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Lightweight Project Portfolio Management (PPM): From the Ground-Up

Lightweight Project Portfolio Management (PPM): From the Ground-Up. Peter Mosinskis, IT Project Supervisor Michael Berman, CIO CSU Channel Islands EduSoCal 2011- April 27, 2011 Slides: http://tinyurl.com/3gjyoay. Why at CI?. Capacity Communication Quality of Service.

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Lightweight Project Portfolio Management (PPM): From the Ground-Up

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  1. Lightweight Project Portfolio Management (PPM): From the Ground-Up Peter Mosinskis, IT Project Supervisor Michael Berman, CIO CSU Channel Islands EduSoCal 2011- April 27, 2011 Slides: http://tinyurl.com/3gjyoay

  2. Why at CI? • Capacity • Communication • Quality of Service

  3. Project Portfolio Management (PPM) Photo: Emilio Garcia (lapolab) / Flickr

  4. Photo: Luka Kladaric (allixsenos) / Flickr Avoiding overkill

  5. CI’s PPM Toolbox Photo: Alvin Chua (Siomuzzz)/ Flickr

  6. Some Assembly Required Photo: woodleywonderworks / Flickr

  7. A PPM Team

  8. A standard project process Intake Planning Execution &Monitoring Closure &Hand-Off

  9. Project Intake • High-level information • Preliminary approval • Archive & publish

  10. Flexible request process http://www.csuci.edu/it/projects

  11. Standard intake forms

  12. Flexible classification system

  13. Flexible review and approval process

  14. Official project repository • Contains charter & other info • Calendar too!

  15. PPM Metrics • # of projects started • # of projects completed • # of projects completed on time • # of Class 1/2/3 projects • Total work hours per project

  16. Time tracking tool & process

  17. Project Hours to Date

  18. Monthly Reports

  19. Monthly Reports

  20. What it Took To Get There Graphic: Pigsaw / Flickr

  21. Define Goals • Better strategic decisions • Predictable outcomes • Correct problems • Stay limber Photo: Premshree Pillai / Flickr

  22. Build and Buy Tools • Business Practices • Teams (Project Review, campus governance, etc) • Project Charter form • Intake process tools (Wufoo, Dropbox)

  23. PPM Toolbox and Tools (part 2) • Repository (Sharepoint) • Calendar (Sharepoint & Outlook) • Time tracking tools (Freshbooks) • Monthly reports (MS Project, SharePoint)

  24. Year 1 Cost Estimate = $5000 • $4980 for annual services (Freshbooks/Dropbox/Wufoo) • Hidden costs & offsets Photo: Scott Waldron (dslrninja) / Flickr

  25. Year 1 Time Estimate = 600 hrs • 250 hrs for PPM program setup • 350 hrs for PM and PPM leadership & operations • Hidden costs Photo: nicholasjon / Flickr

  26. Lessons Learned • Culture change • Demonstrate value • Getting stats on large projects

  27. Agenda Part 2 • Short Q&A • PPM Benchmark Poll • Biggest Challenges • PPM-O-Matic • More Q&A

  28. Questions?

  29. PPM Benchmark Poll • Go to: http://tinyurl.com/esc11ppm

  30. View the Poll Results • Part 1: http://tinyurl.com/3qh68gu • Part 2: http://tinyurl.com/3nsean5

  31. PPM-O-Matic • Go to: http://tinyurl.com/ppmomatic

  32. Questions?

  33. Thank You peter.mosinskis@csuci.edu michael.berman@csuci.edu www.csuci.edu/it/projects

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