Future IT Environment Project September 1997

1
Future IT Environment ProjectSeptember 1997
Project Proposal Presentation
2
Presentation Content
Goals Objectives................................
............................................ 3 Pro
ject Deliverables.................................
.......................................... 5 Proje
ct Scope..........................................
........................................... 8 Proj
ect Approach......................................
......................................... 10 Key
Risks and Management Strategies...................
.......................... 12 Quality Management
Strategy..........................................
................. 14 Organisation Resourcing
Strategy..........................................
....... 15 High Level Projection
Plan..............................................
.................. 18 Milestone
Summary...........................................
................................ 19 Initial
Project Budget....................................
..................................... 20
3
Project Goal Objectives
It is the goal of the Future IT Environment
Project to....

• Define and implement an IT environment in terms
  of organisation, processes and technology that
  will provide cost effective and reliable
  management of the technology (hardware,
  application software, network and communication)
  required to support BIMB and
• Cultivate a culture where IT play an important
  role in supporting continuous improvement in
  business performance through change in people,
  work process and technology.

To attain this goal the Future IT Environment
Project must achieve a number of specific
objectives....
4
Project Goal Objectives
For the purpose of managing this project it has
been organised into two phases

• Phase One Objectives are....
• To define a practical and cost effective IT
  operations and management strategy for the
  technology required by BIMB
• To define ownership and responsibility for each
  major process and technology based on an
  assessment of cost, risk, service level and
  strategic requirements
• To define BIMBs IT organisation required to
  fulfill its scope of responsibility.

5
Project Goal Objectives

• Phase Two Objectives are...
• To train and/or acquire suitably skilled IT
  resource in line with the agreed IT organisation
• To define and implement the policies and
  procedures required for the production,
  maintenance and application support environments
• To establish contracts and service level
  agreements with external service providers
• To establish the application maintenance and
  support infrastructure and a provision for
  disaster recovery facilities.

6
Key Project Deliverables

• Major Deliverables for Phase One are...
• IT Operations Management Strategy and
• Identified Configuration Manager/System
  Administrator.
• Anticipated Deliverables for Phase Two are...
• Recruited and/or Trained IT Staff
• IT Policies Procedures
• Contracts/Service Level Agreements
• Application Support Maintenance Infrastructure
  and
• Disaster Recovery Plan.
• The type and scope of deliverables for Phase Two
  will be reviewed based on the recommendations
  resulting from Phase One.

7
Key Project Deliverables
Phase One Deliverables are.....
IT Operations and Management Strategy Describes
the recommended strategy for drawing up Phase 1
of Future IT Environment project to operate and
manage the Current and Future State IT
organisation. Identifies and evaluates various
approaches based on cost, schedule, risk,
business implications and resourcing
considerations.
Identified Configuration Manager/System
Administrator Provides assistance in assessing
suitable Configuration Manager for BIMB,
internally or through recruitment, if necessary.
8
Key Project Deliverables
Phase Two Deliverables are.....
Recruited and/or Trained IT Staff Provides
assessment on the skills of staff to be recruited
to fill the new IT organisation structure. There
are provisions to assess the skills of existing
IT staff and recommendations on the training
needs during the transition stage to equip them
with sufficient skills to effectively and
efficiently support the acquired system.
IT Policies and Procedures Provides a set of
guidelines on international standards for various
policies and procedures governing IT practices in
terms of change management procedures, quality
assurance methodology, security procedures, etc.
9
Key Project Deliverables
Contracts/Service Level Agreements Spells out the
levels of support to be provided by various
hardware and software vendors in terms of
turnaround time, support network, standby
commitment, etc in supporting BIMB resolve
related problems.
Application Support and Maintenance
Infrastructure Provides a suggested
infrastructure to assist BIMB support and
maintain its application software. Support could
be a properly setup Help Desk support mechanism,
Technical support of both hardware and
communication, maintenance of application
software, etc.
Disaster Recovery Plan Provides a plan which
could assist BIMB in establishing the capability
of safe-guarding its on-line processing of
information with minimal or tolerable down time
through the setting up of a HOT site, WARM
site or COLD site depending on the business
needs. The set up could be done in-house or
outsourced to external computer recovery bureau.
10
Project Scope
The scope of the Future IT Environment project
includes....
Application
Organisational

