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Building a Cost Effective Portfolio         Management System…Yes You Can!                                    Presented By...
We are JPL’s OCIO                  Support                     the                Laboratory                in meeting    ...
3
4
5
6
Key Points                       Implementing OCIO needed                      BuildIT has kept   We’ve only justvisibilit...
How many IT                     projects are                       going on                      right now?Are projects on...
9
OCIO Process Derived from RUP and                      tailored to JPL NeedsInception     Elaboration      Construction   ...
Phase Reviews Providethe Mechanism to Control the Process                                       11
Scorecards ProvideObjective Approval and Commitment                    Scorecards are                     what count!     ...
13
BuildIT was Built on an Internal  Platform Enabling Re-Use
Key Capabilities were Based on PMI & ITIL Recommendations
Project Managers and Team Members              Speak the Same Language  Need to        Must            Standard teach the ...
Project Action Reports: The Basic Data for BuildIT                What are                your next              steps for...
Tracking Mechanisms Enable Weekly Status Reporting
Standard Project Sites Organize Project Artifacts
Tools areprovided togatherideas, brainstorm, document RFA’sand meetchecklistitems
BuildIT Tools: Risk List• Catalog and Track all  identified project risks and  mitigations.• All standard risk information...
BuildIT Tools: Document Tracking• Track and Control  Project Documentation• Directory Structure  consistent across all  si...
BuildIT Tools: Technology Positions                                      23
The Inception Plan was the First Automated               Online Form                                             24
User Experience Group Reviews all Applicationsand Web Sites
Training Materials are Integrated into BuildIT
27
CIO Deputy          Portfolio  CIO            Manager PMO ProjectManagers                             28
CIO Required that All Projects beRegistered on the Development Pipeline
Establish a Process and BuildIT Coordinator          Walk the          Expedites           users            the JUMP      ...
31
False Assumptions were made thatBuildIT takes longer for the Project Lifecycle
33
BuildIT Site is Accessible     to Management
Visual Metrics Reporting Gives Management the Big Picture                                 35
2006                    2008Project                 BuildITChaos                   Online             2007                ...
Our Main Goals Were Achieved Pipeline, weekly status     Roles, responsibilities, andupdates, and metrics tools       tech...
38
“Before we had BuildIT, it was almost impossibleto know the status of all of the projects we were working on. A week after...
BuildIT Feedback for Continuous Improvement           Performed            ongoing          assessments           with use...
41
42
We Would Like to Convert allWord Templates to Online Forms                                 43
Integration with MS Project will make aMaster Rollup of all Projects more Visible                                         ...
Summary                       ImplementingOCIO needed                      BuildIT has kept   We’ve only justvisibility in...
Thank You            46
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Linda maleki

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Linda maleki

  1. 1. Building a Cost Effective Portfolio Management System…Yes You Can! Presented By: Linda Maleki and Cindy Trinh Jet Propulsion Laboratory, California Institute of Technology NASA PM Challenge February 22, 2012Reference herein to any specific commercial product, process, or service by trade name, trademark, manufacturer, or otherwise, does notconstitute or imply its endorsement by the United States Government or the Jet Propulsion Laboratory, California Institute of Technology. Copyright 2011 California Institute of Technology. Government sponsorship acknowledged.
  2. 2. We are JPL’s OCIO Support the Laboratory in meeting its goals Infuse theServe thediverse IT OCIO right technologiesneeds of JPL Vision at the right time Offer compelling service alternatives 2
  3. 3. 3
  4. 4. 4
  5. 5. 5
  6. 6. 6
  7. 7. Key Points Implementing OCIO needed BuildIT has kept We’ve only justvisibility into all Projects on begun IT projects track
  8. 8. How many IT projects are going on right now?Are projects on time? What is the true cost for project deliveries?How can we help? 8
  9. 9. 9
  10. 10. OCIO Process Derived from RUP and tailored to JPL NeedsInception Elaboration Construction TransitionProject Software Implementation LessonsVision & Plan Learned Requirements &Scope BusinessMajor Processes TrainingFeatures Development Deployment Configuration High Level Project Plan Budget & Schedule Test Plans 10
  11. 11. Phase Reviews Providethe Mechanism to Control the Process 11
  12. 12. Scorecards ProvideObjective Approval and Commitment Scorecards are what count! 12
  13. 13. 13
  14. 14. BuildIT was Built on an Internal Platform Enabling Re-Use
  15. 15. Key Capabilities were Based on PMI & ITIL Recommendations
  16. 16. Project Managers and Team Members Speak the Same Language Need to Must Standard teach the practice terminologyvocabulary effective is used andbehind the Change artifacts are process Management consistent
  17. 17. Project Action Reports: The Basic Data for BuildIT What are your next steps for the next reporting period?Are thereany action items ormilestones due oroverdue? What are any major new issues and what are you doing about it? 17
  18. 18. Tracking Mechanisms Enable Weekly Status Reporting
  19. 19. Standard Project Sites Organize Project Artifacts
  20. 20. Tools areprovided togatherideas, brainstorm, document RFA’sand meetchecklistitems
  21. 21. BuildIT Tools: Risk List• Catalog and Track all identified project risks and mitigations.• All standard risk information are tracked on the BuildIT Project site 21
  22. 22. BuildIT Tools: Document Tracking• Track and Control Project Documentation• Directory Structure consistent across all sites• Integrates with Office Applications• Full workflow and reporting capability 22
  23. 23. BuildIT Tools: Technology Positions 23
  24. 24. The Inception Plan was the First Automated Online Form 24
  25. 25. User Experience Group Reviews all Applicationsand Web Sites
  26. 26. Training Materials are Integrated into BuildIT
  27. 27. 27
  28. 28. CIO Deputy Portfolio CIO Manager PMO ProjectManagers 28
  29. 29. CIO Required that All Projects beRegistered on the Development Pipeline
  30. 30. Establish a Process and BuildIT Coordinator Walk the Expedites users the JUMP through the Process tool Audit projects for compliance Full Project and Process Support
  31. 31. 31
  32. 32. False Assumptions were made thatBuildIT takes longer for the Project Lifecycle
  33. 33. 33
  34. 34. BuildIT Site is Accessible to Management
  35. 35. Visual Metrics Reporting Gives Management the Big Picture 35
  36. 36. 2006 2008Project BuildITChaos Online 2007 2012 JUMP Re-BuildIT Established 36
  37. 37. Our Main Goals Were Achieved Pipeline, weekly status Roles, responsibilities, andupdates, and metrics tools technology position were developed statements were defined Accomplishments UX Experience working Automated first online form group established
  38. 38. 38
  39. 39. “Before we had BuildIT, it was almost impossibleto know the status of all of the projects we were working on. A week after BuildIT went Live, we knew we had 35 active projects and we knew which ones needed help.” -Michael Stefanini, JUMP Process Owner, Section Manager of IT Project Management and Application Development 39
  40. 40. BuildIT Feedback for Continuous Improvement Performed ongoing assessments with users Provide upperDeveloped managementspecialized with Affinity meaningful Groups metrics
  41. 41. 41
  42. 42. 42
  43. 43. We Would Like to Convert allWord Templates to Online Forms 43
  44. 44. Integration with MS Project will make aMaster Rollup of all Projects more Visible 44
  45. 45. Summary ImplementingOCIO needed BuildIT has kept We’ve only justvisibility into all Projects on begun IT projects track
  46. 46. Thank You 46

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