Tag Archives: IT projects

CIO behind FBI’s Agile-developed Sentinel IT project to leave his post

By David Bicknell

The US CIO behind one of the world’s highest profile public sector Agile IT projects is to leave his post and return to the private sector.

Chad Fulgham, CIO at the FBI will leave next month having overseen the creation of the FBI’s Sentinel case management system. Sentinel replaces the FBI’s outdated Automated Case Support system, with the hope that it will transform the way the FBI does business by moving it from a primarily paper-based case management system to an electronic work flow-based management system of record with enhanced data sharing capabilities.

“When I was hired as the CIO, it was understood Sentinel was going to be one of my top priorities,” said Fulgham. “Today, I can tell you the software coding is done, the new hardware is in place, and it has been quite impressive during initial performance testing. We have trained hundreds of FBI special agents and employees, and it will have a lasting impact on this organisation.”

In a press release announcing Fulgham’s departure, the FBI said that “using a progressive Agile software development methodology, partnering with industry, and employing an aggressive deployment schedule, Sentinel is scheduled to be implemented in summer of 2012.”

The US Inspector General recently issued a report into the use of Agile in the Sentinel project. You can read the report here

The US magazine Information Week has also covered the story

Lifting the lid on Agile within a public sector IT project

California’s long-running courts’ IT project faces final verdict

By David Bicknell

If there was one place in the world you’d think might be able to get an IT project to improve courts’ systems right, it would be California, the home of Silicon Valley.

Unfortunately not. According to the San Jose Mercury News, there is a risk of the plug being pulled on a proposed system which was intended to link courts to each other and the state’s Department of Justice, and which would replace paper court files with electronic documents, allowing judges ‘with a click of a mouse’ to check everything from criminal histories to child support payments around the state.

But the 10-year project, which has so far cost $560m is running out of money. And now California, which as a state is strapped for cash, and is imposing budget cuts that are closing courthouses, is ready to pull the plug on the project altogether. 

The state’s Judicial Council, which is the court system’s policy arm, will tomorrow weigh up its options and make a decision whether to continue with the Court Case Management System (CCMS) or end the project.

A state audit last year made a catalogue of complaints against the state’s Administrative Office of the Courts for its lack of lack of oversight. It said that the AOC had: 

  • Inadequately planned for the statewide case management project and did not analyse whether the project would be a cost-beneficial solution to the superior courts’ needs.
  • Was unable to provide contemporaneous analysis and documentation supporting key decisions on the project’s scope and direction.
  • Did not structure the development vendor’s contract to adequately control cost and scope—over the course of seven years, the AOC entered into 102 amendments and increased the cost from $33 million to $310 million.
  • Failed to develop accurate cost estimates—in 2004 the cost estimate was $260 million and by 2010 the estimated cost was $1.9 billion.
  • Had not obtained the funding needed for statewide deployment and without full deployment to the 58 superior courts, the value of the project is diminished.
  • Must gain better support from the superior courts for the project—the superior courts of Los Angeles and Sacramento counties asserted that they will not adopt the system unless their concerns are resolved.
  • Did not contract for independent verification and validation (IV&V) of the statewide case management project until 2004 and independent project oversight services until 2007. The level of IV&V oversight was limited in scope and duration.
  • The statewide case management project may be at substantial risk of future quality problems as a result of the AOC’s failure to address certain of the consulting firm’s concerns.

In a telling quote, Chief Justice Tani Cantil-Sakauye, the Judicial Council’s chairwoman,  is reported to have said it may be time to reconsider the project, comparing it to having “a Ferrari in the garage, but we can’t afford the gas.”

The San Jose Mercury News reported that state lawmakers are now growing increasingly sceptical of paying for CCMS, with one committee last week voting unanimously to put most of the system upgrade on hold.

“Eight presiding judges, including those from trial courts in San Francisco, San Mateo and Los Angeles, last week urged the council to pull the plug,” the San Jose Mercury News said. 

When it was first approved more than a decade ago, the project was an ambitious one.  Its goal was to create one unified system for all of California’s trial courts. The upgrade had widespread support, including from the state’s then Governor Gray Davis, and California was flush with cash to pay for the project.

