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TO: Mayor Richard C. Irvin
FROM: Michael R. Pegues, Chief Information Officer
Martin S. Lyons, Chief Financial Officer/City Treasurer
DATE: March 28 ,2021
SUBJECT:
A Resolution requesting ratification of Professional Services for IT Project Management Office (PMO) Framework and Toolkit with Crowe, LLP, 225 W. Wacker Drive, Chicago, Illinois 60606 in the amount not to exceed $60,000.
PURPOSE:
The City of Aurora IT Division is seeking assistance from Crowe to develop an IT PMO Framework and Toolkit to help build the PMO, including components identified in the statement of work in section 3. This also includes facilitating 1 quarterly update and equipping IT leadership to facilitate future updates to the Aurora Technology Plan (also called "IT Strategic Plan). Goals include:
1. Establish IT PMO standards and governance model.
2. Build IT's capacity to lead and manage technology project with improved success and proactive strategy that support the goals of the city and its various stakeholders
3. Strengthen communication and processes across city department stakeholders in working with IT to implement projects that have a technology component.
4. Improve consistency across all projects, relating to scoping, analysis, development, launch, and ongoing support.
5. Enhance transparency of project through clear reporting and dashboards that show status, identify issues with mitigation strategies, and include escalation procedures.
6. Update the city's Technology Plan with quarterly prioritization and stakeholder collaboration.
7. Provide ad hoc coaching and support to city IT Project Managers.
BACKGROUND:
One of the guiding principles of the IT Division evolution outlined in the Technology Strategic Plan is the "One IT” concept, which focuses on creating cooperative and collaborative IT service provision. A critical component of this model was the City of Aurora’s 2018 establishment of an IT project management office (or ‘PMO’).
Over the past year, the Project Management Office has significantly matured and expanded its capacity. Currently, the PMO manages around 50 IT specific projects across the city from one centralized department. The PMO has a series of qualified project managers and analysists who together, have established a consistent customer experience methodology, standardized processes, and increased the success rate of implementing strategic initiatives.
A key factor to the success of the IT PMO is implementing a framework and governance model. The summary above illustrates the four main phases for the PMO’s project management methodology, and the foundational tenets of communication and cybersecurity and technology risk management. This framework and governance model will guide the City through the implementation of all technology programs, projects and initiatives.
DISCUSSION:
The benefits include delivery of a product that will help support IT PMO to lead and manage technology projects with improved success and a proactive strategy that support city goals; strengthen communication and processes across stakeholders in working with IT to implement projects that have a technology component; improve consistency across all projects, and enhance transparency of projects.
This project/decision package was cut from $60,000 to $30,000 as a part of the 2020 budget process with the remaining funds to be budgeted in 2021 which was also approved. Funds are available from approved 2020 decision package, account number 101-1382-419.32-80 Consulting Fees. $55,340 has been expended per the attached invoices and the contract/agreement is also attached.
IMPACT STATEMENT:
Will continue to receive requests without understanding project scope, priorities, schedule, assumptions, and risks. The resulting impact will ultimately contribute to customer dissatisfaction, schedule overruns, additional cost, and poor delivery. Will also cause delays in highly visible project start and complete dates.
RECOMMENDATIONS:
I request ratification of Professional Services for IT Project Management Office (PMO) Framework and Toolkit with Crowe, LLP, 225 W. Wacker Drive, Chicago, Illinois 60606 in the amount not to exceed $60,000
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution requesting ratification of Professional Services for IT Project Management Office (PMO) Framework and Toolkit with Crowe, LLP, 225 W. Wacker Drive, Chicago, Illinois 60606 in the amount not to exceed $60,000.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, The City of Aurora IT Division is seeking assistance from Crowe to develop an IT PMO Framework and Toolkit to help build the PMO, including components identified in the statement of work in section 3.
WHEREAS, One of the guiding principles of the IT Division evolution outlined in the Technology Strategic Plan is the "One IT” concept, which focuses on creating cooperative and collaborative IT service provision., and
WHEREAS, Funds are available from approved 2020 decision package, account number 101-1382-419.32-80 Consulting Fees; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: A Resolution requesting ratification of Professional Services for IT Project Management Office (PMO) Framework and Toolkit with Crowe, LLP, 225 W. Wacker Drive, Chicago, Illinois 60606 in the amount not to exceed $60,000.