major i&it projects report tb/mbc – date for the quarter ending date confidential advice to...
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![Page 1: Major I&IT Projects Report TB/MBC – date For the Quarter Ending Date Confidential Advice to Cabinet](https://reader036.vdocument.in/reader036/viewer/2022083004/56649da25503460f94a8e764/html5/thumbnails/1.jpg)
Major I&IT Projects ReportTB/MBC – date
For the Quarter Ending Date
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
2
MGS Recommended Minute
That Treasury Board/Management Board of Cabinet: Receive the X Quarter Major I&IT Projects Report Note the following IT projects are included in the
report: Name Name Name Name Name Name Name Name
Note that a Post-Implementation Review/Lessons Learned has been completed for (Name of project), so the project will not be included in future Major I&IT Project Reports.
Confidential Advice to Cabinet
NB: The MPR is a summary of significant I&IT projects where the OPS directly manages and delivers the project. As a result, it currently excludes transfer payment entities like SSHA, unless MBC has specifically directed reporting via MPR.
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Office of the Corporate Chief Information Officer, Ministry of Government Services
3
MGS Recommended Minute (continued) That Treasury Board/Management Board
of Cabinet:
Receive the reportback on the decisions made by the Information Technology Project Approval Committee (ITPAC) during the X quarter, fiscal year.
Reportback on ITPAC QX decisions:
Date (Ministry):
Minute from ITPAC
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
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Risk Assessment
• High Risk does not mean that a project is at risk• Taking a greater risk may be appropriate if a project has potential to deliver greater rewards• All projects are in the medium/high range for inherent risk. This is consistent with I&IT Task Force
recommendations that MBC should provide oversight on only the highest risk projects. An example of a risk assessment is contained in Appendix 1.
Confidential Advice to Cabinet
Project NameInherent
Risk AssessmentMinistry Residual Risk Assessment
MINISTRY ACRONYM - Project Name High HighMINISTRY ACRONYM - Project Name High HighMINISTRY ACRONYM - Project Name High MediumMINISTRY ACRONYM - Project Name High MediumMINISTRY ACRONYM - Project Name High MediumMINISTRY ACRONYM - Project Name High MediumMINISTRY ACRONYM - Project Name High LowMINISTRY ACRONYM - Project Name High LowMINISTRY ACRONYM - Project Name Medium MediumMINISTRY ACRONYM - Project Name Medium MediumMINISTRY ACRONYM - Project Name Medium LowMINISTRY ACRONYM - Project Name Medium LowMINISTRY ACRONYM - Project Name Medium LowMINISTRY ACRONYM - Project Name Medium Low
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Office of the Corporate Chief Information Officer, Ministry of Government Services
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Portfolio Performance – Cumulative Assessment
Assessed rating improved from Q3
= Assessed rating same as Q3
Assessed rating worsened from Q3
Monitor Manageable On Track
Cost/schedule 30% or more from plan
Cost/schedule variance of 10% to 30% from plan
Cost/schedule variance < 10% from plan
Confidential Advice to Cabinet
Note: Assessments based on formula against current baselines where approved/ recognized and adjusted where key information was provided. Variances are relative to total project.
Planned Actual Planned Actual
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% Manageable =
I&IT Controllership comments
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track =
I&IT Controllership comments
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% Manageable
I&IT Controllership comments
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track =
I&IT Controllership comments
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% Manageable
I&IT Controllership comments
MINISTRY ACRONYM - Project Namexx.xx xx.xx xx.xx On Track = xx.xx% xx.xx% On Track =
I&IT Controllership comments
Project NameStatus Status
Low
(<
30M
)
$ CommentsCumulative Project Costs as of Q1 07/08
Cumulative Project Schedule as of Q1 07/08
Total Project Value
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Office of the Corporate Chief Information Officer, Ministry of Government Services
6
Portfolio Performance – Cumulative Assessment
Assessed rating improved from Q3
= Assessed rating same as Q3
Assessed rating worsened from Q3
Monitor Manageable On Track
Cost/schedule 30% or more from plan
Cost/schedule variance of 10% to 30% from plan
Cost/schedule variance < 10% from plan
Confidential Advice to Cabinet
Note: Assessments based on formula against current baselines where approved/ recognized and adjusted where key information was provided. Variances are relative to total project.
