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We are in the process of restructuring IT Capital PMO wiki space

CURRENT INFO 6/15/2015

 If you have any questions, please email your Project Advisor or email CAP PMO at ITCapitalProjects@MassMail.State.MA.US

 

 

IT Capital PMO

 

FY16 Allotment Questions 6/15/2015

 

Good Morning,

 

 Many people are unaware of the procedures for capital funding when a fiscal year turns over on July 1st.  I’ve outlined it below.  I’ve already spoken with some of you individually, but I wanted to make sure I was able to get to everyone, hence, this email.

In absence of the below conditions please speak with your CFO who is used to fiscal year transfer.  To avoid confusion and mistakes, we will discuss Q1 allotments with SCIO and their designated PMO managers.  Each SCIO, or their designee will be the single point of contact to the Capital office as we discuss funding mitigation measures.  

  • The Capital Plan is scheduled to be published on July 1st, ever year calendar year. It may be published sooner but that is the date required date.
  • Capital Funds are not authorized to be transferred to projects until:
    • The new Capital Plan is published; or
    • ANF specifically authorizes  “bridge” funding to cover the gap between fiscal year and when the capital Plan is published
    • Capital Q1 Allotments - at the minimum level to keep project functional -are discussed with SCIO if necessary
      • All allotments must be filled out correctly.
      • There is no guarantee  that an allotment will be processed; this will be discussed with SCIO
      • Projects are welcome to use other sources of funding but not capital funding; this funding is not reimbursed.

 Fiscal Managers - going forward greatest risk mitigation, if possible, arrange once a year payments payments or contracts to not execute in July (or at least not to the 3rd week in July if possible.

We will do our best to update your SCIO and yourselves.  Please discuss these procedures with your projects

Many thanks

 

Capital Planning Process for IT Projects 4-22-2015

To: Cabinet Secretaries and Secretariat CIOs:

From: EOANF

Below, please find information that outlines MassIT’s expanded role for technology-related   FY 2016 Capital requests as part of the Capital Planning process.   It details the roles and responsibilities that now fall under MassIT in relation to capital, as well as outlining key dates and the timeline process. Please feel free to reply to this email with any questions relating to the below procedure and/or MassIT’s newly appointed role in the process. 

Thank you.

For IT Projects:

 MassIT will prioritize and manage all FY16 capital requests for technology projects within the Executive Branch and present recommendations to A&F.  The overall funding for the FY16-FY20 capital plan is expected to be reduced by at least 10%.

The priority for the FY16-FY20 capital plan will be two-fold:

  • Urgent, high quality, high value opportunities, and
  • Projects that can be completed by the end of Q2 FY16.

Projects that cannot be completed by end of Q2 will be re-evaluated by MassIT in partnership with the agencies and business sponsors over the summer.  The re-evaluation process will include examining the purpose and benefits of each project and redefining the scope, schedule, or procurement plan in order to deliver the most value to the Commonwealth as a whole.

Please note the following dates and process:

April 23: All FY16 requests are due to MassIT. 

  • Please designate one or two top priority projects for your agency. Include the FY16 funding request and spending plan for all sources.
  • Please submit other projects your agency would like to implement that can be completed by the end of Q2 FY16. This may include existing or new projects.

April 24-29: MassIT will schedule meetings with each Secretariat Chief Information Officer (SCIO) to review priority project proposals and the impacts of delaying or discontinuing remaining projects.

May 4: The Commonwealth Chief Information Officer will meet with the SCIO cabinet to review a draft spending plan and collaborate on the technology investment strategy for FY16.

May 7: MassIT will submit the recommended FY16-FY20 technology capital plan to A&F.

 

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CASE 2.0 Released


Dates

Item

Details

March 30th –April 3rd

Production Date:

  • CASE Tool R2 went into production on March 30th.
  • Tom conducted the Post production test on March 30th.
  •  Updates are available here.

