2023-06-21 Meeting notes

• Benefits:
  • Strategic project approvals and resourcing (instead of FIFO)
  • Align projects with annual plan and goals
  • Inability to request budget
• Recommendation:
  • For this next budget cycle, partner with Anna and finance team to work with service owners on their roadmaps
  • Charters for initial approvals this summer
    • Approved projects: detailed project plans with resource modeling this fall
      • Budget requests for any one-time needs in budget cycle
• What about projects that come in urgently, off cycle? i.e., COVID AH
  • Hold back 20% of PM resourcing (what UCSD Health has found effective)
    • Risk that one-time funding for resourcing or licensing may not be available
  • How much of the operational teams should we also "hold back" for project work, and / or which specific resources?
• Themes for FY25-26?
  • Start with vision and themes from Annual Retreats with Vince
    • Network: planned in more detail on an ~5 year basis; however, sometimes other projects need support
    • Webfarm or legacy deprecation?
      • Is it more difficult to get budgeting for deprecation? Strategy: plan and request for enhancements, and use existing resources for deprecation
        • Bundle deprecation into new enhancements and associated budget requests
          • Push service owners to group smaller enhancements into larger requests and make budget requests
    • To Be Deprecated (and needed for reclaim)
      • Webfarm
      • DB2
      • Mainframe
      • ATS modernization
    • New work requests:
      • Instructor requests (fka ICPs)
        • ex., upgrade the version of Kubernetes in order to support the teaching of a new version
        • Use historical data for avg hours spent on this type of work to support budget requests

Anticipated projects, but charters not yet received: