A description of the University of Utah s resource management process.

Transcription

1 A description of the University of Utah s resource management process IT Project & Portfolio Office I The University of Utah

2 Effective resource management enables the right people to work on the right work at the right time. In this module you will learn The resource management process flow How new work requests categorized How new work requests are input into systems How new work requests are resourced Resource Management Request Analysis System Inputs Click on the menu selection to the right to begin learning more. Resourcing

3 Resource Management PORTFOLIO PROJECTS U PlanIT OTHER PLANNED WORK U PlanIT 80 + Hours IT Effort Requires portfolio visibility Needs to be in U Plan IT system Unique endeavor Defined start/end Subject to portfolio governance/it Governance Follows U PlanIT request process Potentially affects multiple resource pools Potentially impacts on-going maintenance Programs & all sub-projects are included Requires actuals (time sheets) Uses structured project management methodology Project manager is assigned OPERATIONAL Altiris / Legacy Systems

4 Resource Management PORTFOLIO PROJECTS U PlanIT OTHER PLANNED WORK U PlanIT OPERATIONAL 8-79 Hours IT Effort Not necessarily unique May not have specific start/end dates Not a project as defined above Not part of another project Could be ongoing maintenance (work requests, service requests, etc.) Altiris Work Requests Work is known in advance (didn t get it today and Need to respond immediately) Requires actuals (timesheets) Less/no rigorous PM process Altiris / Legacy Systems

5 Resource Management PORTFOLIO PROJECTS U PlanIT OTHER PLANNED WORK U PlanIT OPERATIONAL Altiris / Legacy Systems < 8 hours IT Effort (generally) Altiris Incidents Some Altiris Work Requests Trouble tickets Support calls New service requests for existing services - DNS and IP address space - printer set up - install software on desktop - recovery Uses existing well-known processes or procedures Uses expert judgment to estimate effort Standard activities (need to change non-project Work in U Plan IT to be Operational so it matches Resource process terminology- e.g. Operational, Vacation, Leave without pay)

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7 Resource Management Teams that receive work are to complete the following: Request Analysis System Inputs Resourcing Click on the tabs to the right to learn about each one. To view the overall Resource Management Process click on the green button above. I. Request Analysis A. Analyze Request II. System Inputs B. Operational (<8 hrs) III. Resourcing C. OPW (8-79 hrs) D. Portfolio Project E. Require (>6 months) F. Reserve (2-6 months) G. Allocate (1-4 weeks)

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9 Request Analysis A. Analyze Request 1. Operation (< 8 hours)- Assess whether request is less than 8 hours 2. Other Planned Work (9-79 hours)- Assess whether request is greater than 8 hours and less than Portfolio Project (> 80 hours)- Assess whether request is greater than 80 hours.

10 System Inputs B. Operational (< 8 hours) 4. Assign & Complete Operational Work Using the incident management tool implemented in your area, document and assign operational work 5. Close Ticket- Upon completion of the work- close the ticket within the system 6. Notify Requestor- requestor is contacted by IT staff to ensure the requestor understands that their request has been received and being handled.

11 System Inputs C. Other Planned Work (OPW, 8-79 hours)- 7. Verify with manager Check with your manager to see that you have designated the request correctly. 8. Input into U PlanIT as New Project or in Team WBS within Other Planned-work Portfolio if there is already a project in UPlanIT for your other planned work (OPW) then you can simply add one or more new lines to this existing WBS for that project. You can also use existing WBS lines and either add or adjust resources or add/adjust duration and effort for those existing lines to account for the new work. Ideally the WBS is created in such a way that continuously adding new line items is unnecessary and you can simply use the existing WBS work categories.

12 System Inputs D. Portfolio Projects (>80 hours)- 9. Verify with manager Check with your manager to see that you have designated the request correctly. 10. Submit as New U PlanIT request complete a project request form within U PlanIT.

13 Resourcing E. Requirements (>6 months) 11. Requirements Defined in Workplan under the Requirements tab on the project level, the workplan will define what roles have been set as required by the portfolio group if any 12. Review fill Requirements Review any requirements that are needed and create requirements per role at the project level 13. Search for resources to fill requirement Begin to search for resources that may fill the requirements as needed

14 Resourcing F. Reserve (2-6 months) 14. Review Start/Finish Dates, Duration, Remaining Effort and Tolerance Create reserves at the phase level under the reserve tab and ensure that the start/finish dates, duration, remaining effort and tolerance are at appropriate levels for the reserve. 15. Review fill Requirements Consistently review requirements and ensure you are reserving resources that fill those requirements 16. Review Utilization- review resource utilization to ensure resource is working under capacity

15 Resourcing G. Allocate (1-4 weeks) 17. Review Start/Finish Dates, Duration, Remaining Effort and Tolerance Create allocations at the lowest work level under the allocation tab and ensure that the start/finish dates, duration, remaining effort and tolerance are at appropriate levels for the allocation. 18. Allocation fills Reserves & Requirements? Ensure that the allocation fills a reserve and requirement 19. Review Utilization- review resource utilization to ensure resource is working under capacity

16 Great Job! This completes our Module on Portfolio Management. In this module you learned: The definition of Portfolio Management The process of managing work requests The Resource Management Process Continue to visit for more U PlanIT and Project Management online modules!