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Attending: Kian Colestock,  Diane Dunn, Ying Kussman (via ReadyTalk), Briandy Walden, Jeff Martin, Steve Noh, Paul Sheirich (ReadyTalk), Eric Puchalski, Eric Taggart

Absent:  Diane Dunn (meeting conflict), Ying Kussman (meeting conflict), Paul Sheirich (meeting conflict), Steve Noh (meeting conflict)

Location: 232 MSTB

ReadyTalk: 1-866-740-1260 Access Code: 8240536

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1. Project Approval Framework Workstream - OIT Project Life Cycle Approval Framework and PMC - ServiceNow Project Approval Workflow
   
   1. PMC Project Plan has tracking tasks
   2. Discussion re: scope of projects and involvement of other constituents for projects to be tracked via the SN approval workflow
   3. Project Record
      1. State = Pending may benefit from changing to "On Hold"
   4. Demo ServiceNow Project Request Intake Form, "UCI Project" record details and Project Approval Workflow (Eric P)
      1. Including revised OIT Project Approval workflow swimlane diagram
   5. Divisional Director's directive re: top priority OIT projects in SN (not UCPath or SIS)
      1. Marina's reaching our to OIT Directors to reflect projects in SN and enter the Project Scorecard info so they can be compared
         1. Projects on the docket for this year that require or could benefit from a PM (for the new OIT PM staff position)
   6. Discussion of workflow details
      1. Current SN PM workflow doesn't force a single path - routes can be skipped, etc.
      2. It may be possible to force a path, but that still needs to be agreed upon, implemented and tested
      3. In the future it should be possible to design, configure and implement alternative workflows for other types of projects
   Tools and Resources Workstream
   1. Recap
      1. Main 3 approval steps, less automation, mainly focused on intake, recording approvals and reporting
      2. Writing functional requirements for the SN config changes and following change management since initial aspects are in production
   2. SN ESS released for preview/comment
      1. Need to consider how/where to add "Submit/Request a New Project"
         1. Add link to the project intake form
   3. ServiceNow Project Intake, Tracking, Approvals and Reporting
      1. Review latest status
   4. Status of reflecting all current OIT projects in SN via "UCI Project" records
   5. How to determine whether a project should follow the approval framework
      1. Kian's 5 questions
      2. A Scorecard score of some level - indicating there should be more discussion
      3. Conduct further discussion once we get the basics into production
   6. Discussion re: whether incoming projects should be monitored in some way (we intentionally removed the "PMO Review" for now)
      1. Consider an email to the PMC on new proposals with a score > 50 - to do a cursory/informational review
      2. Consider adding info the the New Project Confirmation email re: what to do next
2. Tools and Resources Workstream
   1. Overview of the project estimation tool that is available for general use by PMs in OIT (Kian/Eric P)
      1. /wiki/spaces/public/pages/31361236
   2. Need to decide where should be primary resting place for PM Framework documents and other PMC artifacts
3. Consultative Project Support Workstream
   1. Recap May 8 SN PPM Discussion (All)
   2. Status and discussion re: OIT Project Manager recruitmentrecruitment 
   3. Any small/medium OIT projects that could use help/mentorship from a PMC member? (Kian)
      
4. 2015-2016
   
   1. Nominations for a
   2015-2016
   1. new PMC Chair and Co-Chair
      1. Jeff nominated as Chair, Briandy as Co-Chair
   2. Add new OIT PM to the group when they start - also consider inviting Kelsey
   3. Preferred monthly meeting day/time
      1. Not Fridays, preferably am (no earlier than 9)
      2. Coordinate with Nyma
   4. Discussion: PMC Goals and Objectives for 2015-2016
      1. Finalize the ServiceNow Project Intake/Approval/Reporting capabilities and roll out to all OIT divisions/teams
         1. Help ensure OIT Directors and their managers have useful dashboards/reports for high-level project tracking
            1. Divisional versus team/operational reports templates that can be applied across 6 OIT divisions and 52 OIT teams
            2. Consider if there's any SN mechanism to automate such reports
      2. Propose OIT PMO Goals/Objectives/Structure as well as useful setup activities
         1. Something re: new OIT PM position - collaboration, support toward PMO planning/startup
         2. Help to review proposed projects (informational, not gateway approval)
      3. Collect, Refine and Communicate PM Tools, Resources and best practices
         1. Create a single Portfolio/Project Management/SDLC resource library in the Wiki
         2. Help ensure OIT Directors, their managers and staff know about it and utilize it
5. Next Meeting
   1. Friday July 24 - 1:00pm MSTB 232
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