repeatable process
• Create a consistent and dependable process that aligns with procurement and the budget cycle
• Create a seamless transition for projects underway that fall between the existing process and the re-engineered process
Scene 3: Guiding Principles (Cont.)
• Collect the right information at the right time to remove redundant or duplicative requests
• Create reusable tools that can be leveraged by State Entities for non-reportable projects
• Create a transparent approval process to provide efficient, effective and consistent feedback
Act V: Almost a Wrap• Project Status• Next Steps• Future Acts and Information• Questions and Answers• Closing Act
Scene 1: Project Status
What’s Done!• Initiation Phase• Project Structure & Reporting• Roles and Responsibilities• Team Recruitment & Resourcing • Timeline with Key Milestones• Marketing & Outreach– Presentation Updates– Website– Email– Logo (branding)
Scene 2: April Next Steps
• Initiate Analysis and Planning Phase• External Team Member Onboarding• Policy and Procedure Approach (update)• Begin Analysis Sessions (April 15)• Project Charter• Project Management Plan• Schedule
Scene 3:Future Acts and Information
Email: [email protected] Website: http://marketing.otech.ca.gov/star
Andrea Hoffman (Project Manager)[email protected]
Patrick Dennis (Policy and Procedure Lead)[email protected]
Alicia Wong (Communications and Outreach Lead)
Coming Soon: STAR at the Project Delivery Summit
June 2014
Scene 4: Questions and Answers
Scene 5: Closing Act
Andrea Wallin-Rohmann
Chief Deputy Director, PolicyCalifornia Department of
Technology
