Services

A list of the services offered by Business Transformation Portfolio Office (BTPO), grouped by type, is provided below. If you have any queries regarding these services, please contact the business transformation helpdesk.

Delivery

The purpose of these services is to complete planned programme or project management and business analysis activities on assigned initiatives as prioritised by the BTB.

Programme or project delivery

  • Delivery staff undertake project delivery activities, as directed by the business transformation board (BTB).

Portfolio support

The purpose of these services is to enable the business transformation board (BTB) to prioritise, plan and guide the business transformation portfolio.

Portfolio build

  • Maintain a register of current and potential business transformation initiatives.
  • Gather reports (e.g. business cases, initiative status, escalations) for review by BTB.
  • Manage the business transformation lifecycle (BTL), including portfolio entry criteria.
  • Provide analysis of successful/unsuccessful initiatives to inform future decisions/priorities.
  • Facilitate the development and ongoing management of a high level portfolio plan.
  • Maintain and develop a portfolio dashboard for reporting progress to BTB.
  • Provide a framework to enable prioritisation of new programmes and projects.

Programme and project set-up and closure

  • Communicate approval of and where appropriate, trigger programme or project stages as prioritised by BTB, subject to resource availability.
  • Support initiative closure through the provision of advice regarding archiving of libraries, lesson sharing, redeployment of resources.

Stakeholder engagement and communications

  • Assist with internal portfolio communications.
  • Provide answers and briefings to queries/information requests regarding the portfolio.
  • Maintain business transformation web pages.
  • Help coordinate stakeholder engagement and communication across the portfolio.
  • Monitor the effectiveness of portfolio communications.

Capacity planning and resource management

  • Forecast the resource requirements of the portfolio and its constituent programmes and projects (PMs and BAs only), and BTPO support team.
  • In consultation with HR and others, maintain and develop processes for the recruitment and evaluation of programme and project-related resource (e.g. PMs, BAs, consultants).
  • In consultation with BTB, plan and initiate acquisition of the necessary resources, in terms of both skill content and quantity, ensuring the resource (Sponsors, PMs and BAs only) is in place at the time needed.
  • Provide standard role descriptions for key project portfolio management (PPM) roles.
  • Define and maintain the strategy for developing/acquiring PPM skills/competencies.
  • Actively monitor the deployment of delivery staff, arranging new postings where possible, in advance of assignments ending to meet staff development needs and to maintain a good match of skill to role.

Monitor and review

  • Define and monitor traffic light (RAG) reporting.
  • Provide BTB with constructive challenge and recommendations on corrective actions and options in regards to portfolio progress.

Secretariat

  • Provide an administrative service to BTB.
  • Maintain and develop terms of reference for BTB.

Performance monitoring

  • Setup and track portfolio KPIs for support and delivery services (submitted to BTB and PARC).
  • Recommend ways to reduce initiative lifecycle times through effective working practices.

Risk and issue management

  • Maintain and develop the portfolio risk register and track mitigation of portfolio risks.
  • Maintain and develop the portfolio issue register and track resolution of portfolio issues.

Quality assurance

  • Independently assure programme/project board activity.
  • Provide independent reviews of submitted business cases and supporting documents for BTB.
  • Monitor consistency of all initiative business cases, supporting documents and status reports/escalation reports.
  • Ensure correct programme/project products (e.g. business case, project status, escalation reports) are submitted to BTB.

Information management

  • Manage archives of portfolio documentation.

People and skills

  • Develop and maintain a sponsor on-boarding service.
  • Develop and maintain an on-boarding service for new BTB members.

Programme and project support

The purpose of these services is to support staff delivering business transformation programmes and projects.

Risk and issue management

  • Facilitate risk escalation to BTB.
  • Facilitate escalation of issues (including change requests) to BTB.

Quality assurance

  • Coordinate quality reviews of business cases and supporting documents, providing feedback to initiatives as appropriate.
  • Assure PM and BA activities as lead/senior supplier on initiative boards.
  • Provide a scope management service to ensure solution scope is clear and delineated.

Information management

  • Develop and maintain standard information library structures and templates (SharePoint and BT Portfolio share).

Planning and estimating

  • Provide planning assistance to programmes/projects as requested.

Benefits management

  • Provide benefits management support including guidance on measurement and realisation alongside outcome and vision statement design.

Stakeholder engagement and communications

  • Help co-ordinate stakeholder engagement and communication within initiatives.
  • Monitor the effectiveness of programme/project communications.

People and skills

  • Support the identification of skill/competency shortages to deliver the programme/project and advise on appropriate actions (e.g. training, recruitment, escalate as an issue).
  • Provide guidance regarding the selection of key initiative roles.

Centre of expertise

The purpose of these services is to support the delivery of the BTP and its constituent programmes and projects through the provision of standard methods and processes, ensuring they are deployed appropriately through training, coaching, internal consultancy, knowledge management and assurance. 

Standards and methods

  • Provide access to PPM methods and templates.
  • Ensure tools and processes facilitate collaborative working across team, department and University boundaries.
  • Maintain and develop financial and time recording standards and systems.
  • Maintain and develop standards for benefits management, incl processes, templates and tools.
  • Maintain and develop initiative registers for managing risks, issues, dependencies, lessons and actions
  • Provide reporting standards, templates and reporting timetable (stage gates, P3 status reports, escalations).
  • Maintain and develop standard PPM methods, approaches and governance (incl. BT FOP).
  • Advise on PPM tools and software.

Internal consultancy

  • Provide a helpdesk to manage service requests.
  • Provide tailoring advice and guidance including the development of business cases and the BTL approval process.
  • Invite PPM related queries, providing knowledgeable responses.
  • Provide facilitation support to programme and project activities.
  • Help initiatives in trouble with reviews, analysis, recovery plans.
  • Promote good PPM within the organisation, including the use of any University-endorsed methods, approaches, templates.
  • Provide advice/guidance on impact of initiatives on business as usual.
  • Advise sponsors and management boards of appropriate frameworks and governance models (for example, P3O).

Organisational learning and knowledge management

  • Develop and maintain good-practice repository.
  • Enable sharing of good PPM practice.
  • Liaise and share with P3Os in other departments or organisations.
  • Perform external networking – attendance at best-practice events, seminars.
  • Maintain knowledge and reference library.
  • Liaise and share lessons with other programmes or projects.
  • Deliver PPM training to initiative role holders and via CAPOD's passports.

People and skills

  • Provide advice relating to internal and external PPM training.
  • Provide training logistics support – liaise with training providers and internal staff.

Commercial

  • Work with procurement to maintain and develop standards for purchasing within the portfolio.