But as the project progressed, its cost increased, and it has since became a ‘lightning rod’ for California judges who have been absorbing more than $600 million in budget cuts over the past three years.

Now, the state wants to cut the judiciary’s losses and find less expensive ways to improve court technology, by, for example, allowing local judges to pick their own IT upgrades.

“Anyone will tell you, if you’re stuck in a hole, stop digging,” said Sacramento Superior Court Judge Maryanne Gilliard, a leader in the Alliance of California Judges, a CCMS critic. “We’ve spent 10 years on this project. It needs to be declared dead.”

However, the end of the project is not necessarily a forgone conclusion, proving the old adage that no failing IT project can easily be killed off. Now a separate audit released last week has suggested three more options:

  • Deploy the full CCMS program in one test county, San Luis Obispo, which would cost more than $20 million; or  
  • Install it in 10 counties, including Alameda, Marin and Santa Cruz, and wait for the end of the recession before taking it state-wide; or  
  • End the project now. 

The audit has however pointed out that with or without CCMS, many trial courts need technology upgrades that will cost some amounts of money. And it has projected that, by 2017, CCMS would save the state about $33 million a year by cutting the cost of everything from collecting fines to transferring court files from one county to another.

New York’s emergency call IT project: just 7 years behind schedule and $1bn overbudget

By David Bicknell

Everything is always bigger in America: the breakfasts, the buildings – and the IT project overruns. 

According to Government Technology, the call-takers behind New York City’s emergency 911 systems are now using the same technology and are sharing data.

The only problem is that, according to an audit from the City Comptroller John Liu, the expansive  – perhaps that should read  ‘expensive’ – upgrade is $1 billion over budget and seven years behind schedule.

Originally started in 2004, the Emergency Communications Transformation Program (ECTP) is now estimated to cost $2.3 billion, with full completion now expected in 2015.

The project initiated by  the New York City’s Department of Information Technology and Telecommunications (DoITT) set out to establish two public safety call centres in order to improve the resiliency and redundancy of 911 response, which formerly was decentralised within individual city agencies. The New York City Fire and Police departments are now operating in one of the two new call centres while construction work continues on the other building.

According to the audit report, New York employed Gartner as quality assutance consultants when the project began eight years ago, and the consultancy helped implement a series of modifications to the project’s scope and management when problems arose. DoITT contracted with Hewlett-Packard (HP) in 2005 to provide services as a system integrator1 for public safety answering centres (PSAC1) and as project manager over other contractors providing services and equipment for PSAC1.

Gartner subsequently made a series of telling comments on project governance, complaining of a lack of timely decision making; a lack of executive sponsorship participation; and no governance/communications centre administration plan.

Liu blamed the cost overruns on inadequate project management within the city’s administration.

“Taxpayers are just tired of hearing about out-of-control projects involving expensive outside consultants,” Liu said. “This is unfortunately yet another example of massive waste and delay due to City management that was at best lackadaisical, and at worst, inept.  New cost constraints put in place by my office will help curb overruns, though they cannot turn back the clock or put already wasted dollars back in taxpayers’ pockets.”

In his report Liu says:

“We found DoITT’s overall project management of the ECTP lacking – due to its initial underestimation of time and technical constraints involved in implementing the multi-agency mission-critical ECTP – which therefore did not allow for project completion on a timely basis.”

It went on: “The original project governance, roles and responsibilities and project controls  were found to be deficient by ECTP’s quality assurance consultant in 2006 covering the 2005-2006 initial time period of system integration work on the ECTP.

“Specifically, the QA consultant noted questionable judgement, poor decisions and deficiencies in the ECTP governance structure.”

It added that: “The effort… to implement a shared Computer Aided Despatch (CAD) system for Police, Fire and the Emergency Medical Services (EMS) Division was a major technical misstep. Due to technical obstacles, ECTP departs from one of its original goals of having a shared CAD. The New York Police Department (NYPD), the Fire Department and EMS will need to independently address their respective CAD systems requirements outside of the ECTP.”

The audit also points out a need for ongoing independent, external quality assurance which has been lacking since Gartner’s contract ended in March 2011.