 

CASE R2 Training:

 

 

 

 

 

Per Plan, trainings have been provided to the below listed users:

Date

Type

User Group

 

3/30/2015

WebEx

SCIO’S

 

3/31/2015

WebEx

All CASE users

 

3/31/2015

WebEx

EOHHS Lead

 

1/4/2015

In person

ANF Lead

 

40 People have attended training

 

 

Additional Support call

  • Office call-in hours communication has been sent out.
  • Call in  support available until 4/10. So far, no call received.

 

Post Production – Issue tracker

  • The issue tracker is updated on a daily basis. It is available here.
  • The identified bugs will be fixed on Monday  4/7 (Via path release)
  • No outstanding issues with any users.

 

Cap PMO Wiki

  • CASE R2 Tool manual updated on wiki
  • CASE Flyer updated on wiki
  • CASE tool R2 demo video  - yet to be received and posted on wiki

 

Accessibility Review

  • Accessibility review meeting was conducted on 4/1 , and a follow up call on 4/2.
  • The final review session is scheduled for 4/6.

 

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FY 2015 Closing- Important Guidance

In an effort to comply with the Comptrollers closing date of May 8, 2015, the following guidance should be noted for closing out Fiscal Year 2015. The Capital PMO is aware that many people are new to the Commonwealth, and while this guidance is familiar to many, and usually CFOs, in an effort to cover all bases, please share this message with your project managers and other relevant parties.

Current contracts ending in FY15

All capitally funded services must be completed and all goods must be received no later June 30, 2015. 

  • For contracts extending into FY16 (and beyond) the FY15 portion (and deliverables) must be complete and received by June 30th.
  • Please contact your CFO if have questions regarding multi-year contracts, but as is standard, capital funding is not guaranteed Fiscal  year to fiscal year: proper planning and risk management should be observed in case there is a gap in funding.

New Obligations and Contracts

We understand many projects have been working to finish contracts they have been working on; either for services or RFQ which have been posted. Please take a hard look at those potential expenditures and please review your business plans and any outstanding projects and make sure the appropriate RFQs, SRs, etc. are in progress.

  • It is recommended that projects do their very best not to obligate the Commonwealth to any new expenditures after April 1st, until after July 1st, 2015, and the new FY16 budget and plans are outlined.
  • In some cases, waiting may not be an option because of legislative or fiscal concerns (ex. Waiting may increase the cost +50%), in such a case, it is strongly advised that capital projects do not start any new contracts which will extend into FY16 without first discussing it with MassIT.
    • If such an exception exist, RFQs  need to be posted as soon as possible and documents which that must be reviewed by MassIT or MassIT Legal should be a priority as well to avoid any delays that develop due to the sheer volume of procurements that will require Legal review at year end.

If you have any question, your CFO or the Comptroller’s office is the best source of information as to how to comply with state finance law.

Thank you for reading; again the purpose of this email is informational in nature --  the comptroller has the final word on state finance compliance.

 

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Capital Allocation and Strategic Enhancement

The Massachusetts Office of Information Technology (MassIT) is pleased to announce the upcoming release of CASE 2.0 in Quarter 4 which follows up the Interim functional Releases of CASE 1.1 in Jan 5th, CASE 1.2 in Jan 30th in Quarter 3

 

Fully CASE 2.0: Scheduled release March 30th, 2015

CASE 2.0 iteration planning was influenced by direct feedback from users in a series of workshops. Users defined 71 scoped outcomes (not deliverables) across 12 categories. R2 will see improvements in at least 11, and potentially all 12 of the functionality categories identified in the backlog and will realize 53 items on its development list of those scoped:

  • Key Changes & Updates
    • Redesigned all screens of CASE to ensure both usability and accessibility compliance
    • Enhancements included advanced filtering, better determination of benefits, easier navigation, updated clarification and help on each screen
    • Tool usability and entry most used and visible to users.
      • Improving the understanding and entering financial & non-financial benefits
      • Improvements to project overview screen
      • Fixes to funding section and alignment with cost entries
      • Improvements and additions to project information screen
      • Changes that affect the underlying data flow and consistency
      • FY16 Update on how non-financial benefits are calculation
      • And many more

 

 

This will be the is the third release since FY15Q3.

