2024-09-27 PPMO Meeting notes

Jira licensing, access standards for projects

@Justin Clow

Strategies for managing Jira licenses; at ceiling of 1k license limit

• 400 ITS users that need to log time

  • Do service desk students need access? Can we identify other groups of students that don’t need access?

    • Only on request, if assigned work and need to log time (confirm Chuck Rose and Jenny)

  • Can we provision at a lower grain than ITS-ALL, at the subgroups within?

• Funded, assigned project team members need licenses

• Other ways to provide task visibility to teams?

  • Unfortunately, no view only license

Provision a license:

• Anyone assigned work or log time

• Visibility:

  • decision, risk, issue log

    • If used tableau, would lose data beyond summary and description

  • timeline (jira plans), milestones

• Governance, to support prioritization

• Watcher, to get email updates

Managing groups, for the large projects/programs (ex, SIS, Secure Connect, Anaplan, Campus Activation)

• Jira

  • Jira Licensing for Projects (annual or so basis, review if any project groups should be removed)

    • Project x

    • Project y

      • PM manages licenses within this group

  • Jira Licensing for Service Area Governance/Visibility

    • ex., HDH, RMP

  • Jira Licensing for ITS

For this year, jump to 2k licensed users

Project budgets to cover one time (1 year? 2 year?)

-1k to 2k jump ( 2years)

• 60% SIS

• 20% Secure Connect

• 10% CA

• 10% Anaplan

Recruitments

• Posting TPM2, 2 TPM3s

  • Interviews

• 1 year contract for Secure Connect (TPM4)

  • Posting

Dashboards and PAH

https://ucsdcollab.atlassian.net/wiki/spaces/PAH

demos, QA

Global schedule blocks

2 weeks for winter break

1 week for Thanksgiving

Add UCSD holidays for next two years

Open projects / need PM

SIS Continuity Planning, SIS Reporting

Secure Connect

OMCP

Internal projects

Share wins and cross functional project impacts and challenges

all

• Wins

• X functional

  •  

• Challenges

Putting the tech in technical PM

Technical Concepts

Closing projects! Should be Live

https://its-pro.ucsd.edu/issues/?filter=18409&jql=project%20%3D%20PR%20AND%20status%20%3D%20active%20and%20%20%22Project%20Type%22%20%3D%20Project%20and%20%22Project%20go%20live%20date%22%20%3C%3D%20endOfDay()

Closing projects! Should be Done

https://its-pro.ucsd.edu/issues/?filter=18409&jql=project%20%3D%20PR%20AND%20status%20%3D%20active%20and%20%20%22Project%20Type%22%20%3D%20Project%20and%20%22Project%20end%20date%22%20%3C%3D%20endOfDay()