UCI-OIT PMC Meeting - 04-24-2015

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

Absent:

Location: 126 PSQ (OIT Modulars)

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

Agenda/Notes:

PMC 2014-2015 Project Plan

1. Project Approval Framework Workstream - OIT Project Life Cycle Approval Framework and PMC - ServiceNow Project Approval Workflow
   
   1. Demo ServiceNow Project Request Intake Form and Project Approval Workflow (Eric P)
      1. Tying data to the SN Project record instead of the SN Approval record
   2. Scoring
      1. Kian: We're working to establish Governance Models for each Vice Chancellor level business area where they'll vet scores and rank projects
         1. Intended to help clarify resource priority and resolve conflicts when a team common to multiple projects is needed at the same time
      2. Steve: How will reprioritization be handled?
         1. Can change scoring
      3. Ying: Will the business unit vetting of the scoring/priority be tracked?
         1. Not up front - but once the project gets in the pipeline it will be possible to track changes in the scoring
   3. Should we add a specific flag re: "This project will be tracked via OIT Project Approval Framework"
      1. "Workflow Needed"
         1. Default to N for new Projects, but set it to Y for projects submitted through the project intake form
      2. Paul: Maybe consider a "Draft" State where workflow isn't triggering
         1. All agreed to do that - for brewing or wishlist projects, etc.
      3. Other projects would still be visible to management as needed
   4. Should we require people be specify for the various Project Team Roles and Responsibilities document?
      1. We can do lots more, but let's take a simple approach at first
      2. "Assignment Team", "Project Manager"
      3. Kian: We really do want to get enough detail to understand and balance resource commitments
   5. PMC Project Plan has tracking tasks
   6. May 8 meeting with our ServiceNow rep
   7. Discussion about Resource Planning with PM/SN
2. Tools and Resources Workstream
   1. Need to decide where should be primary resting place for PM Framework documents and other PMC artifacts
3. Consultative Project Support Workstream
   1. Status and discussion re: OIT Project Manager recruitment
      1. Floating PM for projects in need
      2. OIT's also considering a floating Business Analyst position
      3. QA's also being built-out
      4. These positions will benefit from more comprehensive tracking of projects in SN
      5. Kian: Looking for a hybrid PM and Business Systems Analyst, person who can be injected into various essential projects that are in need of more organizational/analytical support
          
   2. Any small/medium OIT projects that could use help/mentorship from a PMC member? (Kian)
      
4. Next Meeting
   1. Friday May 15 1:00pm MSTB 232
   2. ...

Action Items:

• Invite UCI's ServiceNow rep to meet with us to discuss Portfolio and Project aspects and best practices for UCI's needs (Eric P)
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Future Agenda Items:

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Parking Lot Topics:

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