Audit Recommendations

To address the audit issues, Liu’s office recommended:

  • DoITT, in conjunction with ECTP executive sponsors, should have its current governance strategy expanded, formulated into a plan, reviewed and formally approved by all stakeholders, and conveyed to all pertinent ECTP team members. The expanded areas should include operational coverage for  PSAC1 upon full completion and occupancy, and line of authority for operations within PSAC1 should be clearly defined and conveyed to stakeholders.
  • DoITT and the OCEC should increase its efforts to fill open positions with appropriately qualified personnel to ensure that the ECTP has sufficient resources required for the ongoing monitoring and management of the ECTP
  • DoITT should improve upon its current strategy to provide Quality Assurance coverage by retaining, on a temporary basis, independent quality assurance experts to monitor the balance of HP’s contractual performance for the duration of its contract.  In addition, DoITT should consider a Quality Assurance arrangement to monitor Grumman’s performance as primary contractor at PSAC2

In a letter responding to the findings, DoITT Commissioner Carole Post said that the 911 upgrade has significantly improved call capacity and that call-takers have moved successfully into the first new call centre.

In January, New York’s Mayor Michael Bloomberg celebrated the opening of the first public safety answering centre. The centre is able to handle 50,000 calls per hour, 40 times more than the average volume and nine times more than was received on Sept. 11, 2011.

“The changes we have made have eluded many administrations and the project has been a challenge, but we have never shied away from the tough decisions or taking on the difficult projects that will make New Yorkers safer and the city work better, and we never will,” Bloomberg said.

More background

New York Daily News report on the project’s history

City Comptroller John Liu’s Audit Report

Florida’s IT projects consolidation continues at a glacial pace

By David Bicknell

US states’ recent history on IT projects has been a rollercoaster ride with more downs than ups.

The State of Florida’s recent experiences have mirrored those of  others. As this article details, Florida’s modernisation and consolidation of its IT systems has had its fair share of headlines.

“The tenures of the first two chief information officers were controversial. Both resigned; afterward, auditors found problems with how contracts and agency finances had been managed. The third CIO cancelled the questionable contracts, but the missteps left a shadow over the agency, and in 2005 the Legislature eliminated its funding.”

As the article points out, for many years,Florida’s individual departmental agencies made their own IT decisions, leaving the state with nearly two dozen data centres, 30 e-mail systems, 200 different IT groups and 150 websites. Bush believed merging those systems and centralising control of IT operations would make government more efficient and allow the state to take advantage of economies of scale.

But the process has been a slow one. Almost glacial. A new Agency for Enterprise Information Technology (AEIT) was set up to handle the consolidation efforts and create IT policy — but it has been restricted in its work, designed to be “a small agency with a small staff with a large mission in our hands,” according to  its CIO David Taylor.

The department, with a staff of just 16 and a budget of $1.6 million, cannot dictate what systems other agencies should use and purchase. Instead, its role is restricted to advising departments on strategies like bulk buying and working with agencies to standardise specifications for equipment to help facilitate volume purchases. The agencies, however, aren’t required to follow AEIT’s advice. And bigger IT targets — core business systems, accounting systems and licensing systems – remain untouched.

Taylor believes that the state would be better served by “one unified IT agency” with some teeth to do something — and he may eventually get his wish.

In December, the Florida Government Efficiency Task Force, a panel that provides cost-cutting strategies to the Legislature, recommended giving the agency budget and procurement authority for “enterprise” projects and services and giving it greater power to enforce its standards.

Florida’s modernisation of its IT systems may eventually pick up pace. But don’t expect miracles. Just a crawl.

Even Taylor accepts the need for an almost painfully steady-as-you-go approach. “We should demonstrate that we can be successful in our current consolidation efforts before taking on even greater challenges.”

Zizzi Restaurant lands Corporate IT Forum award for innovative CSR project

By David Bicknell

Zizzi Restaurant picked up the IT project of the year  accolade in The Corporate IT Forum’s 8th Real IT Awards held last night.

Zizzi’s ‘Pennies with Zizzi’ project involved working with The Pennies Foundation to create an electronic charity box that allows customers paying by card to donate spare change to charity.  The corporate, social and environmental responsbility project is already on track to deliver £100,000 of micro donations to The Prince’s Trust.

