Texas Juvenile Justice Department IR Governance Last revised

Texas Juvenile Justice Department IR Governance Last revised: 9/6/12

Project A project is a temporary endeavor undertaken to create a unique deliverable, service or result. • Longer duration • Multiple contributors/multiple types of activity • Requires intense focus • • • Involving considerable money Involving considerable personnel Involving considerable equipment/resources Last revised: 9/6/12

Tasks • Generally completed by one person • Are of short duration • Consist of a simple goal or set of goals • Consist of a single type of activity • Assigned or done as part of one’s duties Last revised: 9/6/12

Parties Involved • Requestor • IR’s Project Management Office (PMO) • IR’s Subject Matter Experts (SMEs) • User Group (& Sponsor) • IR Steering Committee (ISC) • Executive Management Team (EMT) Last revised: 9/6/12

New Project Request Flow User/Requestor User Works with Requestor Concept PMO Presents to User Group *Initial Project *Project Charter (endorse/reject) Proposal (IPP) development Last revised: 9/6/12 ISC Review/Vote (priority & feasibility for agency) Final EMT Decision (if needed) Work Assigned to IR

Last revised: 9/6/12

IPP Initial Score Medium to High Impact On Users, Customers or State More than 1 month to project Operational Status Moderate to Significant Changes to Existing Systems Resources Needed From Capital costs > $50 K Mu ltiple Divisions Agency Grant Business Continuity State/Federal M andate Agency-wide Impa ct Directly Impacts Yo uth Required for Operations/Contr actual Agreement Improves Custom er Service Executive Priority PRIORITY MAT RIX Initial Business Case is Weighted Last revised: 9/6/12

Requestor Presents to User Group Review current major • Status projects within each User • Issues Group User Group Review & set disposition • Endorse for new project proposals • Reject as referred by IR Review project priority • Propose Adjustments to ISC list to consider adjustments (may require • Report on all project a process flowchart) requests Program Areas will “champion” project proposals Last revised: 9/6/12

Requestor Works with PMO Requestor IR SMEs Sponsor & Program SMEs High Level Scope & WBS established Project Charter • • • Last revised: 9/6/12 High level scope definition Project Assumptions Constraints Risk Management Key Quality Indicators Key Deliverables/Milestones & Timeline Project Team/Responsibilities Key Stakeholders Funding Requirements Policy Considerations

Last revised: 9/6/12

ISC Review/Vote of Proposed Project User Group Chair (& Sponsor/Requestor if needed) IR Steering Committee (ISC) ct y Proje riorit igh P H f o n tatio Presen Last revised: 9/6/12 ISC prioritizes the project within its appropriate “Gate. ”

“Staging the Gates” Last revised: 9/6/12

P P P 1 P 8 SQL (6) P P P 14 Resource Availability P 9 P 7 P 13 P 2 M 204 Finance (1) P 5 M 204 CCS (2) P 3 SAS (1. 5) P 4 Operations <Network> (6) PMO P 11 P P 12 P 10 P P 6 P Help Desk (5) Last revised: 9/6/12

Imperative Project Prioritization High Priority IR EMT n Decisio Last revised: 9/6/12 Medium Priority Low Priority Project placed at top of IR’s work queue for assignment & completion IR Work assigned to and completed by IR

Governance Process Summary User/Requestor Concept Presents to User Group *Initial Project (endorse/reject) Proposal (IPP) Last revised: 9/6/12 User Works with PMO *Project Charter development ISC Review/Vote (priority & feasibility for agency) Final EMT Decision (if needed) Work Assigned to IR

Last revised: 9/6/12