1. Lightweight Project Portfolio Management (PPM): From the Ground-Up Peter Mosinskis, IT Project Supervisor Michael Berman, CIO CSU Channel Islands EduSoCal 2011- April 27, 2011 Slides: http://tinyurl.com/3gjyoay

2. Why at CI? Capacity Communication Quality of Service

3. Project Portfolio Management (PPM) Photo: Emilio Garcia (lapolab) / Flickr

4. Avoiding overkill Photo: Luka Kladaric (allixsenos) / Flickr

5. Photo: Alvin Chua (Siomuzzz)/ Flickr

6. Some Assembly Required Photo: woodleywonderworks / Flickr

7. A PPM Team

8. A standard project process IntakePlanning Execution & Monitoring Closure & Hand-Off

9. High-level information Preliminary approval Archive & publish

10. Flexible request process http://www.csuci.edu/it/projects

11. Standard intake forms

12. Flexible classification system DescriptionA&IT staff timeProject Size / Complexity Class 110 to 30 hoursSmall / Simple Class 231 to 100 hoursMedium / Medium Class 3100+ hoursLarge / Complex

13. Flexible review and approval process

14. Official project repository Contains charter & other info Calendar too!

15. PPM Metrics # of projects started # of projects completed # of projects completed on time # of Class 1/2/3 projects Total work hours per project

16. Time tracking tool & process

17. Project Hours to Date

18. Monthly Reports Total Class 1 (S) Class 2 (M) Class 3 (L/XL) Uncategor ized/ Legacy # of projects open/ in progress41710195 # of projects completed this month20200 # of projects completed on time this month20200

19. Monthly Reports

20. What it Took To Get There Graphic: Pigsaw / Flickr

21. Define Goals Better strategic decisions Predictable outcomes Correct problems Stay limber Photo: Premshree Pillai / Flickr

22. Build and Buy Tools 1.Business Practices 2.Teams (Project Review, campus governance, etc) 3.Project Charter form 4.Intake process tools (Wufoo, Dropbox)

23. PPM Toolbox and Tools (part 2) Repository (Sharepoint) Calendar (Sharepoint & Outlook) Time tracking tools (Freshbooks) Monthly reports (MS Project, SharePoint)

24. Year 1 Cost Estimate = $5000 $4980 for annual services (Freshbooks/Dropbox/Wufoo) Hidden costs & offsets Photo: Scott Waldron (dslrninja) / Flickr

25. Year 1 Time Estimate = 600 hrs 250 hrs for PPM program setup 350 hrs for PM and PPM leadership & operations Hidden costs Photo: nicholasjon / Flickr

26. Lessons Learned Culture change Demonstrate value Getting stats on large projects

27. Agenda Part 2 Short Q&A PPM Benchmark Poll Biggest Challenges PPM-O-Matic More Q&A

28. Questions?

29. PPM Benchmark Poll Go to: http://tinyurl.com/esc11ppm

30. View the Poll Results Part 1: http://tinyurl.com/3qh68guhttp://tinyurl.com/3qh68gu Part 2: http://tinyurl.com/3nsean5http://tinyurl.com/3nsean5

31. PPM-O-Matic Go to: http://tinyurl.com/ppmomatic

32. Questions?

33. Thank You peter.mosinskis@csuci.edu michael.berman@csuci.edu www.csuci.edu/it/projects