According to the judges, drawn from leading UK and international user organisations such as South West Water, DHL, GlaxoSmithKline and Laing O’Rourke, “Zizzi showed its determination to create a way of supporting casual donations in the new age of electronic payment; they paid close attention to communications to make sure all stakeholders – particularly customers – would embrace it. We were very impressed by the way this was driven by the IT department.”

The Real IT award winners covered a broad spectrum of corporate IT users including public and private sector organisations such as HM Revenue and Customs, Balfour Beatty, The Environment Agency and British Sugar, as well as high street retailers New Look and Pizza Express.

The winning entries across 13 categories ranged from the world’s first ever iPhone app for payment by smartphone, to a targeted flood warning service for emergency flood responders and a rapid deployment of IT project in the new Tripoli.

The awards featured new categories to recognise the breadth of innovation being provided by and the growing importance of corporate IT within business.  The additions included Innovation in Business, Innovation in Mobile, Security as an Enabler and Social Media.

A new skills-related category, Developing Talent in Business, was also introduced, reflecting The Corporate IT Forum’s desire to tackle the education, training and skills challenge.  In this new category HM Revenue and Customs was recognised for its ‘Capability Development Programme’, a programme of investment in employees designed to establish them as experts in their chosen field, with external accreditation of their professional skills.

Chairman of The Corporate IT Forum John Harris said, “What is particularly striking this year is that the innovation we are seeing is in areas where IT is giving something back, rather than where it is solely focused on delivering cost savings and doing more with less.  This year IT is all about listening to user and customer needs – within the business and externally – and coming up with innovative ways to make things faster, easier and more efficient for them.”

Throughout the coming months the winners and runners-up will present their projects through Forum workshops that are open to all user organisations. By collating learning and sharing their experiences, the Corporate IT Forum suggests, corporate IT departments will become more proactive and successful in delivering business advantage for their organisations.

The Winners of the Real IT Awards:

Overall winner – Project of the year 2012

Winner: Zizzi Restaurant – Pennies with Zizzi

Runner-up: GlaxoSmithKline – Diseases of the Developing World

Corporate, Social and Environmental Responsibility

Winner: Zizzi Restaurant – Pennies with Zizzi

Delivering Business Value and E-Commerce

Winner: Land Registry – Register Extract Service

Developing Talent in Business

Winner: HM Revenue and Customs – Capability Development Programme

Innovation in Business

Winner: Environment Agency – Targeted Flood Warnings

Innovation in Mobile

Winner: Pizza Express – Pizza Express App

Innovation in Technology

Winner: Environment Agency – Targeted Flood Warnings

Partnership

Winners: GlaxoSmithKline – Diseases of the Developing World

And: The Co-operative Banking Group – The Big Card Programme

Rapid Response

Winner: Foreign & Commonwealth Office – Tripoli – Rapid Deployment of IT

Security as an Enabler

Winner: GlaxoSmithKline – Secure Enhance

Service Improvement

Winner: Balfour Beatty – Platform for Growth

Social Media

Winner: New Look – NL Daily

Working Smarter

Winner: British Sugar – Load Slots – Optiflex

A full list of winners and runners up is on the Corporate IT Forum website

Change division helps Bendigo Bank transform IT project outlook

By David Bicknell

A report from Australia has suggested that scrapping the chief information officer’s (CIO) role and replacing it with a change division enabled Bendigo Bank in Australia to slash its IT project failure rate.

According to an article in ITNews, establishing the change division  prompted better project delivery priorities and outcomes over the past two years, and may have  improved the rate of successful projects by 50 percent.

ITNews reported that, “In early 2010, the bank’s CIO Andrew Watts became the executive of a new ‘change’ division, which included 140 technologists, such as business analysts and project managers.

“Those technologists joined some 60 staff from elsewhere in the business, with the division aimed at overseeing business architecture and project delivery across ‘people, process and technology’.

“Other technologists formed a rebranded ‘technology services’ team, led by general manager Gary Doig and charged with managing the bank’s IT operations.”

Bendigo Bank believes that high business ownership across its projects has become  one of the most important foundations to deliver project success.

Related Links

Reuters: Banks team up to cut tech spend burden

ITNews (Australia) site

US Government opens its books on IT projects

By David Bicknell

The Office of Management and Budget in the US has gone some way to opening up the books on IT investments to public scrutiny with the updating of the Agency’s IT Dashboard.

