2023-12-22 PPMO Support of AHs

Date

Dec 22, 2023

Participants

@Erin Kilburn
@Judy White
@Brett Pollak - absent

Goals

Confirm understanding of support PPMO will and won’t provide to AHs
Align on changes needed; determine best approach

Discussion topics

PPMO	Not PPMO

PPMO

Not PPMO

Project management

Strategically: Clarity, quality, and timeliness of projects

Tactically:

Project management of approved projects
- Facilitation and documentation of
  - Project roles and responsibilities
  - Scope definition
  - Success criteria
  - Hypercare exit criteria
  - Stabilization and service transition
    - SLAs
- Initial OTL upload
  - Creation and maintenance of standard OTLs for AH projects
  - Creating additional deliverables (objects/epics), as this would be additional scope and should be managed by PM
  - *Task management (completing, updates) should be conducted by assigned resource
- Projecting and maintaining a schedule, based on estimates and allocations
  - Monitoring and driving task completion
- Escalations where issues, risks, blockers

Enhancement or operational management
- Standard releases
- Bug management
Resource management
Building solution or delivery
SLA management

Portfolio management

Strategically: Clarity and prioritization of projects across portfolio

Tactically:

Facilitate
- Resource allocation https://ucsdcloud-my.sharepoint.com/:x:/g/personal/mpeng_ucsd_edu/EUlCrVT6tTZOqQucEiT05XUBRZpo0uw4n977DKHDfP0aHQ?email=ekilburn%40ucsd.edu&e=4%3AMBNdUa&fromShare=true&at=31
- Roadmaps https://its-pro.ucsd.edu/secure/PortfolioPlanView.jspa?id=15&sid=17&vid=41#plan/backlog
Escalate resource contention

Determine resource assignments
Determine priorities

Current AH portfolio:

type	key	summary	assignee	reporter	priority	status	resolution	created	updated	due

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Refresh

Definition: New data source (new system or new integration) is a new project

Some will be very small projects (new HS budget source) and some are very large and complex (Oracle, SLCM)

This year, PM support dedicated to ESR projects and external projects. Future years, tbd, likely that new project requests and PMs would be assigned based on portfolio priorities.

Action items

Judy and Erin to meet monthly to ensure alignment @Erin Kilburn

Shift support out of enhancements and operations @Judy White

Schedule transition doc mtg @Erin Kilburn

Tighten and improve project management, particularly with scope management @Erin Kilburn

Clean up / move work to appropriate projects: Dev0 out of CSC into SAHR @Erin Kilburn

Project complexity model for schedule and roadmap projections; deliverable and project sizing @Erin Kilburn

Process map for how a new data source becomes part of an AH @Judy White ; summary and high level for SMT and end users

Standard intake for AH projects @Judy White

Internal

External @Erin Kilburn

Notifications for key milestones on new external work to SOs @Erin Kilburn

Notifications for changes on internal projects (i.e., SFP) @Erin Kilburn

Unbury new projects that are currently in enhancements @Judy White

Once all projects identified, update allocations @Judy White and schedules @Erin Kilburn to see impacts and if desired work fits in year

ITS PPMO