PROJECT GOVERNANCE IN PRACTICE

1 PROJECT GOVERNANCE IN PRACTICE The everlasting journey towards Value-adding PROJECT GOVERNANCE Elize van Straten, MBL, PMP , Prince2 South African State Information Technology Agency SOC OVERVIEW Corporate & PROJECT GOVERNANCE Compared SITA s Mandate and GOVERNANCE Framework SITA EPMO Evolution Lessons Learn t Final Mind Shift 2 THE PROBLEM The Big Problem in any GOVERNANCE CORPORATE & IT GOVERNANCE GOVERNANCE is the set of decisions that defines expectations, grants power, or verifies performance. It consists either of a separate process or of a specific part of management or leadership processes. In IT GOVERNANCE (King III) , one seeks confidentiality, integrity and availability of the functioning of the system; possession of the system, authenticity of system information; and assurance that the system is usable and useful.

2 Concerns are unauthorized use, access, disclosure, disruption or changes to the information system. PROJECT GOVERNANCE PROJECT GOVERNANCE is the framework which ensures the PROJECT has been correctly conceived and is being executed in accordance with best PROJECT management PRACTICE within the wider framework of the firms of organizations GOVERNANCE processes. Effective PROJECT GOVERNANCE ensures projects deliver the value expected of them. An appropriate GOVERNANCE framework ensures that all expenditure is appropriate for the risks being tackled. PROJECT GOVERNANCE is not about micro- management , it is about setting the terms of reference and operating framework, defining the boundaries and ensuring that planning and execution are carried out in a way which ensures that the PROJECT delivers benefits.

3 TWO SIDES OF THE SAME COIN Business GOVERNANCE is the organizational control of the business s ability to deliver value PROJECT GOVERNANCE is the centralized control of the projects that produce this value SITA CASE STUDY ICT GOVERNANCE FOCUS (SITA AS IT FUNCTION OF GOVERNMENT) SITA Mandate The objects of the Agency are (a) to improve service delivery to the public through the provision of information technology, information systems and related services in a maintained information systems security environment to departments and public bodies; and (b)to promote the efficiency of departments and public bodies through the use of information technology.

4 8 Government State IT Agency SITA Internal IT Function Value Value EPMO MISSION To evolve SITAs Portfolio, Programme and PROJECT management capabilities to predictably deliver quality projects within time and within budget. Standardise projects and PROJECT sustainability 2013/14 and before CMMI level 2 Prince 2 adoption ERP / PM Process aligned 100% ERP coverage PROJECT Sustainability Monitor and report on PROJECT performance Business Planning System PPM focussed GOVERNANCE body Institutionalise Prince 2 and PM processes Institutionalise Portfolio management PPPM Value proposition measured 2014/15 2015/16 2016/17 and beyond CMMI 3 Preparation Enterprise PROJECT GOVERNANCE (EPPC)

5 Enterprise level demand management Retrain all PMs and LoB ERP training Tender for Integrated PM, PgM and PfM toolsets Implement operational performance dashboards Integrated GOVERNANCE Body CMMI 3 Certification Portfolio management forums established Portfolio Performance Integrated benefit monitoring ROI framework implemented Integrated PPPM implemented Integrated PMO capabilities CMMI 3+ Measure fulfillment of BC Company wide PPPM institutionalized All projects EPPC approved Customer access to SITA PM systems SITA Capex planning framework established 10 EPMO GOVERNANCE EVOLUTION Continuous review of EPMO value proposition fulfilment and effectiveness

6 Special Committee GOVERNANCE Areas EXCO Informed by: Sphere MPSA/Cabinet Board Board Sub Committee EXCO Sub Committee Steering Committee GOVERNANCE Structure MPSA/CABINET SITAB oard Stakeholder Relationship, IT GOVERNANCE & Coms Sub-Com SITAEXCO OPSCOM Enterprise Portfolio and Programme management SC Architecture Portfolio Committee Oversight on all PROJECT activities within SITA (Portfolio management , Programme management and PROJECT management ) Service Delivery Committee Regulatory King III Prince II PMBOK Chair: GM EPMO Members: All relevant portfolio and programme managers, persons invited by the Chairperson. OLD GOVERNANCE FRAMEWORK NEW GOVERNANCE FRAMEWORK Board: ICT, Research, Development and Innovation (ICT RDI) EXCO MANCO EXCO: ICT GOVERNANCE Enterprise Architecture - ICT Com ICT Service Portfolio Enterprise PROJECT and Financial Sustain-ability ICT Risk & Security** Procure-ment** - Bid-Spec** - Bid eval** HR Policy and relations 12 ICT GOVERNANCE ICT management ** Temporary until Subsidiaries are operational ICT GOVERNANCE - STRATEGIC 13 Committee Focus Members Board.