The move,  announced by Federal Chief Information Officer Steven VanRoekel, makes publicly available detailed IT investment information in support of the President Obama’s FY 2013 Budget.

The Obama Administration launched the IT Dashboard in 2009 to create  more transparent and open government.

As VanRoekel says in his blog,  “By publicly posting data on more than 700 IT investments across the Federal government, we armed agencies with the tools needed to reduce duplication in IT spending, strengthen the accountability of agency CIOs, and provide more accurate and detailed information on projects and activities. We also gave Americans an unprecedented window into how their tax dollars were being spent.”

VanRoekel says the latest dashboard will provide greater transparency of IT investment performance and empower CIOs to intervene in troubled projects sooner. Changes include:

Making the Dashboard more accessible: the Dashboard will now provide access to individual projects and activities associated with an investment, link investments to funding sources, and include visualisations to track investment performance from year-to-year.

Identifying duplication: New data on what kind of services each investment provides will help US agencies identify and address duplication in their IT portfolios.

Improving data quality: Improved validations and warnings will prevent erroneous data from coming into the system,  while new data quality reports will help agencies identify improvements they can make to their existing data

More data and tools: More datasets are now being made available, as well as additional tools to enable the public to participate by downloading and building their own applications.

According to VanRoekel, the  transparency enhancements will improve the way US taxpayers’ dollars are spent. He argues that by using the IT Dashboard and Techstat accountability developments to focus on the most challenged critical projects, agencies and the Office of Management and Budget have driven reforms that have saved taxpayers upwards of $4 billion since the initial launch.

Why prompt decision-making is critical to the success of IT projects

By David Bicknell

Research from the US-based IT projects specialist Standish Group suggests latency between decisions is a major contributor to project delays and failures.

“Projects get behind a day at a time. My observation is they get behind because people cannot make decisions. Therefore, it is important to establish a process that enables you to quickly gain the decision information you need,” says Mike Sledge, chief executive of corporate performance company Robbins-Gioia.

There are literally thousands of decisions that have to be made during the life of a project. Standish Group research shows that for every $1,000 in project cost, the organisation will need to make 1.5 decisions. A $1 million project will produce 1,500 decisions, while a $5 million project will have 7,500 decisions. During a typical medium-size ERP system implementation the organisation will have to make more than 10,000 decisions.

“The key reason for making fast decisions has nothing to do with always making right decisions. It has everything to do with being open to mistakes,” says Richard Mark Soley, chairman and CEO of the Object Management Group (OMG). 

Standish Group took the case of two US companies in the same sector that were both implementing customer relationship management (CRM) systems. Both companies were similar in size, number of accounts, and salespeople. They even used the same software package.

Both started to implement a CRM system about four years ago. One finished in six months and the other has still not finished. The key difference was the one that finished in six months had a hard stop and had set up a rapid decision process to reduce decision latency.

Standish Group goes on to say that while the volume of decisions comprising a project can be a problem, it is actually the time that lapses from when an issue first arises until a decision is made that causes most difficulties.

For example, if the average decision latency is only one-hour, then the added decision time to a $1 million project is six months (1,500 decisions = 1,500 hours). On the other hand, if the project team can cut the latency time in half, it adds only three months to the project time (1,500 decisions = 750 hours).

With this insight into the corrosive effect of slow decision-making on project success, and after years of research in project management performance, the Standish Group decided to develop The Dezider, a real-time information decision support solution to help organisations cut decision-making time in half through greater stakeholder participation and more information.

The intention behind The Dezider is to connect individuals with their co-workers, stakeholders, peers, superiors, friends, and family as an aid to decision-making.

One way to increase decision velocity, decrease latency, and increase people’s participation is to simplify large issues by breaking them into smaller issues and decisions. (You may recognise something of an Agile-like approach to decision-making here)

The Dezider enables the ability to create a series of minor or micro issues and to construct a stream of responses to achieve quicker, easier, and more comprehensive answers. Each of these micro issues can then be directed to the proper level, role, and/or responsible person(s).

What usually happens in organisations is that people are busy doing their main jobs and often put off project tasks such as participating in project decisions. The Dezider offers a feature that gently reminds project participants that they have an outstanding issue and the team is waiting for their response.

