2024-01-19 PPMO Meeting notes

Share wins and cross functional project impacts and challenges

all

• X functional

  • Shib - upgrade going live Feb 23, Duo is mid march

    • Shib app testing starts next week

• Wins

  • GWED ~3.5 Pedabytes (down >5 Pedabytes)

    • Storage Analysis run April 30, 2023: Total Google Usage (UCSD) - 8.9 PBStorage Analysis run January 15, 2024: Total Google Usage (UCSD) - 3.7 PB

  • Intro training for SLCM kicking off, in person scheduled for March

  • Lived Name live!

  • FA module live, monthly depreciation calculation and capitalization calculation

    • Through conversion, were able to correct previous some errors; accounting is better balanced; ~9m were identified for disposal, ~19m were identified as missing

    • Improved reporting

• Challenges

New CISO

Arlene Yetnikoff

Feb 14th

Portfolio clean up

Links to charters, collab spaces, ITS PRO

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

Project coordinators

@Mindy Peng

There are PMs outside of ITS

SMT

https://ucsdcollab.atlassian.net/wiki/spaces/PMCI/pages/630620187

Budget management

Not standard across projects

POs and Invoices, budget tracking

• ITS or Business?

  • Contracting, SaaS, technology costs = ITS

  • When not ESR, should follow the budget owner for responsibility for managing

    • Risk: if business is not engaged in the cost management, where is the incentive?

      • POs and invoices should also be reviewed by the business

• PM or SO?

  • Should follow the budgeting ownership

  • PMs check invoices to make sure hours match bills, SO approves

    • When outside vendor engaged, PM facilitates budget planning and tracking

Share experiences on working with contractors and adding contractors

@Mindy Peng

Otter AI

Closing projects! Should be Live

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Closing projects! Should be Done

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