2023-10-13 PPMO Meeting notes

Share wins and cross functional project impacts and challenges

all

• X functional

  • AI priorities https://ucsdcollab.atlassian.net/wiki/spaces/AI/pages/434208905

  • Roadmap and resource plan updates

  • SIS

    • Selection imminent; resource planning and OTL in progress

    • SFP decision anticipated this morning

• Wins

  • Fixed Assets expected to close this month

  • Google Workspace expecting SNOW form to be live in early Nov

  • FaaS MVP and phase 1 complete (python); further steps will move into enhancements

    • Function as a Service - automating functions

    • Accelerate development, so dev can just make a form request and environment is auto created; x team work with BaRS and DIS

  • EAH Ecotime in backlog

• Challenges

  • HDH SO transition and HDH Maximo; support from RMP and Adv https://rmp.ucsd.edu/

    • Pros: Mike very supportive of charter and planning

  • Resource planning and over allocations

  • Resistance to getting project charters completed

    • Best practice, project doesnt start until charter is completed

    • Should PMs support the charter creation?

      • If we are very close to the work, and could do in an hour or less

      • Sometimes groups needing a charter don’t know how to complete the charter; facilitate a session to complete the charters

      • Risk: perception of ownership of the project is with PMO vs SO or business

        • Imperative we get the necessary sign off

      • Recommendation: if it’s too support a function team, facilitate or pre draft

      • Moving to a form, PR fields

        • Will need to screen shot or otherwise memorialize the charter at time of approval, since the PR will be a living doc

Automations of reminders

Demo from Chris

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

Portfolio clean up

Links to charters, collab spaces, ITS PRO

Next: Actual dates projects complete vs what was originally put in charter

Project coordinators

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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