Efficient IT Portfolio Management

The government's IT Portfolio Management

The Agency for Digitisation’s new model for Portfolio Management of government IT systems has made it mandatory for government authorities to map their IT system portfolio.

This means that mapping the systems and an IT action plan must be prepared, and then the Danish IT Council will review it. At Peak, we have recruited some of the country’s experts in this area, and we are ready to assist you throughout the whole process. Read more about the process below.

States it-råds 3 årig review cyklus
Model for porteføljestyring af statslige it-systemer

IT Portfolio Management Model

The Portfolio Management model for government IT systems aims to provide a better overview of government authorities’ critical IT systems. The model consists of three phases as part of a three-year cycle to create this overview. The various stages thus consist of:

1. Mapping the IT system portfolio

The mapping contains six different mapping dimensions.

These mapping dimensions should help create an overview of internal and external parameters for the authority and your IT system portfolio.

In Peak, we help you ensure that all these six dimensions are treated in a way that together creates the framework for the right IT action plan – and thus the perfect framework for your review by The Danish IT Council.

In the first step in mapping the IT system portfolio, it is crucial to explain the systems’ ability to support the business. In practice, the functionality and accessibility of IT systems must be accounted for from the users’ perspective. In other words, there must be created an overview of the usability of both the individual but also the complete IT system portfolio.

The next step in the mapping process will be to map various IT systems’ technical condition in the portfolio. The technical condition is whether the IT system can be developed, adapted and/or scaled to future needs. Therefore, this part of the mapping should provide insight into whether the solution is sustainable in the future.

The third step addresses the availability of current and, above all, adequate documentation, and knowledge on the IT systems in the portfolio. This applies to rights, data, responsibilities, and procedures. This identifies any IT systems’ weaknesses and whether they depend on individual people.

When mapping the economy, there must be complete transparency about the costs of the entire IT system portfolio but also regarding the individual systems. These may be costs associated with the website’s maintenance and any investments. This helps to provide an overview of future prioritising investments and expenses.

Any relationship with external suppliers must also be described. In practice, this means that an overview of the contractual relationships connected to the IT systems must be formed. These contractual relationships must be dealt with on an ongoing basis to provide an overview of the risks associated with them while ensuring compliance with the current procurement legislation.

The last dimension to be identified is the security dimension, which addresses trust and information security issues. Users and the government’s IT council must have confidence that data will be processed in accordance with the applicable law. This is especially important in the context of recent GDPR legislation.

Korlægningsmodellen Statens IT
Model for kortlægning af it-systemporteføljen

2. IT action plan at the Danish IT Council

The next step in the model for the portfolio management of government IT systems is the preparation of an IT action plan.

We will also help you with this before the Danish IT Council’s review. The action plan has 7 mandatory points, but it is always a good idea to add additional points relevant to the specific agency. The 7 compulsory chapters consist of:

  • Management summary
  • Political objectives and business strategy for the authority’s territory
  • The focus and delimitation of the IT Action Plan 
  • IT Action Plan’s focus areas.
  • Prerequisites for the realisation of the IT Action Plan
  • A comprehensive overview of initiatives
  • Annexe

The IT Action Plan is a document that should take the future into account. This means that you must be forward-looking and consider any future problems that may arise.

There will be parts of the IT action plan that we can help prepare earlier than others, but at Peak, we can help shape and guide the whole process to meet all deadlines and requirements.

3. Review by the State IT Council

After the IT action plan has been drawn up, the information collected must be forwarded to the Danish IT Council for review.

There will often be changes and other processes that need to be assessed in this context. At Peak, we assist you throughout this process. This applies, among other things, to the collection of any changes to be made, follow-up etc. At Peak, we work to make this process as easy and manageable as possible.

Please feel free to contact us if you would like a talk about how we can help you.

Peak helps you get ready.

Peak makes sure you are ready for the first meetings with the Danish It Council’s Secretariat and the Danish It Council itself. We will have an initial meeting with you and conduct 4 workshops that will get you ready to prepare material for the It Council. You will get competencies in:

  • Establishment of a preliminary system overview.
  • Preparation of list of systems for review.
  • Establishment of a plan for the database.
  • Planning the IT action plan.
Production of necessary material.

Peak helps you produce the necessary material to be reviewed in the National IT Council. The material will consist, among other things, of:

  • System list
  • Database
  • IT action plan
Peak as an external reviewer. 

Peak is your external reviewer who challenges and assists you with the annual status reporting. Among other things, there will be:

  • Pick up on changes in the IT system portfolio.
  • Follow-ups to the IT action plan.
  • Review of external changes and other actions implemented.
  • Forwarding of up-to-date material in the form of system list, database, and IT action plan.

Do you want Peak to orchestrate your course?

Many key people (both external and internal) need to be involved in the preparation, which makes it extremely important that the order of meetings and workshops is carefully orchestrated with respect for the limited calendar time available.

At Peak, we have a full concept of assisting authorities in preparing for a review. This includes predefined workshops and meeting agendas, where we effectively get involved and ensured consistency and integrity between deliveries. In other words, we’ll make sure it’s done correctly.

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