Page Comparison

...

1. Project Approval Framework Workstream
   
   1. ServiceNow Implementation Update
      1. Confirm: Initial OIT launch in late November - primary focus on incident management for many OIT groups
         1. ...
      2. https://ucidev.service-now.com/
         1. EricT created PRJ0010155: https://ucidev.service-now.com/
         2. May need to contact EricP for some permissions re: PM capabilities (EricP will setup for this group)nav_to.do?uri=pm_project.do?sys_id=62c7f5c10f10710033cc49bce1050ee5
            1. Having problems organizing tasks
            2. Can't find any way to set workflows/approvals
      3. EricP/Kian looking at PM and portfolio aspects - Comparing SmartSheet and SN
         1. Anything to report?
      4. Information Security
         1. WHC Information Security Risk Remediation (Jeff)
         2. Unit Security Plan Development (like the past GD and OR security plan projects that are already completed)
      5. NetOps Engineering 
         1. VoiceMail Upgrade (Diane)
         2. Client Request Project: NetOps Wireless Expansion in Animal Housing Areas
      6. Infrastructure
         1. OITDC Secondary Site
      7. Kian to provide preview of PM aspects at next meeting?
      What other types of projects could follow this framework (besides in-house or vendor software projects)?
      1. of Service-Now
   2. Jeff and Diane share Project Approval Framework documentation recommendations (project proposal, etc.) for their respective projects (WHS Security, Voicemail)
      
      1. ...
   3. OIT Project Life Cycle ApprovalsApproval - Draft Approval Framework
      1. Adapting the Project Approval Framework to existing OIT Procedures
         1. EricP updated OIT SDLC chart with these 3 review/approval gates
      2. Discussion re: Projects already underway
         1. Some benefits to backfilling w/ proposal and affirming prior approvals
         2. We can still work an in-progress or previously approved project with this approval framework
         3. SLAs and OLAs can help to get off-track projects back closer to on-track
      3. Ongoing discussion re: What should be required for each phase?
         
         1. Initiation:
            1. OIT Project Proposal
         2. Implementation:
         1. 1. Functional requirements, technical/design/solution specs, project plan with schedule. resource requirements (especially if cross-team involvement is required)
            2. Other groups that may be asked to review the implementation plans:
               1. Security, Architecture Review Board, ...
         2. Go-Live:
         1. 1. Confirmation that products/services to be delivered meet expected requirements/plans/processes
            2. Official customer acceptance and production readiness sign-off
            3. Artifacts to demonstrate proper documentation was completed, required processes were followed, all tasks/issues are adequately closed
            4. Go-live plan, post-production support plan, closeout activities
         What groups could conduct reviews/approvals for each phase?
         1. Software projects: OIT Software Development Directors Group
         PM for a given project should be able to define who needs to be in the respective review/approval group for each phase
         2. Have the OIT Director above the PM for the project be the main approval point
         Consider use of the OIT Architecture Review Board
         4. Consider FYIs to other OIT DIrectors
         5. ...
   4. /wiki/spaces/public/pages/31361236
      
      1. Any suggested changes re: non-software projects?
         1. ...
   5. Current projects to test workflow?
      1. Eric T has a few at different stages:Ready for Initiation:
         Tick@Lab Implementation - Animal Research Administration System replacement project
         1. EricT conducted Project Initiation Review/Approval meeting for the Tick@Lab project on 10-30-2014
      2. Ready for Implementation:
         (maybe) Streamlining IRB Unanticipated Problem Reporting
         1. EricT Tick@Lab project should be ready for Project Implementation Review/Approval meeting in next few weeks
      3. Ready for Go Live: (almost) KC 5 Upgrade
      4. Any others?
      6. Any other PMC member projects ready to test a step of the approval framework?
         
         1. ...
2. Tools and Resources Workstream
   
   1. Eric P previously distributed a range of existing materials related to PMLC and SDLC
      - Much of these resources are already organized /wiki/spaces/public/pages/31361236Review results of Eric P's PM survey for best practices and tools we might recommend
   2. Summarize existing tools on resource wiki page
   Terminology matters
   3. Discussion: Why so many tools and/or ? Common pain points and/or better practices? Better practices the PMC can recommend?
3. Consultative Project Support Workstream
   1. Discussion: What types of support do we think we could provide that would be helpful?
   2. UCPath and SIS may require local PM support/tools - perhaps we can talk about those gaps and how they might be addressed via this group
   Any othersKian: Any small/medium OIT projects that could use help/mentorship from a PMC member?
4. Other
   1. ...
5. Next Meeting
   1. Friday November 21 1:00pm MSTB 232
   2. ...

Action Items:

...

• Jeff will share his notes - won't be at next meeting
• Schedule ServiceNow discussions with ...
• Create an Exchange email distribution list for the PMC group group oit-pmc@uci.edu
  
• Task some with follow-ups per above
• Jeff/Eric T will setup another interim meeting

Future Agenda Items:

• Discuss how the OIT Project Proposal and other review/approval artifacts work for non-software projects
• Informal ServiceNow PM demo
  • Eric's waiting on WSG to figure out how Exchange DLs can be managed by owners with 0365 mailboxes

Future Agenda Items:

• Aligning language and steps in the OIT Unified SDLC and the Project Approval Framework
• ...

...