  • CASE 1.1 development, in parallel with CASE 2.0 development focused on providing key incremental features and much “under the hood” changes. Key to the 1.1 interim release was maintaining user look and feel during the critical FY16 capital planning preparation process which began Q3 2015.
  • CASE 1.2 further addressed project input and user rework by enabling a key project cloning enhancements to simplify the experience for users updating existing projects in CASE (i.e. users will not need to re-enter previously submitted information)

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Commonwealth Capital Timeline

Please be aware of the Commonwealth Capital Tempo: We are currently in the midst of The Capital Planning Cycle. 

Capital Plan Dates:

  • Continuing and Legislatively Mandated Projects: Please be aware, CASE ROI submissions are due, Thursday March 26th
  • New Non-Legislative projects: Unfortunately, we are still awaiting word. I will do my best to find out more.
  • CASE 2.0 Release – March 30th.

 A more detailed view of the Operational Tempo surrounding Capital is attached.

Task Name

Start

Finish

Resource Names

Inputs

Commonwealth Capital Tempo

Mon 11/24/14

Wed 8/26/15

 

 

   ANF Capital Budget Maintenance

Thu 7/2/15

Wed 8/26/15

ANF, MassIT, Projects

Q1-Q4 Allotment forms (Object ClassLevel)

   ANF Capital Midyear Budget Review

Fri 1/2/15

Wed 2/25/15

ANF, MassIT, Projects, SCIO

Updated Q1-Q4 Allotment forms (Object ClassLevel)

   FYXX Capital Plan Cycle

Mon 11/24/14

Wed 7/1/15

ANF, MassIT, SCIO

BusinessCase/Charter, Complexity Matrix, Update LOS, CASE Submission, Secretariat Ranking of Projects

Project Status (Due Monthly)

  

Projects

Project Status (Schedule, Timeline, Funds, Executive Attention Items)

 

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The FY16 Annual Capital Plan is OPEN! 

The MassIT Capital PMO has started to FY16 Capital Plan cycle. We are presently updating the wiki and our documentation. This page will provide you with news and information on the FY16 Annual Capital Cycle updates.

Upcoming Annual Capital Cycle announcement:

ItemDate DueDescriptionLearning Package

New Legislatively Mandated Projects

Jan 9th 2015

New project that was legislatively mandated, please submit:

  • Business Case
  • Complexity Matix
 What is a Benefit?
Continuing or Projects extending into FY16Jan 26th 2015

Project which will continue into FY16, please submit

  • Project Charter 
  • Complexity Matix
 
New -Non Legislative ProjectsNoneWe are evaluating this item based on direction from Administration and Finance and other deliberations 

For more information on the Annual Capital Communications, click here

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FY16 ANF Capital Plan: CommonWay Origination Milestones

  • MassIT uses the CommonWay framework for the successful delivery of projects, and therefore submitting a new ask for Capital fits within the Origination phase.

    Origination Milestones

    • Discussions of Beginning of Process (end of November-December)
    • Project (Business CASE/Charter) Submission to MassIT (end of January)
    • MassIT Capital PMO Internal review Gate (end of February)
      • Secretariat Forced Rank Prioritization
      • ROI Justification / Submission
      • Project CASE tool Submission(March 6th)
    • MassIT Portfolio Oversight Committee Internal Review Gate (end of March)

    After the project is accepted for the MassIT Portfolio, the chosen capital projects are submitted to Executive Office For Administration and Finance (EOANF) for review and publishing in the Capital Plan. The Capital Plan published by ANF has a few milestones which happen around certain times. Because calendars change yearly precise dates are not available and subject to change. 

    • Capital Plan Submission (March-April/ July)
      • ANF Capital Plan Review Gate
      • Governor Review and approval
      • July 1st ANF Capital Published

For additional information on the Timelines & Process, click here

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CASE Tool Training Schedule
  • CASE tool training is scheduled for Feb 3rd @Mckinsey office, Mckinsey Office,280 Congress Street, 11th floor.
  • Invitiations have been sent out & currently the classes are filled up.
  • For more information on the training & support details, click here

 

 

 

 

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