Planned Actual Planned Actual
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx Manageable = xx.xx% xx.xx% Manageable =
I&IT Controllership comments
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track N/A xx.xx% xx.xx% On Track N/A
I&IT Controllership comments
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track =
I&IT Controllership comments
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track =
I&IT Controllership comments
MINISTRY ACRONYM - Project Namexx.xx xx.x xx.x Manageable = xx.xx% xx.xx% Manageable =
I&IT Controllership comments
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track =
I&IT Controllership comments
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track =
I&IT Controllership comments
MINISTRY ACRONYM - Project Namexxx.xx xxx.x xxx.xx Monitor = xx.xx% xx.xx% Monitor =
I&IT Controllership comments
Project Name
HIG
H (
>$1
00M
)
Status Status
MED
IUM
(>$3
0M <
$100
M)
$ CommentsCumulative Project Costs as of Q1 07/08
Cumulative Project Schedule as of Q1 07/08
Total Project Value
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Office of the Corporate Chief Information Officer, Ministry of Government Services
7
Portfolio Performance – 4 Quarter Assessment
Confidential Advice to Cabinet
Note: Assessments based on formula against current baselines where approved/ recognized and adjusted where key information was provided. Variances are relative to planned activity over past 4 quarters.
Monitor Manageable On Track
Cost/schedule 30% or more from plan
Cost/schedule variance of 10% to 30% from plan
Cost/schedule variance < 10% from plan
Planned Actual Planned Actual
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% Manageable
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx Manageable = xx.xx% xx.xx% Manageable =
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track N/A xx.xx% xx.xx% Manageable N/A
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track =
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track xx.xx% xx.xx% Manageable
MINISTRY ACRONYM - Project Namexx.xx xx.xx xx.xx On Track = xx.xx% xx.xx% On Track =
Comments Total
Project Value
4Q Project Costs as of Q1 07/08
Status
4Q Project Schedule as of Q1 07/08
Status
Project Name
Low
(<
30M
)
$
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Office of the Corporate Chief Information Officer, Ministry of Government Services
8
Portfolio Performance – 4 Quarter Assessment
Confidential Advice to Cabinet
Note: Assessments based on formula against current baselines where approved/ recognized and adjusted where key information was provided. Variances are relative to planned activity over past 4 quarters.
Monitor Manageable On Track
Cost/schedule 30% or more from plan
Cost/schedule variance of 10% to 30% from plan
Cost/schedule variance < 10% from plan
Planned Actual Planned Actual
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% Monitor =
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx N/A N/A xx.xx% xx.xx% N/A N/A
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx Manageable xx.xx% xx.xx% On Track =
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track =
MINISTRY ACRONYM - Project Namexx.xx xx.x xx.x Manageable = xx.xx% xx.xx% Manageable =
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track = xx.xx% xx.xx% On Track =
MINISTRY ACRONYM - Project Namex.xx x.xx x.xx On Track N/A xx.xx% xx.xx% On Track N/A
MINISTRY ACRONYM - Project Namexxx.xx xxx.x xxx.xx On Track = xx.xx% xx.xx% On Track =
Comments Total
Project Value
4Q Project Costs as of Q1 07/08
Status
4Q Project Schedule as of Q1 07/08
Status
Project Name
HIG
H (
>$1
00M
)M
EDIU
M (
>$3
0M <
$100
M)
$
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Office of the Corporate Chief Information Officer, Ministry of Government Services
9
Action Plans for Projects not “On Track”
Confidential Advice to Cabinet
Monitor Manageable On Track
Cost/schedule 30% or more from plan
Cost/schedule variance of 10% to 30% from plan
Cost/schedule variance < 10% from plan
$ Project Name Action Plan
Project #1 On Track ManageableStatement about what action the project is taking to get "on track".
