UCI-OIT PMC Meeting - 12-15-2014

Attending: Kian Colestock, Ying Kussman, Jeff Martin, Steve Noh, Eric Puchalski

Absent: Briandy, Diane

Location: 126 PSQ (OIT Modulars)

Agenda/Notes:

PMC 2014-2015 Project Plan

Project Approval Framework Workstream
1. ServiceNow Implementation Update
  1. EricP/Kian looking at PM and portfolio aspects - Comparing SmartSheet and SN
    1. A number of people have requested/recieved SN Project permissions
    2. No restrictions or guidelines are being imposed on SN Project/Portfolio setups/use
  2. Review what's the difference between SN Portfolios, Portfolio Projects and Projects
    1. Discussion about possible SN limitations and ideas
      1. Automated way to update Portfolio Project indicator lights via Project/Task details
      2. How to identify priorities and balance projects across portfolios
    2. Invite our SN rep to come in January to discuss our needs and their ideas
2. OIT Project Life Cycle Approval - Draft Approval Framework
  1. Ongoing discussion: What documentation should be required for each phase?
    1. Jeff and Diane: share Project Approval Framework documentation recommendations (project proposal, etc.) for their respective projects (WHS Security, Voicemail)
      1. Jeff's planning the WHS Security Project
    2. Initiation:
      1. OIT Project Proposal
    3. 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:
        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
  2. Discussion re: how does a project trigger a workflow
    1. Should be followed for medium and large projects
    2. Possibly tie the SN project approval workflow to new Portfolio Projects being added to an "OIT Project Request Log" Portfolio where some status/attribute is set as some key value
    3. It's still very important to be representing small projects in an overall portfolio since it impacts on a team's ability to execute larger projects
3. /wiki/spaces/public/pages/31361236
  1. Any suggested changes re: non-software projects?
    1. No further feedback has been provided
4. Current projects to test workflow
  1. Ready for Initiation:
    1. EricT conducted /wiki/spaces/OITOR/pages/15051423 for the Tick@Lab project on 10-30-2014
    2. EricT has upcoming Research Administration Data Warehouse Project Review/Approval
    3. EricT has upcoming KC Negotiations/COI/Cayuse Project Review/Approval
  2. Ready for Implementation:
    1. EricT Tick@Lab project should be ready for Project Implementation Review/Approval meeting in next few weeks
  3. Ready for Go Live:
  4. Other PMC member projects ready to test a step of the approval framework
    1. ...
5. Reviewed Eric P's business process diagrams for project approval flow
Tools and Resources Workstream
1. oit-pmc@uci.edu Exchange Distribution List for easier communication with PMC members
2. Discussion: Ideas for organizing related information on the wiki
  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/31361236
  2. Aligning language and steps in the OIT Unified SDLC and the Project Approval Framework
3. Discussion: Why so many tools? Common pain points? Better practices the PMC can recommend?
Consultative Project Support Workstream
1. Kian: Any small/medium OIT projects that could use help/mentorship from a PMC member?
Next Meeting
1. Friday January 23 1:00pm MSTB 232
2. ...

Action Items:

Invite UCI's ServiceNow rep to meet with us in January to discuss Portfolio and Project aspects and best practices for UCI's needs (Eric P)
EricP/Jeff/EricT work on SN workflows
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Future Agenda Items:

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Parking Lot Topics:

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