2023-07-21 PPMO Meeting notes

Share wins and cross functional project impacts and challenges

all

• Wins

  • Bookstore key personnel retirement, and everything still operational

  • Figured out how to do % complete in Smartsheet for resources that don’t their log time!

    • Useful for non ITS resources that are critical in the project plan

    • Flows through in the schedule

  • Went live with initial Compliance AH!

  • Facilities AH is in beta testing and should go live in September

  • SIS very close to being awarded - in ref checks

• X functional

• Challenges

  • Risk and compliance (Daniel Quach) is being inundated with requests, since everything is cloud solutions - what support is available? This will cause delays in procurement and projects. Burden has been shifted from infra to security

  • Comingling of ops and project work:

    • Sprints, with rotation?

    • Hard partition of single resource’s time? i.e., % split

    • Hiring new resources and dedicating?

  • Frequent updates of allocations

    • Deeper issue of too sliced, too many projects

Annual, Strategic Project Planning

@Erin Kilburn

https://ucsdcloud-my.sharepoint.com/personal/ekilburn_ucsd_edu/_layouts/15/doc.aspx?sourcedoc=%7B1e316ef3-fe9b-47ce-ba79-0cbdf74ec818%7D&action=edit

Capacity Planning

@John Lane

Single doc

Tableau report to derive from data vs human estimated? Although some is a projection, but baseline would be ideal

Standardizing intake process for new work

@Shawn Pappelbaum

Working with core group of SMEs from service areas to come up with a standard intake process. Collecting standard inputs/data and visibility across ITS and all portfolios to all new work coming in. Many of the service areas are doing similar things now, but with nuances. Will support the project planning, capacity planning, horse trading, and reduce blindsiding of the cross functional teams.

Standardizing when and how SNOW is used within projects

@Erin Kilburn , @Shawn Pappelbaum

Working on process review, for when/how we create SNOW tix within projects (operational work reqd for a project)

Standard Project Collab Space: System Implementation; Sys Implementation 101

@Erin Kilburn

https://ucsdcloud-my.sharepoint.com/:x:/r/personal/ekilburn_ucsd_edu/_layouts/15/Doc.aspx?sourcedoc=%7B6a7b7e2d-264b-4489-97d4-b3b01dbed37d%7D&action=editnew&wdPreviousSession=9d0e7929-1955-4837-afde-7253d396f750&wdNewAndOpenCt=1689715343481&wdo=4&wdOrigin=wacFileNew&wdTpl=blank&wdLcid=1033&wdPreviousCorrelation=2577fc30-9784-4d53-aba2-f8bf7be5047a

https://lucid.app/lucidchart/54b8f774-d32c-4e5c-b6fc-bfce870177d9/edit?beaconFlowId=3034FD6C7F5E49C0&invitationId=inv_6266d40f-ce6a-48e5-b2f5-85b1984215d6&page=0_0#

Definitions and templates: Design docs, specs

Erin working with BSAs, Bill when he is back to get better standards and definitions for these, ideally templates

Closed / done project - when they were done vs said they were done

issue: made up dates, without supporting WBS and schedule upon project approval (need for additional gate)

issue: continually changing priorities

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