7 ICT, RDI (Research, Develepment and Innovation) Approve ICT GOVERNANCE Policy Framework Ensure ICT Service Delivery Performance alignment to stakeholders Approve ICT GOVERNANCE implementation Approve ICT Investments and Expenditures Ensure ICT Risk management . Ensure Information Asset and Security management . Monitoring Conformance and Performance (Policy and Plans) Chairperson: Non-Executive Director (ICT) Members: Non-Executive Directors, Executive Director (CEO) Invitations: Deputy CEO s, Chiefs/Exec of ICT Services, Chief Risk Officer, Head: Internal IT Company Secretary, Internal Audit ICT GOVERNANCE Champion EXCO: ICT GOVERNANCE Direct, Evaluate, Recommend ICT GOVERNANCE Policy Framework ICT Strategic Plans Enterprise Architecture (Business Model, Operating Model, Value Chain, IT Service Catalogue, Capability Model, System Portfolio, Technology Portfolio) ICT management framework ICT Programme Investment Portfolio SITA Corporate Risks and ICT Security Policies and Plans Procurement/Sourcing policies and plans Monitoring and Evaluation conformance Chairperson: CEO Members: DCEO s Chairpersons of ICT GOVERNANCE Steering Committees Invitation: Head: Internal IT Company Secretary Internal Audit Chief Risk Officer ICT GOVERNANCE Champion OCEO.

8 Exec Support ICT STEERING COMMITTEES Committee Purpose Members Enterprise Architecture Portfolio Committee (EAPC) To lead, coordinate and recommend for approval the development of ICT Strategies, Enterprise Architecture (Business, Systems and Technology models), Innovation and ICT Quality management System, frameworks, policies, standards; and monitor portfolio performance and conformance; serve as escalation point for architecture, technology and standards related issues. Chair: CTO Members: Exec: Systems Exec: ICT Infrastructure Services Chief Enterprise Architect. CTO: GIM, Innovation, Advisory, Quality, EPMO. CS: Org Development, Internal IT Head: Provincial ICT GOVERNANCE champion Enterprise Service Portfolio Committee (ESPC) To coordinate and recommend for approval the SITA Service Portfolio and associated customer relations and contracting models including additions, modifications and retiring of services; and monitor portfolio performance and conformance; and serve as escalation point for service offering related issues.

9 Chair: Exec: ICT Infrastructure Services Members: CTO: Service Portfolio CTO: GIM, EPMO Head: Internal IT Heads: CRM, SMC. Heads: ICT Service Owners Head: Provincial ICT GOVERNANCE Champion 14 ICT STEERING COMMITTEES Committee Purpose Members Risk & Security Committee To coordinate the establish of Information Security management System to ensure confidentiality, integrity and availability of information assets, Intellectual Property and Personal Information; and Risk management System to identify, assess and reduce ICT-related risk within levels of tolerance; and monitor, evaluate and report performance and conformance against Security and Risk management systems.

10 Chair: Chief Security Officer Members: Chief Risk Officer CTO Head: Internal IT Risk Champions (National & Provincial) Head: Information Security Operations Head: Personnel Security Head: Facility & Physical Security Enterprise PROJECT and Financial Sustainability Committee To direct the development of the Programme Portfolio, and associated Policies and frameworks; and to ensure that SITA undertakes projects and programmes that are in support of its current strategic objectives, regulate investment projects and monitor and report on the sustainability and performance of the Programme and PROJECT Portfolio. Chair: Chief Financial Officer Members: Head: Executive Support CTO Head: Internal IT FIN Head: management and Cost accounting Head: EPMO Head.