IT Project Portfolio Management

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Team ID: 
College / Administrative Unit: 
Information Technology Services (ITS)
University Libraries
Date Started: 
April 2009
To better manage our resources, enhance our agility and capacity for supporting more innovative and a greater number of projects, present a comprehensive view of IT projects and activity in the University Libraries Department for Information Technologies (I-Tech) and ITS Digital Library Technologies (DLT), improve communication about current and future IT projects in the University Libraries, support prioritization of projects and activities, and better support IT needs across all areas of the University Libraries. The joint Information Technology Services’ (ITS) and University Libraries’ IT portfolio management process is an outcome of our shared strategic goal to position IT service management practices at the core of IT operations within the University Libraries. The portfolio management process is complimentary to efforts for improving operational efficiencies related to incident management, change management, project management, etc.

Applied industry standards (Information Technology Infrastructure Library (ITIL) framework and project management) to: track and plan IT projects, streamline intake of new, modification, and retirement service requests across multi-unit supported services between DLT and I-Tech, build and continually improve a system for data tracking of service requests and changes and organize work by alignment to strategic goals or tactical action items, develop and continually improve IT service request process to include vetting IT request, recording request details, evaluation of request, authorization of request, prioritization of request for planning, build, testing, implementation, status of work progress, and reporting to IT management and stakeholders, and engage in meaningful communication within IT service teams and with stakeholders.

Measures: Tracking and assessing time from vetting to implementation, customer satisfaction surveying to measure communication, timeframes, confidence levels, incident tracking to measure effectiveness of change management processes, and continual service improvement assessments of process for data tracking and methodology.

Contact Person: 
Andrea Harrington
  • Mairead Martin, Leader
  • Dace Freivalds, Member
  • Andrea Harrington, Member
  • Linda Klimczyk, Member