Project #2 Manageable ManageableStatement about what action the project is taking to get "on track".
Project #3 On Track ManageableStatement about what action the project is taking to get "on track".
Project #5 On Track ManageableStatement about what action the project is taking to get "on track".
Project #7On Track Monitor
Statement about what action the project is taking to get "on track".
Project #9 Manageable On TrackStatement about what action the project is taking to get "on track".
Project#11 Manageable ManageableStatement about what action the project is taking to get "on track".
Four-Quarter Status Based on
Cost
Four-Quarter Status Based on
Schedule
MED
IUM
(>$3
0M <
$100
M)
Low
(<
30M
)
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Office of the Corporate Chief Information Officer, Ministry of Government Services
10
Post-Implementation Review -Lessons learned
Ministry: Name of Recommendations from (Ministry):
Recommendation Recommendation Recommendation Recommendation Recommendation Recommendation
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
11
Major Projects Portfolio by Government Priority
Confidential Advice to Cabinet
Project Name Description Project Value ($M)
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
MINISTRY ACRONYM - Project Name A one sentence description of the project from a business perspective. xx.xx
Serving a Vital Public Interest - Sub Total xx.xx
xx.xx
Strong People, Strong Economy
Strong People, Strong Economy - Sub Total
Serving a Vital Public Interest
GRAND TOTAL:
Better Health
Better Health - Sub Total
Success for Students
Success for Students - Sub Total
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Office of the Corporate Chief Information Officer, Ministry of Government Services
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Major Projects Portfolio by Project Phase
Confidential Advice to Cabinet
DEFINITION PHASEDEFINITION MINISTRY ACRONYM - Project Name J un-06 Mar-10 xx.xx
DEFINITION MINISTRY ACRONYM - Project Name Apr-07 Mar-11 xx.xx
xx.xxPLANNING PHASE
PLANNING MINISTRY ACRONYM - Project Name J ul-04 Aug-08 xx.xx
xx.xxIMPLEMENTATION PHASE
IMPLEMENTATION MINISTRY ACRONYM - Project Name May-03 J un-09 xx.xx
IMPLEMENTATION MINISTRY ACRONYM - Project Name Aug-06 Mar-10 xx.xx
IMPLEMENTATION MINISTRY ACRONYM - Project Name Oct-04 Mar-08 xx.xx
IMPLEMENTATION MINISTRY ACRONYM - Project Name Aug-05 Nov-09 xx.xx
IMPLEMENTATION MINISTRY ACRONYM - Project Name Dec-00 Dec-07 xx.xx
IMPLEMENTATION MINISTRY ACRONYM - Project Name J un-03 Mar-09 xx.xx
IMPLEMENTATION MINISTRY ACRONYM - Project Name Apr-05 Mar-08 xx.xx
IMPLEMENTATION MINISTRY ACRONYM - Project Name Sep-01 Mar-08 xx.xx
IMPLEMENTATION MINISTRY ACRONYM - Project Name J ul-98 J un-13 xx.xx
IMPLEMENTATION MINISTRY ACRONYM - Project Name May-01 Mar-09 xx.xx
xx.xxActive Projects sub-total xx.xx
CLOSE-OUT PHASECLOSEOUT MINISTRY ACRONYM - Project Name J un-04 Oct-06 xx.xx
CLOSEOUT MINISTRY ACRONYM - Project Name Feb-04 Sep-06 xx.xx
CLOSE-OUT MINISTRY ACRONYM - Project Name J an-00 J un-07 xx.xx
xx.xxxx.xx
Total Project Value
Project Name
GRAND TOTALClose-Out Phase Sub-total
Project PhaseProject Start
Date
Planning Phase Sub-total
Implementation Phase Sub-total
Project End Date
Definition Phase Sub-total
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Office of the Corporate Chief Information Officer, Ministry of Government Services
13
Contacts
Chris McAlpine, ManagerI&IT Controllership Branch
Office of the Corporate Chief StrategistTelephone: (416) [email protected]
Mike Anderson, HeadI&IT Controllership Branch
Office of the Corporate Chief StrategistTelephone: (416) [email protected]
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
14
Appendix 1 – Example of a Risk Assessment
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
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Example of a Risk Assessment
For each risk factor: 1 = Low Risk, 3 = Medium Risk, 5 = High Risk
Risk Factors Inherent Risk Current Risk
$ Size of Proposed Project 5 5
Duration of Proposed Project 5 5
Technology for Project 3 3
Business Impact/Scope of Change 5 5
Stakeholder/Constituency Impact 5 5
Privacy and Security Assessments 3 3
Comprehensive Project Plan, with Modular Structure, Off-Ramps, etc.
