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Streamlining Planning & Programs at Arizona State University
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Streamlining Planning & Programs at Arizona State University

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Patricia Schneider, Director/Program Director, UTO IT Planning and Programs division at ASU shares insight into how their PPMO implemented best-in-class solutions and tools to prioritize incoming …

Patricia Schneider, Director/Program Director, UTO IT Planning and Programs division at ASU shares insight into how their PPMO implemented best-in-class solutions and tools to prioritize incoming work, provide metrics, reporting and analytics for visibility and transparency to their user community to better understand where their IT investment goes on campus.

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  • 1. Streamlining Planning and Programs at ASU Improving Demand Intake, Prioritization, and Visibility with PPM Patricia Schneider, Arizona State University Jerry Manas, Planview
  • 2. © 2014 Planview, Inc. | 2 | Confidential #PPMatASU Presenters  Over 39 years experience in the IT profession. Includes data and database management, network administration, Windows network design and administration and project and portfolio management.  Almost 29 years higher education experience working at ASU  Planview architect and administrator Patricia M. Schneider University Technology Office Director/Program Director IT Planning and Programs Arizona State University Jerry Manas, Senior Editor, PRISMS Planview  Bestselling author of Napoleon on Project Management and Managing the Gray Areas  25 years of experience in management consulting, PMO development, and project management.  Develops and promotes best practices in the areas of leadership, planning, execution, and value delivery at Planview Access the webcast at Planview.com/ASUppm
  • 3. © 2014 Planview, Inc. | 3 | Confidential #PPMatASU  Challenges and Goals  Adoption of new processes and tools  A phased approach to implementation  Where are we now and where are we going; What’s next for the PPMO group?  Closing thoughts and Q&A Agenda Access the webcast at Planview.com/ASUppm
  • 4. © 2014 Planview, Inc. | 4 | Confidential Challenges and Goals About ASU #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 5. © 2014 Planview, Inc. | 5 | Confidential Planning & Programs Information Security Operations & Support Academic Technologies Development Planning & Programs Training & Education Quality Assurance Communications IT Planning & Project Management ASU - University Technology Office #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 6. © 2014 Planview, Inc. | 6 | Confidential Goals First! #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 7. © 2014 Planview, Inc. | 7 | Confidential #PPMatASU Goal: Provide leadership for all facets of the Planning and Programs Office including IT strategic planning, fiscal planning, prioritization and execution of projects. Challenges and Goals •to understand and prioritize IT initiatives Coordinate with UTO and university leadership •internally and across organizations Establish and maintain a robust IT governance process •build policies, procedures, and key performance metrics Implement a PM framework leveraging industry best-practices •develop tracking and reporting capabilities to provide visibility into new and existing projects Coordinate IT activities across initiatives by Access the webcast at Planview.com/ASUppm
  • 8. © 2014 Planview, Inc. | 8 | Confidential #PPMatASU Goal: Provide leadership for all facets of the Planning and Programs Office including IT strategic planning, fiscal planning, prioritization and execution of projects. Challenges and Goals •For the UTO and University Implement a robust time-tracking solution • Best in class solutions & tools Leverage state-of-the-art Project & Portfolio Management software •Grow the model Formalize and implement organization change management principles •Give proof to PMO and IT project performance Define metrics to measure and manage Access the webcast at Planview.com/ASUppm
  • 9. © 2014 Planview, Inc. | 9 | Confidential Adoption of new processes and tools #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 10. © 2014 Planview, Inc. | 10 | Confidential “The single biggest problem in communication is the illusion that it has taken place.” - George Bernard Shaw #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 11. © 2014 Planview, Inc. | 11 | Confidential #PPMatASU Projects and MOBS Infographic Access the webcast at Planview.com/ASUppm
  • 12. © 2014 Planview, Inc. | 12 | Confidential #PPMatASU ASU UTO Posters Access the webcast at Planview.com/ASUppm
  • 13. © 2014 Planview, Inc. | 13 | Confidential #PPMatASU May is MOB month posters Access the webcast at Planview.com/ASUppm
  • 14. © 2014 Planview, Inc. | 14 | Confidential #PPMatASU The Rule of 4 Access the webcast at Planview.com/ASUppm
  • 15. © 2014 Planview, Inc. | 15 | Confidential Simplify Your Message “The ability to simplify means to eliminate the unnecessary so that the necessary may speak.” - Hans Hoffman #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 16. © 2014 Planview, Inc. | 16 | Confidential The Power of Checklists In just 18 months, a simple 5-step checklist at Johns Hopkins saved 1,500 lives and nearly $200 million. The Power of Checklists #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 17. © 2014 Planview, Inc. | 17 | Confidential #PPMatASU WHO Pilot Program; 8 hospitals  Major complications down 36%  Deaths down 47%  Infections down ~50%  Patients returning to operating room down ~25% The Power of Checklists Access the webcast at Planview.com/ASUppm
  • 18. © 2014 Planview, Inc. | 18 | Confidential PM, RM and Team Member Checklists #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 19. © 2014 Planview, Inc. | 19 | Confidential A phased approach to implementation #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 20. © 2014 Planview, Inc. | 20 | Confidential #PPMatASU A phased approach to implementation 2011 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Initial Engagement 2012 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Pilot Project; New Projects Creation of MOBs Time Reporting All Exisitng Projects/New Projects Resource Management 2013 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec MOBs Strategic/Capacity Planning; Analytic Reports 2014 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Strategic Planning; Governance MOBs Rel. 11 Upgrade External Units Configured to use Planview Access the webcast at Planview.com/ASUppm
  • 21. © 2014 Planview, Inc. | 21 | Confidential #PPMatASU Don’t try to boil the ocean Aim for quick wins to build confidence Start with a small group/limited scope  Napoleon said he’d rather have part of a canal completed every year than have to wait 10 years for a grand canal. Take Baby StepsTake Small Steps Access the webcast at Planview.com/ASUppm
  • 22. © 2014 Planview, Inc. | 22 | Confidential Where are we now and where are we going; What’s next for the PPMO group? #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 23. © 2014 Planview, Inc. | 23 | Confidential #PPMatASU  Strategic planning  Data driven  External units  Ongoing maintenance and support  Migrating to Planview Enterprise 11 What’s next Access the webcast at Planview.com/ASUppm
  • 24. © 2014 Planview, Inc. | 24 | Confidential #PPMatASU Portfolio Dashboard Access the webcast at Planview.com/ASUppm
  • 25. © 2014 Planview, Inc. | 25 | Confidential Closing Thoughts and Q&A #PPMatASUAccess the webcast at Planview.com/ASUppm
  • 26. © 2014 Planview, Inc. | 26 | Confidential #PPMatASU  Comments and Questions  Email us at market@planview.com  Additional Information  www.Planview.com/Resources  Follow the conversation on Twitter  #PPMatASU  Follow Jerry: @jerrymanas  Follow Planview: @Planview  Email Patricia: pms@asu.edu Questions? Access the webcast at Planview.com/ASUppm
  • 27. Thank You Additional question? Email us at market@planview.com #PPMatASUAccess the webcast at Planview.com/ASUppm

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