Project and Portfolio Management for Digital Libraries

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Slides from Eric Stedfeld's presentation to Code4LibNYC meeting on March 16, 2010. …

Slides from Eric Stedfeld's presentation to Code4LibNYC meeting on March 16, 2010.
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  • 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. 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. Code4libNYC - March 16th, 2010 3
  • 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. 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. Scope “Triangle” Scope & Quality Resources Code4libNYC - March 16th, 2010 6
  • 7. Project Management Life Cycle Code4libNYC - March 16th, 2010 7
  • 8. Project Management Life Cycle Code4libNYC - March 16th, 2010 8
  • 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. Project Management Processes Code4libNYC - March 16th, 2010 10
  • 11. Capability Maturity Model Code4libNYC - March 16th, 2010 11
  • 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. 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. 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. Project Template Code4libNYC - March 16th, 2010 15
  • 16. Portfolio Spreadsheet Code4libNYC - March 16th, 2010 16
  • 17. Portfolio Spreadsheet Code4libNYC - March 16th, 2010 17
  • 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. 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. Questions? Eric Stedfeld eric@nyu.edu Code4libNYC - March 16th, 2010 20