Collaboration: A Foundation for Building the IT Project Management Framework

Transcription

1 EDUCAUSE MARC 2008 Innovative Planning for the 21st-Century Academy: Creating Reality Through Technology, Collaboration, and Best Practices Collaboration: A Foundation for Building the IT Project Management Framework Bob Nakles and Derek Kan Copyright Robert Nakles, This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

2 Agenda Our Environment The Framework The Need, The Components Collaboration Users, Teams, Research The PM Framework Project Classification The Flow, The Elements Technical Infrastructure Moving Forward 2

3 Environment The University Northern Virginia, distributed campuses Four counties Campus in UAE 30,000 Students 5,000 Staff 3

4 Environment The Organization: The Information Technology Unit (ITU) Number of FTE: 300+ Number of Managers/Directors: 80+ Number of current projects reported: 36 4

5 Environment The Information Technology Unit (ITU) Joy Hughes VPIT and CIO Walt Sevon Deputy CIO, Exec. Director Technology Systems Division (TSD) Sharon Pitt Exec. Director Division of Instructional Technology (DoIT) John Zenelis Univ. Librarian University Libraries Bob Nakles Exec. Director ITU Security & Project Management Office DAS LSS IOS PMO NET EMS DPS SO TSS CT RCMS ES&M DO 5

6 Environment Assist ITU personnel on PM practices using existing PM forms, templates, and other documentation Assist in creating project task list (WBS) and schedule/timeline once project deliverables are identified Attend key project meetings to monitor and report project status Host the ITU semi-annual Projects Briefing Lead selected ITU Projects Gather best practices and documents to create and maintain a PM repository Promote and enforce the use of a standardized PM framework and processes Develop and Conduct PM training sessions 6

7 Environment Outside the Scope of the PMO Projects Selection and Prioritization Choosing which project to support Conduct performance review on projects and project managers Selecting project managers and team members for projects Not the Project Police 7

8 The PM Framework: The Need Project Management within the ITU has been very decentralized There is no standardization or framework to ensure projects are governed according to common PM practices There is not enough documentation about existing IT projects for prioritization and portfolio management Existing templates are under utilized due to lack of information and training A recent consultant report on ERP Governance reinforced the importance of having a standardized framework for a ERP IT Project Governance 8

9 The PM Framework: Components The framework consists of An objective method for project classification, Useful, logical templates, and A well-designed process for approvals, progression, and tracking 9

10 Collaboration: Development Review existing PM practices within the ITU Determine the model for the PM framework, considering Target audiences Scope of the PM framework Promote the PM framework and seek buy-in from upper management Identify PM resources in different departments Research PM frameworks and best practices Research reporting requirements 10

11 Collaboration: Consider the Users Internal: ITU managers/directors who are named Project Mangers who have managers who are Project Managers ITU Executive Directors CIO External: Other University Departments Internal Auditors President and Executive Council 11

12 Collaboration: The Foundation Base the project management templates on state s Customize to meet the needs of the IT project managers Establish a project management workflow and decision points Create a technical infrastructure to support the PM framework Automate the process so that managers can document the stages of the project Develop a project management training program 12

13 Collaboration: The Foundation Joy Hughes VPIT and CIO Internal Audit and Management Services Walt Sevon Exec. Director Technology Systems Division (TSD) Sharon Pitt Exec. Director Division of Instructional Technology (DoIT) John Zenelis Univ. Librarian University Libraries Bob Nakles Exec. Director ITU Security & Project Management Office DAS LSS IOS PMO NET EMS DPS SO TSS CT RCMS ES&M DO 13

14 Collaboration: Research Use the Commonwealth of Virginia Guideline for Project Management (VITA) Use some elements from the Ohio State University PM framework Templates, forms, and checklists are customized for the ITU environment and will be implemented as online forms 14

15 The PM Framework: An Outline Operations and Support Closeout Selection Execution and Control Initiation Planning For each process: Documentation Forms Identify responsible persons Identify user training, if needed Reporting on status, actions to be taken 15

