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Erin Kilburn

Erin Kilburn

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Date

Attendees

Goals

  • sync on priorities, brainstorm

Discussion items

TimeItemWhoNotes
5m

UC Tech - who is volunteering? How's it going?



CG, AL, MP, AB, MM, SP, PK, MG, LM all volunteering - thank you!

5m

Teams notification settings - how to minimize the noise, tips and tricks


all

Recommend turning off message preview

Team vs chat notifications can be configured

In mtgs and calls, can mute all notifications

Dark and list settings (and other view options) may help with readability

15m

Standardization

  • Project checklist - workshop
all

/wiki/spaces/ESRFIS/pages/15067850 example

  •  Shawn Pappelbaum will check if she has a quality management plan; will work shop with PMO at upcoming session
  •  Erin Kilburn to create sample page for copying into your projects


Retro lucid chart example: https://lucid.app/lucidchart/3e7c9efe-a68d-444f-8e3e-cb6801f9fb98/edit?viewport_loc=-1000%2C-956%2C3385%2C1640%2C0_0&invitationId=inv_b29690eb-e714-4a68-b683-33f66729079a#

5mCollab embed functionalityBrian Smith 
10m

Kaltura demo

mediaspace.ucsd.edu

what happens when someone retires/separates?

  • quick ways to find zooms that you've saved on collab

Paul Krueger 

Best practice: set up project Kaltura



Documentation best practices



Email - the worst! avoid

Google - not accessible for health, so not inclusive

OneDrive/Teams - best practice

Student Test get information for documentation best practices  

  • For new projects, set up and use OneDrive/Teams. Try and avoid google in order to promote inclusivity with Health, but link if already exists


and related, would love to hear feedback on … What do you do (best practice) about adding these files/links to Collab to make them easy to find (or if you need to post someone else's link)?

  • Share and link folders vs individual files
10m

 Load balancing project assignments across PMO - brainstorm

  • Hours estimated over duration of project
  • Number of project resources
  • ?
all
10m

Thresholds / decision criteria for project approvals and PM resourcing - brainstorm

10m

Near term changes

Quantitative measures

  • Rubric
  • Charter to data based form vs text 
  • Evaluation of projects internally on
    • % overdue
    • data hygiene (control report examples)

Standardization

  • Project checklist
all

Next session: Lynn Underwood (Deactivated) will attend; OCM formalization into PM framework on all projects (not just ESR)

Erin Kilburn 



PhaseConfluence page completed and approved?
Date reviewed by PPMO, reviewer
Initiation
  •  Charter

Planning
  •  Scope

Planning
  •  Change request process and approval (scope, timeline, resource, OCM, logs)

Planning
  •  Escalation path (scope, timeline, resource, OCM, logs)

Planning
  •  Requirements

Planning
  •  OTL (Jira Plan)

Resourcing
  •  Team and Roles
  •  Governance and Sponsorship
  •  Contingency buddy plan

Planning
  •  Costs, Budget, Funding: Budgeted and Actuals by Phase

Planning
  •  Procurement Plan

Planning
  •  Quality Management Plan

OCM
  •  Stakeholder map
  •  5 checklists
  •  Comm Plan
  •  Training Plan
  •  Training Resources
  •  Assessment Survey

Planning
  •  RAIDDC (Risks, Assumptions, Issues, Decisions, Dependencies, Constraints)

Planning
  •  Testing Plan

Documentation Links
  •  Kaltura
  •  Documentation - OneDrive (and Google if you're using bc inherited)
  •  Lucid Charts

Control
  •  Project Rubric

Control
  •  Status Reports

Control
  •  Data hygiene

Closing
  •  Retrospective

Action items

  •