• Branch Delivery Electronic Banking
• Silverlake System
• SAPs GL, HRM, EIS, BNM
• Treasury Trade Finance
• ICBA MOS
• Office Automation (if required)
• Signature Verification

• Programmers
• Analyst/Programmers
• Systems Analyst
• Network Administrators
• Librarians
• Configuration Manager (System Administrator)
• Help Desk Officers

• PC Support
• Deployment
• Administrator
• IT Manager
• Operators
• Security
• Officer

Technology

• AS/400 Host
• UNIX Host
• Stratus Host
• ATM Hardware
• Network Servers PCs
• Printers
• LANS and WAN

11
Project Scope
The scope of Phase I of the Future IT Environment
project does not cover....

• Development of a Business Continuity Plan (BCP).
  The requirement for a BCP will be assessed during
  phase 1 of this project and a strategy
  recommended.
• Development of an Office Automation Strategy.
  This will be raised as an issue for resolution by
  the PMO Manager.
• Establishment of the production infrastructure
  and operating procedures. These activities will
  be performed by the IT Infrastructure Project and
  Training Documentation Project respectively.

12
Project Approach
The diagram below illustrates the general
framework of activities to be conducted during
the first phase of the Future IT Environment
Project.
Confirm Future State IT Environment
Identify Alternate IT Operations
Management Strategies
Evaluate Recommend IT Operations
Management Strategies
Define Future BIMB IT Organisation Processes
Startup Preparation
Assess Current State IT Environment
13
Project Approach
The following are assumptions related to the
project approach....

• BIMB will facilitate easy access to its personnel
  to enable assessment to be done on their skills
  set. This will enable the identification of gaps
  between their current skills and the skills
  required to support the new system so that
  appropriate action plan could be taken to train
  their existing personnel to achieve the required
  competency.
• The Future IT state can be accurately established
  from the gap analysis and the operations and
  management strategies identified from the
  assessment of the appropriate personnel from
  BIMB.
• The establishment for resourcing needs, with the
  exception of Configuration Manager, to support
  the new IT organisation structure will be in
  Phase Two of the project.
• Training will be provided to existing staff as
  they take up roles in the new organisation
  structure to help them unlearn and relearn the
  new job functions.
• Sufficient resources will be made available
  during the transition period to support the old
  system and the transition to the new system.
  Computer Operators and Help Desk Support
  personnel are priority resources to be recruited
  during the onset of the project.
• IT Infrastructure will deliver appropriate
  workable environment for Future IT takeover to
  operate and manage the various life system.

14
Key Risks Management Strategies
Key Risk Factor
Contingent Actions
Key Management Strategies
Phase 1
Dependence on BIMB Managements Approval The
schedule and budget for setting up an IT
Environment capable of providing operation and
management support of the new system is dependent
on BIMB Managements approval to recruit new
skilled IT personnel or retrain existing ones.
Any delay in management decision will affect the
project schedule and render BIMBs IT current
setup unable to support the new system.

• Initiate advertisements to recruit the key
  personnel first and thereafter the supporting
  personnel.
• Identify personnel within the current IT setup to
  determine their fit into the new structure. This
  will prepare BIMB to redeploy them quickly into
  the new structure according to their present and
  past exposures.

• Recruit contract personnel if IT resources can
  not be identified/recruited.
• Engage Human Resource Consultants to help head
  hunt for key personnel to support the new
  structure.

Availability of Suitably Skilled IT Resource In
order to support Operate and Manage mechanism
effectively, suitably skilled IT resources with a
number of years experience in their respective
field must be made available. They should
preferably be exposed to similar environment or
system.

• Define in advance the agreed job scope for each
  vacant position.
• Immediately deploy existing staff fitting the
  skilled sets required to respective positions.
• Initiate Staff-get-Staff program whereby staff
  will be paid a token cash in appreciation for
  their effort in recommending successful recruits
  to BIMB. This will assist in ensuring successful
  staff recruitment drive to meet resource needs.

