UCI-OIT PMC Meeting - 08-29-2014

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

Absent: Steve (v), Paul (v), Eric P (v)

ReadyTalk: www.readytalk.com 1-866-740-1260  Conference Code: 8240536

Agenda/Notes:

1. Proposal: All PMC Members take the UCLC ITIL "Introduction to the ITIL Framework" course (if not already done)
   
   1. Help gain shared language and concepts, especially as we begin to use ServiceNow
   2. Other related modules as well?
   3. Discussion: Does PMBOK provide additional useful terminology/concepts for PM that ITIL doesn't?
      1. Could be useful as a reference for clarifying complicated topics (e.g. delineate a "project" definition) but no need to have PMBOK drive our thinking
2. PMC 2014-2015 Project Plan
   1. Review initial activities/format and revise as desired
      1. Added refinements to that page
   2. Suggestion that agendas be organized around project plan workstreams
   3. Reiterated that some large projects have PM covered, others (like UCPath) may expect a local PMO (that we don't have yet)
3. Project Approval Framework Workstream
   
   1. ServiceNow Implementation Update
      1. Help Desk, Desktop Support, WSG, NSP, EUS - going live in phases this fall
      2. After Thanksgiving may be a time for PMC to engage
   2. ServiceNow Discussions with other UC campuses
      1. Any contacts yet?
         1. Eric T will follow-up with Eric P
      2. What's their local PM/governance like (outside of SN and/or within SN)?
         • How are projects submitted, reviewed, approved, etc. - what's their human workflow like w/ SN and how are they interacting with it?
         • How would they rate their own PMO maturity level?
      3. How have they organized SN (just the key skeleton, not all the details)?
      4. What's the scope of how they're using it (modules, features, campus units, etc.)?
   3. Suggestion: OIT Project Live Cycle Approvals
      
      1. Initiation: What do we need and why do we need to do it: Review, Approval to proceed with planning
         1. Requirements: OIT Project Proposal
            1. Maybe other templates for projects that don't fit in the OIT Project Proposal template
         2. Review (Acknowledge/Approve): OIT Soft Dev Directors group  (for software projects)
            1. Need to propose group(s) for other types of projects
      2. Implementation: Plan, design and propose a specific implementation: Review, Approval to proceed with executing the project
         1. Project lead would determine their own project implementation methodology
         2. Requirements: TBD
         3. Review (Acknowledge/Approve): TBD
      3. Go-Live: Execute the implementation plan, but stop before final go live for Review and Approval to go-live
         
         • Ensure docs, processes, tasks and issues are adequately closed before go-live
         • Requirements: TBD
         • Review (Acknowledge/Approve): TBD
      4. Iterate as needed in phases for more complex projects
      5. Discussion
         1. Any potential to allow a project's PM to define additional workflows for their project?
            1. UAT, etc?
            2. Maybe two sets of rules (large projects vs small/medium projects)
         2. Consider who would need to approve at each approval gate for continuing
            1. Anyone, but record who it was (with no requirement)
            2. Maybe more complex requirements as we grow/learn some better practices
         3. Will need to more careful describe what constitutes a "project" for this process
4. Tools and Resources Workstream
   
   1. Review results of Eric P's PM survey for best practices and tools we might recommend
      1. Summarize existing tools on resource wiki page
   2. Later: discuss why so many tools and/or pain points and/or better practices
5. Consultative Project Support Workstream
   
   1. Discussion: What types of support do we think we could provide that would be helpful?
      1. 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
6. Other
   1. ...
7. Next Meeting
   1. Friday September 19 1:00pm MSTB 232
   2. ...

Action Items:

• Schedule ServiceNow discussions with ...
• Create an Exchange email distribution list for the PMC group oit-pmc@uci.edu
• Task some with follow-ups per above
• Jeff/Eric T will setup another interim meeting

Future Agenda Items:

• Share OIT Project Proposal Template for review and consider refinements to meet broader needs
• Discuss more details of approval gate requirements and approval-groups
• ...

Parking Lot Topics:

• ...