The Application Portfolio is a comprehensive inventory of all applications used in UCD, including description, hosting model, development types, ownership roles, and underpinning technologies. This information is being captured through engagements with units, institutes, and schools and colleges, and is ongoing work in progress.
Application Portfolio Management is a structured approach to assessing and optimising the Application Portfolio, evaluating the Business Value and Technical Fit (how well each application meets business/functional and technical requirements) to inform and evidence rationalisation recommendations.
Within UCD we are using the Gartner TIME framework which is a widely used across Higher Education and other organisations to assess their Application Portfolio.
Gartner TIME framework
The purpose of the Framework is to better understand the Business Value and Technical Fit to inform and evidence rationalisation recommendations
Each application is assessed for its Business Value and Technical Fit by the Application Business Owner and Application Technical Owner respectively.
This then informs the TIME rationalisation recommendation with an outcome within one of the four quadrants of the framework, as defined below.
- Tolerate - Retain: Temporary deferal; retain the application while maximising existing value
- Invest - Augment: Continue investment and enhancement, as the application delivers business value and holds technical significance
- Migrate - Re-architect: Redesign the application's architecture to resolve technical challenges while preserving business functionality and value
- Eliminate - Retire: Decommission the application due to lack of business value and technical relevance
Tolerate (Retain)
Applications that fall under the Tolerate category have a high technical fit but a low functional fit. These may not be strategically valuable, but they are not a priority for change or removal due to their technical adequacy. They are often maintained in their current state, despite their limited contribution to business goals.
The decision to tolerate an application often comes down to the cost and effort associated with replacing or upgrading it. If these factors outweigh the benefits of change, the application is tolerated until a more opportune time for change arises.
Invest (Augment)
Applications are those with high technical and functional fit. These applications are integral to the organisation's operations and contribute significantly to achieving business objectives. They are typically high-quality applications that are used daily and support important business operations.
The decision to invest in an application is driven by its potential to deliver increased value to the business. This could be through improved efficiency, enhanced functionality, or the ability to support new business initiatives.
Investment might involve upgrading the application, expanding its use within the organisation, or integrating it more closely with other systems.
Migrate (Re-Architect)
Applications are those with low technical fit but high functional fit. These applications perform important functions but are technically inadequate. They are typically replaced with more efficient, often cloud-based alternatives.
The decision to migrate (re-architect) an application is usually driven by the need to improve technical performance, reduce costs, or better align with the organisation's IT strategy.
Migration (re-architecting) can be a complex process, requiring careful planning and execution to ensure minimal disruption to business operations.
Re-architecting options include, but are not limited to: rehosting, rebuilding, replatforming, and replacing.
Eliminate (Retire)
Applications that fall under the Eliminate category have low technical and functional fit. These applications, which perform poorly and are no longer aligned with business activities, are targeted for removal from the application portfolio.
The decision to eliminate an application is typically driven by the need to reduce costs, simplify the IT landscape, or mitigate risks associated with outdated software.
Elimination can also be a complex process, requiring careful planning to manage dependencies and ensure a smooth transition for users.
UCD IT Services
Computer Centre, University College Dublin, Belfield, Dublin 4, Ireland.Contact us via the UCD IT Support Hub: www.ucd.ie/ithelp