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Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
Project Portfolio Management at SF State
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Project Portfolio Management at SF State

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Information Technology Project Portfolio Management Process at San Francisco State University

Information Technology Project Portfolio Management Process at San Francisco State University

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  • Caveat – we built our process based on SharePoint with a project management plug-in from BrightworkThis presentation is focused on process, not technologyBe happy to discuss the solution in more detail after presentation
  • Fair amount of maintenance requiredLimited resources at the best of time – now, there is a budget crisis to contend withMany-to-many relationship between technical team and campus customers
  • Not just about taking the time up front to make sure everybody are on the same pageAlso need to keep everybody on the same page as we go alongRequirements will change underway
  • Make it easy for the customer!Fill out one simple formE-mail it to the systemSign-off by customer and project team – buy-inKeep original request form in project library
  • Word of mouth can only get you so farFocus for portfolio if project prioritiesPushing information to customers through regular e-mailsEverything in one place
  • Disclaimer – of course we have no managers like this at SF State!Customers and IT management focus primarily on portfoliosProject members need a single place to go for project workLack of trust leads to local copies and thus increased risk for errorsAgain – the focus is not on the tool, but the kinds of information we maintain on a project-by-project basisProcess is standardized with extensive use of templatesIf I have worked on one project, I know what I can expect and were to find it for the next project
  • These are some of the next steps we are considering for our project management officeIt’s all a matter of resources and priorities!
  • Transcript

    • 1. Success ∝ Collaboration: Case Study on the PMO at SF State University's Division of IT
      Session #29629
      March 28, 2011
    • 2. Prepared by:
      • Borre Ulrichsen
      • 3. Director of Information Systems Projects and Project Management Office, Division of IT
      • 4. Kshitij Kabra
      • 5. Project Management Specialist, Division of IT
    • Overview
      • Understanding collaborative process driven approach to actively managing projects
      • 6. Roadmap to successful implementation in a Higher Education environment.
    • Agenda
      • San Francisco State and the Division of IT
      • 7. The challenges we were up against
      • 8. Incoming! – How we handle project requests
      • 9. Collaborating through workflow
      • 10. Show me! – Reporting for management and team members
      • 11. One source of truth
      • 12. The information you need, when you need it
      • 13. Staying on the same page
      • 14. On-line tools for collaboration
      • 15. Where to now?
      • 16. Next steps for continued roll-out
      • 17. Questions and Answers
    • San Francisco State University
    • Challenges for the Division of IT
      • Highly Decentralized Organization
      • 25. Public University
      • 26. Non-profit
      • 27. Success ∝ Service to Campus Community and beyond
      • 28. Campus dependency on legacy systems
      • 29. Campus wants new technology to streamline operations
      • 30. Limited resources for investing in new technology
      • 31. IT organization overwhelmed by incoming requests
      • 32. Resource constraints
      • 33. High volume of project requests
      • 34. Managing priorities across organization
    • What does the customer really need?
      How the Project Manager understood it
      How the Analyst designed it
      How the Programmer wrote it
      How the Customer explained it
      How the Business Consultant described it
      How the project was documented
      What Operations installed
      How it was Supported
      What the Customer really needed
      How the Customer was billed
    • 35. Incoming! – How to handle project requests
      • Watch out for the avalanche!
      • 36. Resource constraints
      • 37. High volume of project requests
      • 38. Managing priorities across organization
      • 39. How we dug our way out
      • 40. Streamline process for project requests
      • 41. Single source of truth for project requests
      • 42. Workflow for gathering feedback/buy-in
      • 43. How it looks at SF State
    • Show me (the big picture)!
      • Relied on e-mail, phone calls and meetings
      • 44. Customer feels left in the dark
      • 45. Developers spend too much time providing updates
      • 46. Information is out of date the moment it is reported
      • 47. The information you need, when you need it
      • 48. Project Portfolio Reports
      • 49. Grouped based on customer needs
      • 50. Dashboards for quick overview
      • 51. Drill-down for more detail
      • 52. Single source of truth for project status
      • 53. Demonstration
    • Getting the job done (together!)
      • Trust is key to effective information sharing
      • 54. Single repository for project artifacts
      • 55. Easy to access
      • 56. Change history
      • 57. Ability to go back to pervious version
      • 58. Don’t make me go look for everything!
      • 59. Tools for effective collaboration
      • 60. Single, accessible home page for each project
      • 61. Embedded document management system
      • 62. Centralized task and issue tracking
      • 63. Personalized reports – what I need when I need it
      • 64. Demonstration
    • Where to Now?
      • Training and Certification for project managers
      • 65. Streamline request process using workflow
      • 66. Accommodate various levels of project management process maturity
      • 67. Provide support for non-IT projects
      • 68. Create portfolios for colleges and departments
      • 69. Create reports to show past accomplishments by employee - performance review at a click
      • 70. Integration with campus portal
    • Questions / Comments / Feedback / Contact Us
      Borre Ulrichsen
      borre@sfsu.edu
      Kshitij Kabra
      kshitijk@sfsu.edu
    • 71. This presentation and all Alliance 2011 presentations are available for download from the Conference site atwww. heug.orgwww.psugonline.orgwww.federalusersnetwork.com
      Presentations from previous meetings are also available

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