2023-03-10 PPMO Meeting notes

Share wins and cross functional project impacts and challenges

all

• Wins!

  • John has devised a formula in smartsheet to hack resource modeling using allocation and hours

  • Divisional IT supportive of proposed GWED storage limits

  • Team using smartsheets

• X functional: 

  • Google: decisions about upcoming storage bands have been made; upcoming campus announcement

  • Work location project and tools for AB119 targeting go live at the end of the month

Focus

Getting projects done!

Objects list

Have modeled within 2 weeks of charter approval

• Stage gate of additional review, of objects list (OL), schedule, roles

  • Review of existing projects at next 1:1

Examples of great objects lists (these were drafted; once finalized, need to be in jira):

• EIM 

• SFP https://app.smartsheet.com/sheets/F48m9gwghwf43m5h9mj2F3X4CvGpRC5vMg9vGr91

Examples of roles:

• S, M, L projects

Examples of schedules (needs to be in jira):

• https://app.smartsheet.com/sheets/M8pRPXpwVxJW2xqvR8v8MMXg577w8W4Q6p3w9RW1?view=gantt&filterId=6897703116400516

*

Gates

• Gate presentation to SMT, by PM and SO

• Weekly slot for approval to move forward

  • 4up, demo

• Planning complete

• Design complete

• Go/no go

  • Testing complete, gotten sign off

• Service transition/Project close

Standard ranges for LOE and duration on standard planning deliverables

Planning

• Charters

• Milestones

• Objects/deliverables (OL)

• Tasks

• Resourcing (assignee and allocations)

• Schedule

• Milestones refinement

Design

• Design sessions

• Process mapping

• Docs

• Sign off

• OTL, milestones, schedule update confirmation

• Resource gaps, schedule slide relative to original plan

Intuitive project management

Health's approach - great presentation 

They will be at Process Palooza too

What are you doing that's repeatable?

Think about this - great use case for Jira automation

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