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2023-02-17 PPMO Meeting notes

2023-02-17 PPMO Meeting notes

Owned by Erin Kilburn
Feb 17, 2023
2 min read

Date

Feb 17, 2023

Attendees

  • @Student Test  

  • @Vidal Espina - absent

  • @Gerrity, Christopher (Deactivated)

  • @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

 

Share wins and cross functional impacts and challenges

all

  • Wins!

    • Smartsheet

  • X functional

    • GWED: setting initial quota proposals - free unlimited storage is going away; targeting this spring for roll-out, and may impact some projects

    • SPM tool: brainstormed, and decided will be named "On Track"

  • Challenges

    • None! 

 

Smartsheet

 

  • Conditional formatting

  • Calculated column formulas

  • Create tasks!!!!

    • Thinking: When new project is approved/created, use Jira automation to create standard objects. Then, smartsheet template for standard OTL to meet w/ team and update assignee, dates, etc and auto create/sync tasks

  • Effort vs duration

    • Automatic calculated dates and duration

      • Derive by allocation on project, hours estimated for tasks, and any preceding tasks

      • We don't currently have resource allocation module, so set availability for

  • Next objective:

    figure out allocation % column, and if therefore we can have adjusted dates for each resource (i.e., some resources FT, some 1 hr/wk)
    X project links (i.e., when this integration is done, can start this build in the other project)

 

 

 

Performance

  • Time to update tasks - syncing assignee, due dates

    • For example, EIM to add component to all tasks, took more than 1.5hrs but <12 hrs

  • In smaller smartsheets, tasks are created near real-time

    • May mean we want smaller smartsheets, but then we need to figure out the links between projects

 

 

 

Best practices

  • Disable workflow when project completes (to save on performance)

 

 

 

Reminders

  • Just in pilot - primary objective is to support EIM and SIS, and vet if helps solve our issues with resource management and scenario planning; could it replace Jira plan plug in?

  • Only licensed for the PMO (others can view but not edit/create)

  • May not be continued after this year

  • If continued after this year, may still only be licensed for the PMO

 

 

 

 

 

 

 

 

 

Standard Project OTL

@Shawn Pappelbaum 

 

15m

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 

 

Feb 21, 2023