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IT "Budgeting" Versus Project or Portfolio Planning

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Michael Brown Project Manager| JPMorganChase Deerfield, Il, United States
I'm very interested in hearing thoughts from large IT shops on your budgeting and planning cycles. For years I've struggled to justify our processes. Typically the annual budgetting cycle begins in August for the next year. The IT "budget" is "derived" by looking at the projects for next year, but at the end of the day, becomes simply a means of justifying a particular head count. Sr. management pushes to reduce the budget by X%, and therefore the project list gets cut. 2 months into the new year, half the "budgeted" projects are off the plate, new projects are added and so forth. By the end of the year, assuming no change in headcount, we are exactly "on budget." However we don't necessarily look to see financially how we've done relative to the projects we thought we were going to do? How does your organization tie plans to budgets? Is the real cost of a project that important so long as it's completed on time and the number of resources needed to get the work done doesn't vary?? What is the mind set out there?

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Frank Patrick Boonton, Nj, United States
By the end of the year, assuming no change in headcount, we are exactly "on budget."

Congratulations.

Whoop-de-doo.

(How doe's one express sarcasm without being able to use tone of voice, rolled eyeballs, and other non-verbal communication.)

The real cost of doing a project with a set of existing resources is not the budget for those resources but rather the projects that were not done.

The concept of the use it or lose it nature of budgets is at the center of a lot of organizational sub-optimization. It even carries over to the world of projects in the form of task estimates seen as "budgets" of time or effort, that if not used in one instance will be questioned when a similar task appears in a later project. So I better use up my allotted time (even if I do get lucky) so I can get it next time (when I might really need it).

If planners focused as much time on what matters -- the top line and the things necessary to make it bigger -- as they do on budgets and costs and allocations and turf, then a lot of companies would be in a better place. (The same goes for projects -- if a project is worth doing, 9 times out of 10, it's worth subordinating questions of cost to actions to accelerate completion and accrual of benefits -- the reason for the project)

Sorry 'bout that rant.

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Michael Brown Project Manager| JPMorganChase Deerfield, Il, United States
My feelings exactly, Frank. It's a point I've been trying to make here for some time. We publish all sorts of metrics but for the one i think would have most value - the total cost of cancelled or failed projects.

As a fan of TOC and CCPM, I certainly think I see where you're headed. I'm completely convinced, though, that for a level I type organization, we need to crawl first.

I'm trying to get some sense of how large IT shops (3,000 + resources) reconcile the concepts of "IT Budgeting" with "Resource Planning" or "Capacity Planning."

More to follow i'm sure!
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H Gray Halifax, United Kingdom
Frank hits the nail on the head with his last comment. Organisations need to be able to see why they are doing projects and what benefits they are going to get and at the same time ensuring they are aligned with corporate strategy. At The Program Management Group we have just released a benefits realisation tool for this purpose. It can be used stand alone or integrated with our overall program management solution. I attach first draft of our flyer which helps describe the problem and then the solution. I would be interested to hear what you think.
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Michael Daszczuk World Traveler| Me Cardiff-By-The-Sea, Ca, United States
I am interested in learning more about the benefits realisation tool that you mentioned. The attachment did not work for me, could you email me a copy? [email protected].

Thanks,
Michael

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