16 Project Classification - Size Initiation *Proposed Project Classification - Size Project Class Work Effort (Hours) Estimated Total Costs ($) < $10, $10,000 - $49, ,999 $50,000 - $249, ,000-9,999 $250,000 - $1 million 5 > 10,000 > $1 million * Based on Ohio State University PM Methodology 16

17 Proposed Classification: Risk Factors Initiation Risk Factor Low (Score = 0) Medium (Score = 1) High Score = 2 Very High Score = 3 Team Size < 5 5 to 9 10 to 14 > 15 Technology / Technique / Process Complexity Departments involved Political Profile / Impact Expert Familiar New to Mason Breakthrough The solution is well defined and no problems are expected The solution is known but some problems are expected There is more than one approach to achieving the project goal 1 to 2 3 to 4 5 to 6 > 7 Within department / Manager level Director level Executive Director / VP / Dean level The solution is not known or only vaguely defined Enterprise - wide Total Score Score 17 0 to 10: No change to classification 11 to 13: Increase class 1 level 14 to 15: Increase class 2 levels

18 Proposed Framework Activity Requirements Initiation Activity Class 1 Class 2 Class 3 Class 4 Class 5 Initiation Project Proposal X X X X X Project Proposal Approval X X X Assign Project Manager X X X X Business Case X X X Risk Assessment X X Project Charter X X X X X Project Charter Approval X X X PMO Oversight Kick-off meeting X X X X Planning Work Plan - Estimating time and costs X X X X Work Plan - schedule development X X X Source: Ohio State University PM Methodology Note: Representative List, not comprehensive 18

19 Proposed PM workflow Proposed Project Management Work Flow Initiation <phase> Planning Execution and Monitoring <phase> Closed Out Class 3 Projects Class 1 & 2 Projects Start Start Approve Project Proposal Approve Project Charter Project Proposal Project Charter More info More info First Review More info First Review More info END Reject END Reject Reject Project Approval Reject Project Approval Approve Approve Project Plan Project Plan Comm. plan Risk Manag. END Rework END Terminate Approval Terminate Approval Approved Approve Status Report Procurement log Change log Status Report Procurement log Change log Change Request Meeting Agendas and minutes Reject Reject Sponsor Acceptance Sponsor Acceptance Accept Accept Close out report Documents Archive END Close out report Documents Archive END 19 Business Case Rework User Acceptance

20 Forms and Templates Determine what we want to capture Determine reports to produce Be ready to support Project Portfolio Management (PPM) in the future 20

21 Data Elements 21

22 The Technical Infrastructure Managers, team members, all users submit proposals, fill out time sheets, run reports PMO, PM for large projects WBS, resource scheduling Scheduling engine for personnel, and other resources. Reporting and status tracking Online forms, project classification, automating approval processes, host document libraries, Project Team sites Support Technology, Platforms 22

23 The Framework: A Phased Roll-out Library ERP IT Gov. DoIT ITU Project Management Framework DAS 23 NET ES&M TSS

24 The Framework: Moving Forward 2007 PM Framework research & selection Interviews and buyin Seek funding Technology Infrastructure products review Deployment partner selection Present Awareness of PM framework Project Team and Steering Committee Framework in place for approval Technology Infrastructure Deployment Project funded and underway 2008 PM Framework document finalized and approved Project Server and related online forms to be in production All basic project information will be entered and tracked using Project Server Determine needs for Reports 24

25 The Framework: A Cultural Change The two IT Project Managers in the PMO are assigned to ITU departments, establishing relationships Ongoing communications efforts CIO and Exec Directors ITU Managers and Directors Work with Project Team and Steering Committee 25

26 IT Project Management Framework Questions and Discussion Bob Nakles: rnakles[at]gmu[dot]edu Derek Kan: dkan[at]gmu[dot]edu 26

27 IT Project Management Framework THE END 27