2024-07-05 PPMO Meeting notes

Share wins and cross functional project impacts and challenges

all

• Wins

  • Campus Press closed

  • Facilities AH closed

• X functional

  • SAH update?

    • Canvas? Extended until mid August

      • Will need to do a comm, since this is 1.5 months past original date

  • Secure Connect (Drake Mandate)

    • New name

    • EDR guidelines changing

  • Retirements and reorg

    • Impacts due to cascading availability

• Challenges

  • SME availability, scheduling for ESR SIS heating up and conflicts likely with availabilty for SMEs and tech resources with Campus Activation (Events)

Project closes and celebrations

Standardizing project closing and celebrations - John shared his email as a template

Tools

High level needs:

• Automated scheduling, based on dates and resource allocations

• Program and portfolio management, not just project management

• Enterprise resource management

• Licensing available and accessible not just for PPMO, but SOs and managers (since they need functionality for overall roadmap and enhancement plans, to update and maintain resource allocations)

• Enterprise tool (SSO, security groups)

Smartsheet does the automated scheduling, but only at project level (manual and risk prone for program management; difficult to scenario plan across program); bugs with connector and integration; no resource allocation module

Demo of Tempo Gantt and Tempo Structure

• Does automated scheduling

• Integrates more smoothly with Jira, since part of the Atlassian stack

• Gaps: copy and paste to create tasks; find and replace (not a spreadsheet type interface)

• Still no enterprise resource management - in each structure

Questions

• https://app.smartsheet.com/sheets/g3cjxX2fq2mvV7g4Q98pRFXCPMH8JCvJMjxXh9c1?view=timeline&timelineGroupBy=none possible to do high level views of schedule, like above? that are visually appealing, appropriate for governance or bomms. created now in smartsheet, or in Lucid; much easier to do in smartsheet tho, as dates can be entered and managed in the spreadsheet view that feed the timeline view

• possible to link/set predecessors at epic level? do estimates roll up from tasks under epics? use case is for beginning of planning

Placeholder resources

Created for Developer, QA, PM, BSA

AI

Putting the tech in technical PM

Technical Concepts

Closing projects! Should be Live

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Closing projects! Should be Done

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