Portfolio office for Sub-portfolio education

Mission

The portfolio office acts as the primary point of contact for collaboration with stakeholders and business representatives regarding the education business's strategic needs for IT support. At the tactical level, the portfolio office is responsible for the process that enables needs to be met efficiently and effectively, i.a., by prioritising from an overall perspective and preparing documents for the steering group for Sub-portfolio Education.

We do this by jointly planning, synchronising and coordinating deliveries. To ensure good results, we have a mandate to prioritise and call leaders and stakeholders to deal with any obstacles. We work tactically with the sub-portfolio delivery organisation and administration managers and a sub-portfolio council with unit managers. At an operational level, we work with various project and delivery teams, including the E-learning management object and the Study administrative object.

Way of working

The portfolio office manages the sub-portfolios larger cross-functional projects/initiatives within digitalisation. Our first step is to collect needs and requirements and map relevant rules, guidelines, and connections with other initiatives. We then analyse and come up with solution alternatives that also comply with KTH's goals and policies. We lead the overall planning and execute decisions on implementation in the sub-portfolio. We have a user-centred way of working and work from a school-year perspective. We aim to help the entire sub-portfolio by supporting and leading rather than directing and deciding.

Composition

Team leader for the portfolio office

The team leader leads the portfolio office with the main task of driving the team towards set goals through agile principles and working methods. The team leader also ensures that the work follows an updated plan and handles deviations effectively.

The team leader ensures that the deliveries meet both internal and external requirements. The work also includes following up on the sub-portfolio plans and deliveries and reporting the results to the steering group and other relevant stakeholders. Team leaders are responsible for involving delivery teams and resources from the sub-portfolio who have significant insights into how solutions to the business should be designed.

Business Analyst

The Business Analysts work with other roles within the team to map and understand theories, models, processes, regulations and laws relevant to the business's strategic objectives and ensure that solution designs and proposals take these factors into account.

The business analysts follow up that the deliveries of the delivery teams meet the set goals relevant to the business. The business analysts ensure that the new systems or tools meet the needs of the business.

User Experience (UX) Designer

The portfolio office's UXer is responsible for ensuring that solutions and proposals consider the business's and users' needs relevant to the strategic objectives. This takes place in collaboration with the portfolio office's business analysts, where the work includes, among other things, mapping needs and conditions.

The portfolio office's UXer supports the sub-portfolios employees in the operational work around mapping needs and conditions and evaluation of solution design/proposals in relation to intended effects.

Solution Architect

The solution architect for the portfolio office is responsible for developing an overall strategy for technology and application needs within the education domain. This ensures long-term sustainability regarding the business's goals and KTH's digitalisation. The solution architect works with standardisation and consolidation of the IT department's architectural landscape and translates the business' digitalisation needs into concrete target images.

Communication support

The communicator within the portfolio office ensures that the sub-portfolio cooperates on communication issues with the business. Responsible for leading the coordinated communication activities at a strategic and tactical level.