Project and Portfolio
Management for Digital Libraries
       Our evolving experience at
          New York University

  ...
Presentation – part one
•  Brief framework for project management
   - Project Management Institute
   - A few principles
...
Code4libNYC - March 16th, 2010   3
What is a project?
•  Temporary – has a beginning and end
•  Produces a unique product, service or
   result
•  Can involv...
What is project management?
•  Application of knowledge, skills, tools, and
   techniques to project activities to meet th...
Scope “Triangle”



       Scope
      & Quality

       Resources

  Code4libNYC - March 16th, 2010   6
Project Management Life Cycle




         Code4libNYC - March 16th, 2010   7
Project Management Life Cycle




         Code4libNYC - March 16th, 2010   8
Project Management Processes
•  5 process groups – initiating, planning,
   executing, monitoring and controlling,
   clos...
Project Management Processes




         Code4libNYC - March 16th, 2010   10
Capability Maturity Model




       Code4libNYC - March 16th, 2010   11
How is this helpful?
•  Drawing upon the knowledge and
   experience of a wider community
•  Understanding the organizatio...
Project Management at
            NYU’s ITS
•  Project Management Assistance group
•  Beginning – home-grown tool
•  Enter...
Project Management at
       NYU Libraries’ DLTS
•  Beginning – ad hoc, individualistic
•  Move towards consistency
   - C...
Project Template




  Code4libNYC - March 16th, 2010   15
Portfolio Spreadsheet




     Code4libNYC - March 16th, 2010   16
Portfolio Spreadsheet




     Code4libNYC - March 16th, 2010   17
Project Management at
       NYU Libraries’ DLTS
•  Beginning – ad hoc, individualistic
•  Move towards consistency
   - C...
Questions?
•  When is the work big enough to be called a
   project, and entered into the system?
•  How useful is the rep...
Questions?




  Eric Stedfeld
  eric@nyu.edu




Code4libNYC - March 16th, 2010   20
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Project and Portfolio Management for Digital Libraries

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Slides from Eric Stedfeld's presentation to Code4LibNYC meeting on March 16, 2010.
Additional details at http://libguides.org/Code4LibNYC

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Project and Portfolio Management for Digital Libraries

  1. 1. Project and Portfolio Management for Digital Libraries Our evolving experience at New York University Eric Stedfeld and Jennifer Vinopal Code4libNYC - March 16th, 2010 1
  2. 2. Presentation – part one •  Brief framework for project management - Project Management Institute - A few principles - Capability Maturity Model •  Project/portfolio management background at NYU - Common cause with ITS/other divisions - Distinctive needs for Digital Library area Code4libNYC - March 16th, 2010 2
  3. 3. Code4libNYC - March 16th, 2010 3
  4. 4. What is a project? •  Temporary – has a beginning and end •  Produces a unique product, service or result •  Can involve a single individual, single organizational unit or multiple organizational units •  Has milestones for deliverables Code4libNYC - March 16th, 2010 4
  5. 5. What is project management? •  Application of knowledge, skills, tools, and techniques to project activities to meet the project requirements •  Application and integration of 42 processes comprising 5 process groups •  Identifying requirements, addressing needs of stakeholders, and balancing competing constraints Code4libNYC - March 16th, 2010 5
  6. 6. Scope “Triangle” Scope & Quality Resources Code4libNYC - March 16th, 2010 6
  7. 7. Project Management Life Cycle Code4libNYC - March 16th, 2010 7
  8. 8. Project Management Life Cycle Code4libNYC - March 16th, 2010 8
  9. 9. Project Management Processes •  5 process groups – initiating, planning, executing, monitoring and controlling, closing •  9 knowledge areas – integration, scope, time, cost, quality, human resource, communications, risk, procurement •  42 processes – each with inputs, tools and techniques, and outputs Code4libNYC - March 16th, 2010 9
  10. 10. Project Management Processes Code4libNYC - March 16th, 2010 10
  11. 11. Capability Maturity Model Code4libNYC - March 16th, 2010 11
  12. 12. How is this helpful? •  Drawing upon the knowledge and experience of a wider community •  Understanding the organizational environment for the project – Implementing processes and methods that fit the context of the project within the organization – Moving the organization to better practice Code4libNYC - March 16th, 2010 12
  13. 13. Project Management at NYU’s ITS •  Project Management Assistance group •  Beginning – home-grown tool •  Enterprise-level tool (especially for reporting) •  Extension to NYU senior administration, other departments Code4libNYC - March 16th, 2010 13
  14. 14. Project Management at NYU Libraries’ DLTS •  Beginning – ad hoc, individualistic •  Move towards consistency - Common project space and template - Early attempts at portfolio management •  Needs assessment in light of ITS enterprise-level tool •  Someone with primary responsibility for project/portfolio management Code4libNYC - March 16th, 2010 14
  15. 15. Project Template Code4libNYC - March 16th, 2010 15
  16. 16. Portfolio Spreadsheet Code4libNYC - March 16th, 2010 16
  17. 17. Portfolio Spreadsheet Code4libNYC - March 16th, 2010 17
  18. 18. Project Management at NYU Libraries’ DLTS •  Beginning – ad hoc, individualistic •  Move towards consistency - Common project space and template - Early attempts at portfolio management •  Needs assessment in light of ITS enterprise-level tool •  Someone with primary responsibility for project/portfolio management Code4libNYC - March 16th, 2010 18
  19. 19. Questions? •  When is the work big enough to be called a project, and entered into the system? •  How useful is the reporting system for managing the actual work of the project? •  How much conformance vs. freedom in how project managers manage their projects, e.g., use of the same project management tool? •  What level of detail and consistency in reporting on projects? •  How to balance the work of project management vs. working on the project itself? Code4libNYC - March 16th, 2010 19
  20. 20. Questions? Eric Stedfeld eric@nyu.edu Code4libNYC - March 16th, 2010 20
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