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2022-08-05 PPMO Meeting notes

2022-08-05 PPMO Meeting notes

Owned by Erin Kilburn
Last updated: Aug 25, 2022
2 min read

Date

Aug 5, 2022

Attendees

  • @Student Test 

  • @Vidal Espina 

  • @Gerrity, Christopher (Deactivated) 

  • @Former user (Deleted) 

  • @Erin Kilburn

  • @John Lane 

  • @Angie Lu (Deactivated) 

  • @Lillian Maestas 

  • @Shawn Pappelbaum 

  • @Paul Krueger 

  • @Mindy Peng 

  • @Chris Ranglas 

  • @Brian Smith 

Discussion items

Time

Item

Who

Notes

Time

Item

Who

Notes

5m

UC Tech - who is volunteering? How's it going?

 

 

CG, AL, MP, AB, MM, SP, PK, MG, LM all volunteering - thank you!

5m

Teams notification settings - how to minimize the noise, tips and tricks

 

all

Recommend turning off message preview

Team vs chat notifications can be configured

In mtgs and calls, can mute all notifications

Dark and list settings (and other view options) may help with readability

@Erin Kilburn to add to CoP agenda

15m

Standardization

  • Project checklist - workshop

all

Project Plan (Thinking & Setup) example

@Shawn Pappelbaum will check if she has a quality management plan; will work shop with PMO at upcoming session
@Erin Kilburn to create sample page for copying into your projects

 

Retro lucid chart example: https://lucid.app/lucidchart/3e7c9efe-a68d-444f-8e3e-cb6801f9fb98/edit?viewport_loc=-1000%2C-956%2C3385%2C1640%2C0_0&invitationId=inv_b29690eb-e714-4a68-b683-33f66729079a#

5m

Collab embed functionality

@Brian Smith 

@Erin Kilburn to add to CoP agenda

10m

Kaltura demo

mediaspace.ucsd.edu

what happens when someone retires/separates?

  • quick ways to find zooms that you've saved on collab

@Paul Krueger 

Best practice: set up project Kaltura

 

 

Documentation best practices

 

 

Email - the worst! avoid

Google - not accessible for health, so not inclusive

OneDrive/Teams - best practice

@Student Test get information for documentation best practices Aug 19, 2022 

  • For new projects, set up and use OneDrive/Teams. Try and avoid google in order to promote inclusivity with Health, but link if already exists

 

and related, would love to hear feedback on … What do you do (best practice) about adding these files/links to Collab to make them easy to find (or if you need to post someone else's link)?

  • Share and link folders vs individual files

10m

 Load balancing project assignments across PMO - brainstorm

  • Hours estimated over duration of project

  • Number of project resources

  • ?

all

 

10m

Thresholds / decision criteria for project approvals and PM resourcing - brainstorm

all

 

 

Next session: @Lynn Underwood (Deactivated) will attend; OCM formalization into PM framework on all projects (not just ESR)

@Erin Kilburn 

 

 

Phase

Confluence page completed and approved?


Date reviewed by PPMO, reviewer

Phase

Confluence page completed and approved?


Date reviewed by PPMO, reviewer

Initiation

Charter

 

Planning

Scope

 

Planning

Change request process and approval (scope, timeline, resource, OCM, logs)

 

Planning

 

Planning

 

Planning

 

Resourcing

 

Planning

 

Planning

 

Planning

 

OCM

 

Planning

 

Planning

 

Documentation Links

 

Control

 

Control

 

Control

 

Closing

 

Action items