Another feature within Dezider provides the ability to match the type of decision with the roles of the people making the decisions. For example, a technical decision should have a technical person making the decision. On the other hand, a business decision should have a business person making the decision.

There are more details about the impact of decision-making on projects, and about The Dezider on the Standish Group blog. Standish Group is probably best known for its Chaos research into project management leadership and best practices.

Australian Gateway Review key in revealing extent of Victoria Police IT project deficiencies

By David Bicknell

A report has found that the police in the state of Victoria in Australia lacked the capacity to deliver a major IT project and wasted millions of dollars on a failed system.

According to The Australian, the force had lost around $30 million as a result of the decision to abandon the replacement of its Law Enforcement Assistance Program (LEAP) system, said the report by an Australian QC, Jack Rush.

“The investigations of the inquiry into the LEAP replacement and two other IT projects at Victoria Police revealed a lack of project management methodology and discipline leading to systemic mismanagement,” the report said.

“The inquiry identified a culture within Victoria Police that cost overruns were acceptable but above all, there was a lack of any form of strategy to define the IT needs and requirements of Victoria Police for the future.”

Victoria Police admitted last year it had underestimated the cost of replacing its inefficient, ageing LEAP system by $100m, before it abandoned the replacement project. 

Chief Commissioner Ken Lay said he would adopt the report’s recommendation that the force seek external assistance through an advisory group and had already been consulting external experts.

“Victoria Police needs help in delivering these projects and I will certainly be reaching out both nationally and internationally to make sure that we get this right,” he said.

A key Gateway Review was instrumental in the ending of LEAP, as the report discusses:

“The PIMS preliminary business case was subject to a Gateway Review in late July 2011. The scrutiny of this review process appears to have been the cause of considerable reflection at senior levels of Victoria Police command. The Gateway Review indicated interviewees advised that the preliminary business case did not provide sufficient justification for additional funding to complete the replacement of LEAP; and varied greatly in their expectations and understanding of what outcomes the Policing Information Management System (PIMS) would provide and the technology necessary to achieve outcomes.

The Gateway Review observed “… that best practice and strategic assessment begins with a fundamental understanding of what the problem is that requires fixing and the strategic response that the organisation is looking for.” The review found that the PIMS project was deficient in these respects:

  • the strategic vision for Victoria Police as it related to the PIMS project;
  • current and preferred policing workflow;
  • business requirements based upon the operational needs of modern policing; and
  • information management plan

Rush Report

Has the CIO become the Chief Invisible Officer?

I read an article in the Wall St Journal today all about the role of chief financial officers (CFO) in increasing investments in IT to maintain a competitive edge.

The piece refers to a Colorado company, CH2M Hill, which is cutting back on expenses like corporate events and bonuses for employees, yet it plans to boost its $100 million-a-year IT budget by upto 20% this year. In part, the money will go to fund new systems that will make it easier for workers to use a variety of mobile devices on the job.

“We’re very concerned about the economy and trying to take some measures to cut costs,” says Mike Lucki, CH2M’s chief financial officer. “But this is an investment that we need to make to stay competitive. If you don’t do it, you’re not in the game.”

The thought struck me that when I read that quote that how often do you ever hear a CFO talking about getting a competitive edge? Shouldn’t that be the language of the CEO? And, aspirationally, what the CIO should be saying?

There’s nothing in this Wall St Journal piece about the role of the CIO. That’s not a criticism of the piece at all, simply  the fact that CIOs seem to be anonymous in the corporate culture.  As the article suggests, ‘CFOs are often the executives calling the shots on tech purchases. According to research firm Gartner, for instance, 44% of IT departments report to CFOs.’ The article seems to suggest that there are IT departments – but no IT leaders. (Or at least, in this case, none that the Wall St Journal deemed noteworthy enough to speak with)

Has the CIO become the Chief Invisible Officer? Perhaps, to take a line from Mike Lucki’s quote, it’s time CIOs made a strategic investment (in their visibility) to stay competitive, because, to nick another line, “If you don’t do it, you’re not in the game.”

Or has the corporate balance of power so shifted in current times that the corporate officer that pays the piper is so clearly now calling the tune?

Is it time that CIOs started to shout more from the rooftops about their value?

Heads of finance hate big-bang IT projects