PROJECT AND PORTFOLIO MANAGEMENT AT UNM IT David McGuire, Associate Director, IT Project & Service Mgmt Tech Days, 4 June 2015, 2:30-3:30

Agenda Introductions Challenges Picking The Right Project Running Projects Well Project Class and Lifecycle Project Tools Phase Gates Balancing Resources 2

Agenda Introductions Challenges Picking The Right Project Running Projects Well Project Class and Lifecycle Project Tools Phase Gates Balancing Resources 3

Who am I? And who are you? David McGuire Associate Director, IT Project & Service Management Office (PSMO) Information Technologies, UNM And you? How many IT professionals? How many interested in IT but in different fields? Who runs projects? Who makes resource and priority decisions for projects?

IT Project & Service Mgmt Office - PSMO Our Charge: Provide Project Managers and Business Analysts for major projects Provide support for other IT Project Managers: Training Methods Templates Enable IT Leadership to better manage the portfolio of IT projects Guide IT Service Management / ITIL program Our Project Goal: Increase Project Success Rates Right Projects Scheduled & Staffed Appropriately On Time, Budget & Scope, With Quality

Agenda Introductions Challenges Picking The Right Project Running Projects Well Project Class and Lifecycle Project Tools Phase Gates Balancing Resources 6

Challenges: Portfolio, Projects, Resources ► Which projects move forward, which wait? ► Once we commit to a project, how to ensure success? ► How do we juggle $$$ and staff time between multiple commitments? IT’s favorite solution: Technology! ► New Vendor! ► Cool Apps! ► Open Source! Harder but more lasting solution: ► Look at the organization ► Change culture ► Change process

The IT Organization

Challenges: Balancing Projects and Services ► Which projects move forward? ► How to ensure project success? ► Juggling $$$ and staff time between projects, operations?

Challenges Met: Industry Disciplines ► Project Portfolio Management (PPM) ► Processes and technologies ► Analyze and collectively manage current & proposed projects. ► Schedule projects to best achieve an organization’s goals ► Project Management ► Planning, organizing, motivating, and controlling ► Resources, procedures and protocols ► To achieve specific goals ► Resource Management ► Efficient and effective deployment of organization's resources when needed

Agenda Introductions Challenges Picking The Right Project Running Projects Well Project Class and Lifecycle Project Tools Phase Gates Balancing Resources 13

Picking The Right Project: Project Portfolio Mgmt ► Objective: Optimize resources, schedule projects to best achieve goals ► Need an easy way to look across all projects IT Portfolio SiteIT Portfolio Site – One List To Rule Them all…. Sample Projects: Data Center Re-design O365 Product Suite Implementation LoboTime Phase 2

Picking The Right Project: Project Portfolio Mgmt Right Project, Right Time: How To Decide??? ► Option 1: Wishful Thinking ► Pound on the table – You Will Do This! ► Agree with everything – Yes Of Course! ► Option 2: Every Project is #1 Priority! ► Delegate down to the person doing tasks ► They decide how to spend their workday ► Option 3: Every Decision is a New Day ► Analyze each as a special case ► Option 4: Set a Rubric ► Capture judgment factors as data points ► Compare projects via data points ► Such as: Value, Cost, and Risk

Project Portfolio Mgmt: UNM IT’s Beta Rubric

Agenda Introductions Challenges Picking The Right Project Running Projects Well Project Class and Lifecycle Project Tools Phase Gates Balancing Resources 18

Project Class: Tracking Major Projects Bigger projects are riskier, more expensive Benefit from Increased management oversight Transparency Good-practice project methods Project Class: Use Effort Hours to set level of accountability ClassEffort HoursTypical Sponsor 1Under 100Manager 2100 – 1,000Director 3Over 1,000VP

Class 3 Projects: Phases & Activities Pre-Project: Evaluate – Capture idea in a Business Case. Review multiple Business Cases. Select some to become Projects. Project Lifecycle 1. Initiate – Identify initial requirements. Develop Project Charter. 2. Plan – Finalize requirements. Develop initial design. Complete project planning documents, including initial timeline. 3. Execute & Control – Finalize design. Execute and track project tasks, issues. Communicate. Go live. Transition to operations. 4. Close – Conduct lessons learned. Archive document artifacts 20

Project Actions Project Artifacts New Service Actions New Service Artifacts

Project Tools: Templates 22 Getting Started  Business Case  Project Charter Planning  Project Plan (umbrella)  Communication Plan  Requirements  Design (basic!)  Estimating Model (PERT) Executing  Decision Log  Issues Log  Project Change Request And for Smaller Projects…  Charter Lite (All In One)

Project Tools: SharePoint Project Site Template Features : Pre-configured Plug-and-Play Lists Focused Left-Nav Bar Lists Replace Word, Excel Docs 23

Project Tools: SharePoint Project Site 24

Phase Gates Decision point for project continuation ► Class 3 projects only ► Review of required artifacts ► Move projects forward only when they have the tools to succeed Value: ► Reduces re-work and “thrashing” ► Highlights resource constraints early ► Controls scope creep ► Aligns management expectations with team plans 25

Phase Gates: Class 3 Projects

Agenda Introductions Challenges Picking The Right Project Running Projects Well Project Class and Lifecycle Project Tools Phase Gates Balancing Resources 27

Balancing Resources: Budget Your Time ► Key to IT success: Keep commitments with staffing plans ► Scheduling projects without staffing plans… ► … is like paying bills without knowing what’s in your account. Beta Approach To Balancing A Resource Portfolio: 1) Present Resource Availability 2) Facilitate Decisions

Balancing Resources: Budget Your Time

Questions? / Contact David McGuire

IT Depts are Service Organizations GroupWise LoboMail We use Projects to add, change, and retire Services To keep services refreshed, we must (among other things!): ►Pick the right projects ►Run projects successfully ►Balance resources between projects and service operations Project