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

Absent: Steve, Paul

Location: 232 MSTB

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. Initial OIT launch in late November - primary focus on incident management for many OIT groups
  2. https://ucidev.service-now.com/
    1. May need to contact EricP for some permissions re: PM capabilities (EricP will setup for this group)
  3. EricP/Kian looking at PM and portfolio aspects
    1. Comparing SmartSheet and SN
  4. Kian to provide preview of PM aspects at next meeting?
2. What other types of projects could follow this framework (besides in-house or vendor software projects)?
  1. Information Security
    1. WHC Information Security Risk Remediation (Jeff)
    2. Unit Security Plan Development (like the past GD and OR security plan projects that are already completed)
  2. NetOps Engineering
    1. VoiceMail Upgrade (Diane)
    2. Client Request Project: NetOps Wireless Expansion in Animal Housing Areas
  3. Infrastructure
    1. OITDC Secondary Site
  4. ...
3. OIT Project Life Cycle Approvals
  1. Draft Approval Framework
  2. Adapting the Project Approval Framework to existing OIT Procedures
    1. EricP updated OIT SDLC chart with these 3 review/approval gates
  3. Discussion re: Projects already underway
    1. Some benefits to backfilling w/ proposal and affirming prior approvals
    2. We can still work an in-progress or previously approved project with this approval framework
    3. SLAs and OLAs can help to get off-track projects back closer to on-track
  4. What should be required for each phase?
    1. Initiation:
      1. OIT Project Proposal
    2. 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
  5. What groups could conduct reviews/approvals for each phase?
    1. Software projects: OIT Software Development Directors Group
    2. PM for a given project should be able to define who needs to be in the respective review/approval group for each phase
      1. Have the OIT Director above the PM for the project be the main approval point
      2. Consider use of the OIT Architecture Review Board
      3. Consider FYIs to other OIT DIrectors
    3. ...
4. /wiki/spaces/public/pages/31361236
5. Current projects to test workflow?
  1. Eric T has a few at different stages:
    1. Ready for Initiation: Tick@Lab Implementation - Animal Research Administration System replacement project
    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 November 21 1:00pm MSTB 232
2. ...

Action Items:

Jeff and Diane work through Project Approval Framework documentation recommendations (project proposal, etc.) for their respective projects (WHS Security, Voicemail)
- Jeff will share his notes - won't be at next meeting
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:

Discuss how the OIT Project Proposal and other review/approval artifacts work for non-software projects
Informal ServiceNow PM demo
Aligning language and steps in the OIT Unified SDLC and the Project Approval Framework
...

Parking Lot Topics:

...

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