2023-05-12 PPMO Meeting notes

Share wins and cross functional project impacts and challenges

all

• Wins

  • Resourcing

    • New role for Vidal!

    • 3 TPM1s

    • Student

      • Anyone want to help screen and hire?

        • Mindy, Shawn, Paul, Brian

        • Review / regroup Tuesday afternoon

  • SIS CRPs complete!

  • AB-119 successfully live!

  • Service Now workspace module working and available for demo

• X functional

  • Security, EIM

    • Account Claim descoped

      • Should (should!) reduce impact overall to students, employees; however, may require the continuity of legacy processes related to students (Manage SSO)

  • Bookstore rolling out new system for course system adoption; small tech scope, but large impact for faculty

    • Campus announcement going out to faculty on this rollout

• Challenges

  • Role gaps on projects

    • Missing roles

    • Or hat too large for wearer

  • Recommendations

    • Escalate through the hierarchy to get gaps resolved

    • Reference another team or project and how they’ve solved something

      • Make connection / mentor for the role

    • Ensure the roles are defined, put it all in writing, make sure expectations are clear

      • Can highlight where bandwidth or capacity gaps are - adapt to players' strengths

    • When hat too big, is it a bandwidth issue to resolve with backfill, or can it be coached, or is it a fundamental fit issue?

• When to gap fill?

  • Short term need: temporary absence (sick or leave), backfill coming

  • Long term organization gap: capacity/function missing, or overall role missing the org

    • Issue: not sustainable - might get to go live, but not sustainable after go live if PM is doing SA or BSA or SO

• Energy or buy-in missing? Attitude gap

  • Project fatigue

  • Escalate, end the project

• HR pain points

  • Takes months to get a job card out there

  • Work closely with our internal resources; know the process ahead of time

  • suggested process for contract help?

    • Moving from PO contractor to internal contractor

    • 6 months to one year renewal

    • Strategy or best practices? Not documented that I’m aware of

Smartsheet connectors

Kaltura and projects

Create project accounts?

Project documentation

Based on the conversation and the need to meet the needs listed below, the answer was to create a “Shared Site” in SharePoint.

• Share files with users across multiple departments

• Share file with non-UCSD users

• Easily transfer ownership of data set (e.g. if someone takes over project) OR assign more than 1 “owner”

• Easily access files across devices

• File sharing and updating by multiple people at one time

• Ability to sync files locally

The shared site in SharePoint allows multiple people to be set-up as “owners”, which can be managed by the “owners”.  Allows you to share folders, files, etc. if you need to only have people see certain content, etc.  It also ties into a team that you can create on “Teams” for your project team (personally, I don’t like that feature, but I know some of our colleagues do).

I am fairly sure that people on the team are already using Shared sites.  One thing that also came up is that you have data/files on Google Drive, you can enter a ticket to help have it moved, as the Messaging and Collaboration team has scripts that they can run.

Closing projects! Should be Live

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Closing projects! Should be Done

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Capacity Planning

What are you doing that's repeatable?

Standard Project OTL

@Shawn Pappelbaum 

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