Share wins and cross functional project impacts and challenges
all
Wins
Paul joining HR IS team - congrats, Paul!
Leases integration live
X functional
Challenges
Vendor Management
on projects, PMs should track costs, verify vendor hours to the invoice (use Jira), and monitor remaining budget. This dovetails with general resource management capacity planning and projections.
Additionally, the PM should be involved in clarifying and accepting the SOW, as it needs to have clear deliverables, estimates, and align into the overall OTL. We have also been unwinding several projects where we inherited SOWs that were extremely broad and result in misaligned expectations and wasteful spend, so trying to get ahead of that. (Shib being a recent and high profile example)
How will time logged and what level of granularity
what frequency of invoice submissions
What systems will the project be tracked
solution architect / service owner / service offering manager to inform quality acceptance. Example, PM can confirm the vendor invoice matches hours worked, but we defer to the tech manager on if those hours resulted in the quality of deliverable expected.
In cases of staff aug for PO contractors, managing and directing the resources should also be with the tech leads.
Best Practices Process
Standard check point and process in SOWs? PM should drive
Creation of SOW should be partnership between PM, ITS, End Users
Recommend that part of the process is sign off: ITS and Dept
Good time to educate on difference between T&M and Fixed Costs
Blended
Time with a ceiling
As new project team members join (different phases), orient to what to expect from vendor and roles
Recommend that project planning complete before starting clock with vendor, so we aren’t burning time where UCSD is the bottleneck
Subcontractors of vendor - managed by vendor, same standards
Time tracking of vendors
Mixed - some yes and no
Project tracking - Jira
Recent example - used vendor system (asana) for project tracking
Challenges provisioning vendors to systems - seems to have improved
Standard: track time in Jira, match time to invoice
exception possible, but needs to be a decision and documented
May not make sense if the SOW is deliverables-based (vs time based)
Be respectful to the vendor - remember they represent competencies we don’t have or bandwidth we need
Remember these are businesses that want to maximize their profit, so we need to drive clarity up front
Comparison
Tracking
Moran, Deloitte, Solejar, iLSI, Slower
Not tracking/tracked
Carnegie, College Source, Oracle Prof Services (NetSuite)
If fees deliverable based, vs time based
Templates
ESP Budget Tracker - @John Lane will share
Invoice reconciliation and onboarding deck - @Brian Smith
Oracle reports - ask Anna to present? @Erin Kilburn Reminders of how to find different POs. Standard for T&M? how often should invoices be submitted? Possible to write into SOW that if invoices aren’t submitted timely, overages not submitted to UCSD?