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

Absent: Diane (other work commitment)

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

Agenda/Notes:

PMC 2014-2015 Project Plan

Project Approval Framework Workstream
1. ServiceNow Implementation Update
  1. Still on track for PMC to engage after Thanksgiving?
    1. Yep
  2. OIT got a more detailed demo - Kian thinking positively about workflow potential
2. ServiceNow Discussions with other UC campuses
  1. Any contacts yet?
    1. Eric P has overview of other campuses - a couple using portfolio management, not sure anyone's yet using it for PM - but maybe some project tracking
  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. OIT Project Life Cycle Approvals
  1. Initiation:
    1. Purpose: Identify what needs to be done, why and what impacts it will have
    2. Requirements: OIT Project Proposal
      1. Maybe other templates for projects that don't fit in the OIT Project Proposal template
      2. Initial resource requirements and dependencies
    3. Reviews: Review and approval required before further planning and design work commences - record who gave review and approval
      1. OIT Software Development Directors group (for software projects)
      2. Need to propose group(s) for other types of projects
  2. Implementation:
    1. Purpose: Plan, design and propose a specific implementation/execution plan
      1. Project lead will determine an appropriate project implementation methodology
    2. Requirements: TBD
      1. May include Functional Requirements, System Design, Project Plan, Resource Requirements, etc.
    3. Reviews : Review and approval required before proceeding with the execution of the project - record who gave review and approval
      1. OIT Software Development Directors group (for software projects)
        Perhaps OIT Architecture Review Board as needed
      2. Need to propose group(s) for other types of projects
  3. Go-Live:
    1. Purpose: Execute the implementation plan, but stop before final go live to attain final authorization
    - - Ensure documentation, processes, tasks and issues are adequately closed before go-live
    - Requirements: TBD
      - Confirmation products/services to be delivered meet expected requirements/plans/processes
      - Confirmation of customer acceptance and readiness to go-live
    - Reviews: Review and approval required before final go-live - record who gave review and approval
      - OIT Software Development Directors group (for software projects)
      - Need to propose group(s) for other types of projects
  4. Future could include other phase gates (more fine-grain phases, like closeout. etc)
4. /wiki/spaces/public/pages/31361236
  1. Discussion
    1. Reviewed template - no significant changes
      1. Possibly reorder some items, add something to quickly indicate key items (compliance mandate, required deliverable date, requires resources, etc)
    2. Seek to implement that form as a ServiceNow form for the workflow
    3. Review/revise form as needed
5. Current projects to test workflow?
  1. Eric T has a few at different stages:
    1. Ready for Initiation: Organizing IRB Documents by Protocol Transaction
    2. Ready for Implementation: (maybe) Streamlining IRB Unanticipated Problem Reporting
    3. Ready for Go Live: (almost) KC 5 Upgrade
  2. Any others?
Tools and Resources Workstream
1. Eric P distributed a range of existing materials related to PMLC and SDLC
  1. Much of these resources are already organized /wiki/spaces/public/pages/31361236
2. 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. Terminology matters
3. Discussion: Why so many tools and/or pain points and/or better practices
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
  2. Any others?
Other
1. ...
Next Meeting
1. Friday October 17 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:

...

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