3 3
Capacity Assessment 5 1
Leadership and Governance Structures for Project 3 3
Score 37/45 = 82% 33/45=73%
Risk Assessment High Medium
Overall: 0% to 50: Low Risk, 51%-74%:Medium Risk, 75%-100% = High Risk
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
16
Appendix 2 – Response to the I&IT Task Force
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
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Background – Responding to the I&IT Task Force Report
R2. Ongoing Senior Executive Accountability for Projects
R3. Shorter Approval Times for Some Projects
R4. Quarterly Reports to MBC
R5. Project Post-Mortems (Post-Implementation Review)
R6. Establish Independent Advisory Committee for IT
Recommendations of Special Task Force on Management of Large-Scale I&IT Projects
R1. Manage Capacity
R7. Project Management
R8. Review Compensation Levels for Key IT Roles
R10. More Up-Front Planning
R11. Gateway Review Process
R9. Portfolio Management
R12. Prepare More Thoroughly for Procurement
R13. Separate Design from Build in Procurement
R14. Write RFPs “Close to the Action”
R15. Off-Ramps in Contracts
R16. Forum for I&IT Industry/Civil Servant Dialogue
Highlighted/bolded areas are the Task Force Recommendations to which the MPR responds.
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
18
Appendix 3 – Summary Sheets
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
19
Table of Contents
Project Summary Sheet Name Page
MINISTRY ACRONYM – Project Name 20
MINISTRY ACRONYM – Project Name 21
MINISTRY ACRONYM – Project Name 22
MINISTRY ACRONYM – Project Name 23
MINISTRY ACRONYM – Project Name 24
MINISTRY ACRONYM – Project Name 25
MINISTRY ACRONYM – Project Name 26
MINISTRY ACRONYM – Project Name 27
MINISTRY ACRONYM – Project Name 28
MINISTRY ACRONYM – Project Name 29
MINISTRY ACRONYM – Project Name 30
MINISTRY ACRONYM – Project Name 31
MINISTRY ACRONYM – Project Name 32
MINISTRY ACRONYM – Project Name 33
Confidential Advice to Cabinet
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Office of the Corporate Chief Information Officer, Ministry of Government Services
20
ADMCIO
MGS Analyst
4-QUARTER BUDGET
Manageable
CUMULATIVE BUDGETOn Track
Medium
Apr-01 9.00 11.70 May-01Dec-06 13.00 0.00 Mar-03
PROJECT BUDGET 0.30M 0.30M
CLUSTER ACRONYM - MINISTRY ACRONYM - Project Name (PROJECT ACRONYM)Responsible ADM
CIO name
MGS/OCCIO REPORT - Q1 2007/2008 Analyst namePROJ ECT CURRENT STATUS
MGS assesses the budget and schedule variances as Manageable for the following reasons: (1) The project has implemented a new strategy that, in testing, has been successful in resolving the integration issue between components. Because the integration issue had previously had delayed the implementation of other components, this new strategy means that development work can now progress.(2) Staff Information - User Acceptance Training, training and production was completed as scheduled.(3) Overall, the Ministry is on track to complete the project by March 2009.
