2023-04-14 PPMO Meeting notes

Share wins and cross functional project impacts and challenges

all

• Wins

  • Concur and training views went to prod yesterday!

  • Dry run for FaaS!

• X functional

  • Security - let’s talk about all the different projects and work happening here at our next mtg

• Challenges

  • 
    

Project reports that SOs and Managers need

Project teams

• Weekly

  • Show what work is coming up; what work is due within the next two weeks

  • Overdue

  • Overestimated by 20%

• Monthly

  • 4ups to project team

    • Need a field for project team members (notify for 4ups)

      • For those without Jira access, PM will need to manually forward

    • Overall schedule by milestones

• Notification Overload

  • Risk: email overload; need to assess team by team; could be ignored by some teams

    • Jira notifications

      • Lack of granularity in ability to make changes to what gets notified (i.e., we can’t specify, don’t notify for date changes, do notify for label and description changes)

    • pilot extra throttled down notifications

      • could use automation to do additional if needed

• Possible to turn off notifications from Jira plan? Planned for future releases Erin Kilburn
• Possible to turn off notifications Smartsheet updates?
• Possible to turn off notifications when a task is assigned to a sprint? Erin Kilburn
• Possible to change frequency, so in a daily or other batch? Erin Kilburn (might have been confluence)

Managers

• Yellow and red milestones

  • Too granular to track what everyone is working on, so pushing issues as their own

  • If we have automated scheduling, won’t have overdue in the same way - so will just have milestones that we won’t hit

• Underutilization report - work is not planned to resource capacity

What are you doing that's repeatable?

Think about this - great use case for Jira automation

• repeatable OTLs for multiple plans (Lillian)

Repeatable tasks, for objects that weren’t in scope - prob ops/enhancements

Version updates, application version, upgrade

Standard Project OTL

Shawn Pappelbaum 

Standard Events OTL

Vidal Espina 

https://ucsdcollab.atlassian.net/wiki/x/lI72B

Request: schedule mtg w/ your SO to review projects and their portfolio

Reminder: project CoP 

21 Feb 2023