• Be prepared to revise existing staff salary to
  prevent skilled resources from leaving.
• Be willing to retrain existing staff to take up
  some of the new roles.
• Provide budget to attract skilled personnel from
  other financial institution or with similar
  skill sets to take up positions in BIMB.
• Provide avenues to allow walk-in interviews to
  save administrative time and be able to quickly
  indentify potential personnel.

Phase 2
15
Key Risks Management Strategies
Key Risk Factor
Contingent Actions
Key Management Strategies
Limited Knowledge of software packages Members of
the Future IT Environment may have limited
knowledge of the IT solution. This creates a
significant learning curve that has the potential
to impact the support capabilities of the new IT
Structure. It may also have an adverse impact on
the quality of support if the Future IT members
fail to develop an adequate understanding of the
system.

• Incorporate system training and familiarisation
  into the Training Needs Analysis of new recruits
• Identify existing suitable resource to be trained
  immediately to acquire skills to resolve any day
  to day issues.

• Engage a vendor resource to support critical
  areas of the Future IT setup and arrange existing
  or newly recruit resources to gain technology
  transfer.

No Prior Experience in the new System Members of
the Future IT Environment may not have prior
experience in managing or running the new
system. This places at risk the effectiveness of
providing support and problem resolution on the
newly acquired system.

• Recruitment of experienced external resources to
  assist in supporting areas.

• Where possible, establish training needs to
  support each rolled out system in advance and
  ensure that Future IT team members are
  immediately trained in their areas of support
• Schedule Operating System Training in batches to
  all Future IT team so that they have hands-on
  understanding of the basics of using the new
  system
• Utilise experienced vendor resources during the
  initial stage of the project to support Future IT
  members.

16
Quality Management Strategy
The Future IT Environment project will employ the
following strategies to ensure the quality of its
deliverables......

• Standards will be established and approved for
  all deliverables at the outset of the project.
• International benchmarks will be provided in the
  establishment of all deliverables to assist BIMB
  in achieving their objectives.
• Where appropriate, external resources will be
  used to provide assistance and knowledge transfer
  during the early stage of the project in those
  areas where the BIMB has no prior experience such
  as setting up and transitioning current IT state
  to future IT state.
• A formal review will be provided before
  finalising the deliverables.

17
Organisation Resourcing Strategy
Phase One Project Structure
PMO Manager
Project Manager
BIMB Senior IT Manager
Project Team
Configuration Manager

• 2 technical resources

• 2 technical resources

18
Organisation Resourcing Strategy
The Future IT Environment project will address
the immediate need for the recruitment of
Configuration Manager as follows......

• Define skill set of Configuration Manager
• Determine roles and responsibilities of
  Configuration Manager
• Assist in the assessment of the suitability of
  the potential Configuration Manager, either
  internally or through external recruitment.
• As an interim measure it is expected that an
  external resource will take this role, with a
  handover to a BIMB resource intiated as soon as
  practical.

19
Organisation Resourcing Strategy
Week 1
Week 2
Week 3
Week 4
Week 5
Week 6
Core Team
Senior IT Manager Project Team Configuration Mgr
External Support
20
High Level Project Plan
The following is the projected schedule for
completion of the Future IT Environment project
up to the end of phase one...

• Task Name

Week 3
Week 4
Week 5
Week 1
Week 2
Week 6

• Future IT Environment Project

• Phase 1

• Startup and Preparation

• Gap Analysis between current and future IT

• Identify IT Operations and Management Strategy

• Evaluate and Recommend IT Ops Mgt Strategy

• Define future IT Organisation and Processes

21
Milestone Summary
The following table summarises the milestones and
their projected date for each task...
Expected End Date
Expected Start Date
Tasks
Startup Preparation Gap Analysis Identify IT
Ops Management Strategy Evaluate Recommend
Strategy Define Future BIMB IT Org Structure
7 October 1997
9 Oct ober 1997
8 October 1997
16 October 1997
10 October 1997
21 October 1997
16 October 1997
31 October 1997
28 October 1997
19 November 1997