PPM Tool Orientation & Training Session. ITS Project Management Office April 2017

Transcription

1 PPM Tool Orientation & Training Session ITS Project Management Office April 2017

2 Agenda PPM Orientation Team Dynamix application Exercises and Demos 1. What is a TD Project? 2. Concept of Service Catalog 3. Review Desktop 4. Review New Project Information 5. Risk Update 6. Project Status Update 7. Demo- Close Project 8. Inventory of Projects Next Steps Questions and feedback

3 Orientation

4 Why Are We Doing This? Taking credit for work Visibility and reporting of work (New CIO) View across ITS Setting up for the future o Intake o Project review, approval o Portfolio prioritization, planning & forecasting o Change Management

5 Why Are We Doing This? Promotes Management Best Practices Building credibility by delivering consistently Planned versus ad-hoc o Scope, Time, Resources, Value-Add o Milestones Communication: o Internal: within team, collaboration, accountability o External: outside team, portfolio, UofT community Use data-driven feedback for ongoing improvements

6 Scope High-level project reporting Detailed PM ing for select projects only Out-of-scope oday-to-day task management where Jira and other tools are in use Not a Big Brother, but looking to move projects

7 What is a Project? Pass Visibility test ; It s your decision Awareness Dependencies exist Legal/Regulatory Compliance Strategic Plan Duration/Workload test - takes longer than 2 weeks of person work Budget > 20K Large ongoing projects should be broken down into time bound iterations (e.g. Project A-Fall/Winter 2017, Project B-Spring 2018 etc.)

8 Exercise 1 Think of one project that would fit the following scenario:

9 Project Lifecycle TD tracks the entire project lifecycle 1. Project Request 2. Intake- Project request review, prioritization and PM staffing by ITS Director Each Project is assigned a Service in TD. TD maintains a Service Catalog of all Services 3. Project reporting during project execution Each Project is assigned to a Project Manager. This is the person who will provide regular project updates, and may be the assigned Project Manager, Director, Line Manager or Project Lead Project Dashboard: the current dashboard will be generated by TD based on project updates 4. Closing a Project

10 Note Existing projects have been migrated from OneNote into TD by the PMO You can add new projects via an online form (ITS PMO New Project Request). Once submitted, PMO will create new projects

11 Exercise 2 Concept of Service Catalog TD maintains Service Catalog for all Services that is public facing Each Project is assigned a Service Action - Discuss 3 projects and related Serviceshttps://utoronto.teamdynamix.com/TDClient/Requests/ServiceCatalog

12 Exercise 3 Review Desktop Action Login to TD ( choose Users and review the following: The left panel displays Resources and Help, Announcements, Project Requests, Project Counts by Account/Department and also allows for a quick look up of the Current Projects by Health (pie chart on the bottom left) The right panel shows current projects in two grouping: Projects/Workspaces and Projects for your department (e.g. EASI Projects in the above). You will be able to select and update each of these projects Please note that the desktop can be customized- contact PMO Help (itspmo.its@utoronto.ca)

13 Exercise 4 Review Project Information Action Select a Project and display Project Details The left hand site panel shows all sections of Project Details to be reviewed/ revised: General- contains Project Name, Sponsor, Acct/Dept, Service, Type, Portfolio(s), Classification, Start-End Date, Description, Requirements etc. Risks- will be discussed in the separate section Risks Update Resources- Person, Primary Role, Requested Role and Status The right panel displays its details and the tabs: Actions, Update, Refresh and Print Update - will be described in detail in Status Update section Actions - this tab enables the following: Deactivate, Apply a Project Template, Add Baseline, Copy, Close Refresh - allows the refresh of data on the screen. Print- gives Print Options (General, Description, Date Details, Hours/Budget etc.) in order to print the screen

14 Exercise 5 Risk Update Action Enter at least one Risk on your test project Select Risks from the Project Details panel Risks are divided into following categories: o Cost o Dependency o Resource o Schedule o Scope For each of the categories above please select (if applicable) the following: o Risk choice values: Not Applicable, Low, Medium, High o Comments: provide examples of particular risk/s in the project being updated o Propose Mitigation for each Risk Not Risk Register

15 Exercise 6 Status Update Action Provide an update on your test project Select Update tab and the following fields will be available for a review: New Status- there will be most likely an existing Status in the field; please review Health- update of this field should be done frequently as. Please select from the following: - None - project hasn t started yet - Green- on track - Yellow- slightly off track, expected to recover - Red- off track Milestones- preferred format is a bulleted list of milestones with their statuses Dashboard Comments- displayed on the public TD Projects Dashboard site Comments- include all comments relevant to the project; for collaboration and not public

16 Demo Close Project In the Project Details tab, click the Actions button, select Close Choose whether or not to close any incomplete tasks or issues. If you choose not to close issues and tasks, these issues and tasks will still be open even though the project is closed Choose whether or not to leave the project active Select a new project status: o Sustainment o Complete o Cancelled Update project Health and Percent Complete Enter a comment on the project status and click Save

17 Exercise 7 Inventory of Projects Action Review inventory of your projects in TD Identify any missing projects or ones that should be added to TD Use ITS PMO New Project Request to submit a request for missing projects and PMO will create a project for you Discussion

18 Next Steps This week: Ensure all your project have been submitted into TD via ITS PMO New Project Request Next week: PMO will convert Requests into Projects within TD, may require further consultation April 28: Go-live. PMO will publish public Project Dashboard. Make it available to new CIO May 1 onwards: Start periodic project updates. A monthly reminder will be placed on your calendar by CIO Office

19 Questions and Feedback Please send any questions or suggestions to PMO Help