INHERENT RISK ASSESSMENT
Key Risk Areas: - Project Duration - Significant Business Process Change - Privacy and Security
4-QUARTER SCHEDULEManageable
CUMULATIVE SCHEDULEOn Track
MINISTRY/CLUSTER REPORT - Q1 2007/2008PROJECT OVERVIEW / SCOPE
Overview of the project, which includes both technical information as well as business information.
BUSINESS OUTCOMES Main Government Priority: Stronger, Safer CommunitiesCOMMITMENT ACHIEVED TO DATE
Improve operational efficiency-reduce errors/omissions, improve productivity, increase fee revenue with setting/monitoring of performance measures.
Mapped in detail new streamlined processes to improve productivity and information - will be built into new system. Investment accounting system once implemented will improve quality of investment process.
Maximize electronic flow and exchange of information between and among staff, stakeholders and partners.
Identified external stakeholders contacted to begin the process of determining enhancements to exchange of information. Staff information implemented improves the currency of case assignment to staff.
Provide enhanced client reporting and analysis through improved accounting systems.Enhanced financial reporting to clients (clear,comprehensive);improved final comp calculatiions & turnaround times; developed checklists/profiles to be used in application development.
PROJECT APPROVALS - IMPLEMENTATION PHASEProject Budget - Initial MBC Approval as of Project Budget Released as of Q1 07/08 Project Start Date
Key Risk Areas: Project Duration; New technology; Privacy and securityMitigation Strategies:Project duration: Development is modular with off ramps.Business Process: Modular approach gradually brings staff into new business approach with training. Privacy and security: System contains personal information but there is no access for business partners and/or citizens. PIA was completed in Q4 2006-07.
PROJECT SCHEDULE CURRENT RISK ASSESSMENT Low
07/08 YTD Budget - $ 07/08 YTD Spent - $ PROJECT WORKFORCE
Provide improved client management through integration of tools, checklists, profiles and quality data.
Review of all correspondence to major stakeholders including changes to form letters and request for information in more structured format built into completed business requirements.
Project Budget - Current MBC Approval as of Project Budget on Holdback as of Q1 07/08 Project Planned Completion Date - Original MBC Commitment
Improved quality control through workflow management.Workflow mgmnt tool - tracking search for minors - greatly improved timelines; Allegations & Investigations improved work assignment and reporting; impact greater as system rolled out to service areas.
2
10 10 10 10 10
0 0 02
10 10 10 10 108 8
00
20
Q4 2005/6 Q1 2006/07 Q2 2006/07 Q3 2006/07 Q4 2006/07 Q1 2007/08 2007/08 2008/09 2009/10
Hea
dcou
nt
Planned Workforce Actual & Projected Workforce
ProjectionsActual
4.40 5.22 5.46 5.69 5.92 6.36 7.31 7.6111.70 13.00
4.40 5.22 5.46 5.69 5.92 6.60 6.70 7.0010.50
13.000.00
10.00
20.00
30.00
Previous 2004/05 Q4 2005/6 Q12006/07
Q22006/07
Q32006/07
Q42006/07
Q12007/08
2007/08 2008/09 2009/10
Mill
ions
($M
)
Projected Budget Actual Spending to Date Revised Planned Budget
Actual Projections
37.5% 44.6% 46.6% 48.6% 50.6% 54.4% 62.5% 65.0%87.2% 100.0%
37.5% 44.6% 46.6% 48.6% 50.6% 54.4% 57.3% 59.8%82.0%
100.0%
0%
25%
50%
75%
100%
Previous 2004/05 Q4 2005/6 Q12006/07
Q22006/07
Q32006/07
Q42006/07
Q12007/08
2007/08 2008/09 2009/10
% C
om
ple
te
Original Planned % Complete Actual % Complete to Date Projected % Complete
Actual
Projections