project portfolio management at sf state
DESCRIPTION
Information Technology Project Portfolio Management Process at San Francisco State UniversityTRANSCRIPT
Success Collaboration: Case Study ∝on the PMO at SF State University's Division of IT
Session #29629March 28, 2011
Borre Ulrichsen Director of Information Systems Projects and Project
Management Office, Division of IT
Kshitij Kabra Project Management Specialist, Division of IT
Prepared by:
Understanding collaborative process driven approach to actively managing projects
Roadmap to successful implementation in a Higher Education environment.
Overview
Agenda San Francisco State and the Division of IT The challenges we were up against Incoming! – How we handle project requests
Collaborating through workflow
Show me! – Reporting for management and team members One source of truth The information you need, when you need it
Staying on the same page On-line tools for collaboration
Where to now? Next steps for continued roll-out
Questions and Answers
San Francisco State University
Founded in 1899 Part of the CSU
system CSU
412,000 students 43,000 employees
SF State 30,000 students, 3,500 employees
Challenges for the Division of IT Highly Decentralized Organization
Public University Non-profit Success ∝ Service to Campus Community and
beyond Campus dependency on legacy systems Campus wants new technology to streamline
operations Limited resources for investing in new technology
IT organization overwhelmed by incoming requests Resource constraints High volume of project requests Managing priorities across organization
What does the customer really need?
How the Customer explained it
How the Project Manager understood it
How the Analyst designed it
How the Programmer wrote it
How the Business Consultant described it
How the project was documented
What Operations installed
How the Customer was billed
How it was Supported What the Customer really needed
Incoming! – How to handle project requests
How we dug our way out Streamline process for project requests Single source of truth for project
requests Workflow for gathering feedback/buy-in
How it looks at SF State
Watch out for the avalanche! Resource constraints High volume of project requests Managing priorities across
organization
Show me (the big picture)!
Relied on e-mail, phone calls and meetings Customer feels left in the dark Developers spend too much time providing
updates Information is out of date the moment it is
reported
The information you need, when you need it Project Portfolio Reports
Grouped based on customer needs Dashboards for quick overview Drill-down for more detail Single source of truth for project status
Demonstration
Getting the job done (together!)
Trust is key to effective information sharing Single repository for project artifacts Easy to access Change history Ability to go back to pervious version Don’t make me go look for everything!
Tools for effective collaboration Single, accessible home page for each project Embedded document management system Centralized task and issue tracking Personalized reports – what I need when I need it
Demonstration
Where to Now? Training and Certification for project managers
Streamline request process using workflow
Accommodate various levels of project management process maturity
Provide support for non-IT projects
Create portfolios for colleges and departments
Create reports to show past accomplishments by employee - performance review at a click
Integration with campus portal
This presentation and all Alliance 2011 presentations are available for download from the Conference site at
www. heug.orgwww.psugonline.org
www.federalusersnetwork.comPresentations from previous meetings are also available