4.5. Roll out (iterative)
The roll out (iterative) process completes a set of assessments to feed into the annual review. It does so through a series of iterations, each iteration refining the criteria and adding to the assessments carried out in the previous iteration.
The roll out is run by the system governance manager.
The system governance committee are involved in reviewing criteria and the progress of the roll out.
The system governance sponsor is consulted on the direction that each new iteration should take.
The iterative roll out is used when there are no pressing needs to formally pre-define the scope and timing of the roll out. For this reason, there is less need to involve the IT decision makers in the process than there is in the waterfall roll out.
The steps below show what needs to be carried out for each iteration. You will require two or more iterations during roll out (three or four is typical).
The first iterative review is based on the illustrative assessments from the initiation stage. The review identifies changes to the criteria based on these assessments, and then decides another set of systems to be assessed.
The second review is based on this broader set of assessments. Once again it identifies changes to the criteria, and decides on another set of systems to be assessed.
The pattern continues for the remaining reviews.
Aim to make the majority of criterion changes in the early iterations, and carry out relatively few assessments to trial the criteria. The later reviews should make fewer criterion changes, but involve the assessment of more systems.
You may decide during an iteration to rework assessments from earlier iterations, to take account of criterion changes. This can be useful if you have made significant criterion changes. However, there is an opportunity at the start of the annual review to catch up on these reassessments. You will get most from the iterative process by focusing on developing the system list and criteria, and leaving the formality of making sure that every system is assessed against the latest set of criteria to the first stage of the annual review.
The process shows a step for assessment, a step for validation, and a step for analysis. These can overlap: a system can be validated as soon as the assessment is complete, and can be analysed as soon as the assessment is validated.
Steps 4 to 6 of this process are equivalent to running a system review for each system.
Do not confuse the iterative review, which is part of the iterative rollout process, with the interim review which takes place between annual reviews.
Prepare iterative review
- Responsible:
- System governance manager
- Involved:
System governance sponsor System governance committee
Gather background information for the iterative review.
Consider what has been learnt from assessments and analyses so far.
- Are all criteria clear and useful?
- Are some hard to answer?
- Are some criteria unnecessary because all systems give the same response?
- Are the results of the analyses viewed as fair and useful?
- Would some systems be better combined?
- Would some systems be better split?
Consider the terms of reference.
- How closely do the criteria meet the objectives?
- What are the main changes that could be made to meet the objectives better?
Consider overall progress of the assessment.
- What systems should be assessed in this iteration?
- What systems need to be reassessed against new or changed criteria?
Discuss the main conclusions with the system governance sponsor, and write them up as an iterative review report.
Circulate the iterative review report to the system governance committee in preparation for the meeting.
Hold iterative review meeting
- Responsible:
- System governance manager
- Involved:
System governance committee
Hold an iterative review meeting to discuss and agree what criterion changes, assessments and reassessments should take place in this iteration.
Amend criteria
- Responsible:
- System governance manager
- Involved:
System governance committee
Draft new and changed criteria, and agree these with the system governance committee using normal organisational practices.
Assess systems
- Responsible:
- System governance manager
- Involved:
- none
Assess and reassess systems, as agreed in the iterative review. Check that assessments are factually correct with system owners or other authorities.
Validate assessments
- Responsible:
- System governance manager
- Involved:
- none
Validate the assessments, and progress any issues that arise.
Analyse systems
- Responsible:
- System governance manager
- Involved:
- none
Analyse the systems, to find a system score and any issues with each.
Discuss issues with system owners. Emphasise that the criteria are still under review, and gain their feedback about the “fairness” of the assessment. This will provide valuable input into the next iteration.