2023-03-17 PPMO Meeting notes

Share wins and cross functional project impacts and challenges

all

• Wins

  • End date calculations using allocation calculations

    • Pushing a calc’d date back into due date in Jira

  • GWED team is creating and compiling project documentation instead of their own folders

  • Released two initial concur views to UAT, UC Learning Community Training view to UAT

• X functional

  • SIS prehab delays that may impact core SIS implementation start

  • RMP and AHs - timing on some of the requests, to inform schedule for bookstore changes

  • Security - let’s talk about all the different projects and work happening here at our next mtg

• Challenges

  • Alumni Email

    • Break fix issue that kept coming up in project mtgs - future of alumni emails is scope of EIM, and GWED stakeholders impacted by the broken emails

      • If/when you are getting operational issues or non project questions coming up in project mtgs, escalate. We can and should send to the SMTs weekly mtg

  • 
    
    

Smartsheet bugs

Duplication of epic name rows; delays in syncing tasks - create issues w/ Smartsheet

Readability issue with hovering over tasks

Jira sprints bugs

sprints can’t be closed - how to correct?

• permissions are missing or

• jql has a project in it that’s archived or

• if you change a key that is in the jql
  
  

Confluence bugs

some pages that allow @ and some don't

• Legacy pages have this issue - on any of those pages, you will need to convert to the new editor to solve

Objects list

Updates to below?

**

• 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 for projects - not for enhancements

• Gate presentation to SMT, by PM and SO

• Weekly slot for approval to move forward

  • 4up, demo

Milestones, with decision log item showing votes or documentation of who agreed to proceed

• Planning complete

• Design complete/pre implementation

• 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

Closing projects

Seeing a lot of blurring from project close to enhancements, and PMs running enhancement workstreams into perpetuity 

What are you doing that's repeatable?

Think about this - great use case for Jira automation

• repeatable OTLs for multiple plans (Lillian)

Repeatable tasks, for objects that weren’t in scope - prob ops/enhancements

Version updates, application version, upgrade

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