Project Portfolio Management at SF State


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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!
  • Project Portfolio Management at SF State

    1. 1. Success ∝ Collaboration: Case Study on the PMO at SF State University's Division of IT<br />Session #29629<br />March 28, 2011<br />
    2. 2. Prepared by:<br /><ul><li>Borre Ulrichsen
    3. 3. Director of Information Systems Projects and Project Management Office, Division of IT
    4. 4. Kshitij Kabra
    5. 5. Project Management Specialist, Division of IT</li></li></ul><li>Overview<br /><ul><li>Understanding collaborative process driven approach to actively managing projects
    6. 6. Roadmap to successful implementation in a Higher Education environment.</li></li></ul><li>Agenda<br /><ul><li>San Francisco State and the Division of IT
    7. 7. The challenges we were up against
    8. 8. Incoming! – How we handle project requests
    9. 9. Collaborating through workflow
    10. 10. Show me! – Reporting for management and team members
    11. 11. One source of truth
    12. 12. The information you need, when you need it
    13. 13. Staying on the same page
    14. 14. On-line tools for collaboration
    15. 15. Where to now?
    16. 16. Next steps for continued roll-out
    17. 17. Questions and Answers</li></li></ul><li>San Francisco State University<br /><ul><li>Founded in 1899
    18. 18. Part of the CSU system
    19. 19. CSU
    20. 20. 412,000 students
    21. 21. 43,000 employees
    22. 22. SF State
    23. 23. 30,000 students,
    24. 24. 3,500 employees </li></li></ul><li>Challenges for the Division of IT<br /><ul><li>Highly Decentralized Organization
    25. 25. Public University
    26. 26. Non-profit
    27. 27. Success ∝ Service to Campus Community and beyond
    28. 28. Campus dependency on legacy systems
    29. 29. Campus wants new technology to streamline operations
    30. 30. Limited resources for investing in new technology
    31. 31. IT organization overwhelmed by incoming requests
    32. 32. Resource constraints
    33. 33. High volume of project requests
    34. 34. Managing priorities across organization</li></li></ul><li>What does the customer really need?<br />How the Project Manager understood it<br />How the Analyst designed it<br />How the Programmer wrote it<br />How the Customer explained it<br />How the Business Consultant described it<br />How the project was documented<br />What Operations installed<br />How it was Supported<br />What the Customer really needed<br />How the Customer was billed<br />
    35. 35. Incoming! – How to handle project requests<br /><ul><li> Watch out for the avalanche!
    36. 36. Resource constraints
    37. 37. High volume of project requests
    38. 38. Managing priorities across organization
    39. 39. How we dug our way out
    40. 40. Streamline process for project requests
    41. 41. Single source of truth for project requests
    42. 42. Workflow for gathering feedback/buy-in
    43. 43. How it looks at SF State</li></li></ul><li>Show me (the big picture)!<br /><ul><li>Relied on e-mail, phone calls and meetings
    44. 44. Customer feels left in the dark
    45. 45. Developers spend too much time providing updates
    46. 46. Information is out of date the moment it is reported
    47. 47. The information you need, when you need it
    48. 48. Project Portfolio Reports
    49. 49. Grouped based on customer needs
    50. 50. Dashboards for quick overview
    51. 51. Drill-down for more detail
    52. 52. Single source of truth for project status
    53. 53. Demonstration</li></li></ul><li>Getting the job done (together!)<br /><ul><li>Trust is key to effective information sharing
    54. 54. Single repository for project artifacts
    55. 55. Easy to access
    56. 56. Change history
    57. 57. Ability to go back to pervious version
    58. 58. Don’t make me go look for everything!
    59. 59. Tools for effective collaboration
    60. 60. Single, accessible home page for each project
    61. 61. Embedded document management system
    62. 62. Centralized task and issue tracking
    63. 63. Personalized reports – what I need when I need it
    64. 64. Demonstration</li></li></ul><li>Where to Now?<br /><ul><li>Training and Certification for project managers
    65. 65. Streamline request process using workflow
    66. 66. Accommodate various levels of project management process maturity
    67. 67. Provide support for non-IT projects
    68. 68. Create portfolios for colleges and departments
    69. 69. Create reports to show past accomplishments by employee - performance review at a click
    70. 70. Integration with campus portal</li></li></ul><li>Questions / Comments / Feedback / Contact Us <br />Borre Ulrichsen<br /><br />Kshitij Kabra<br /><br />
    71. 71. This presentation and all Alliance 2011 presentations are available for download from the Conference site atwww.<br />Presentations from previous meetings are also available<br />