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Patricia Schneider, Director/Program Director, UTO IT Planning and Programs division at ASU shares insight into how their PPMO implemented best-in-class solutions and tools to prioritize incoming work, provide metrics, reporting and analytics for visibility and transparency to their user community to better understand where their IT investment goes on campus.
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Streamlining Planning and Programs at ASU
Improving Demand Intake, Prioritization, and Visibility with PPM
Patricia Schneider, Arizona State University
Jerry Manas, Planview
© 2014 Planview, Inc. | 2 | Confidential #PPMatASU
Presenters
Over 39 years experience in the IT profession. Includes data and database management, network administration, Windows network design and administration and project and portfolio management.
Almost 29 years higher education experience working at ASU
Planview architect and administrator
Patricia M. Schneider University Technology Office Director/Program Director IT Planning and Programs Arizona State University
Jerry Manas, Senior Editor, PRISMS Planview
Bestselling author of Napoleon on Project Management and Managing the Gray Areas
25 years of experience in management consulting, PMO development, and project management.
Develops and promotes best practices in the areas of leadership, planning, execution, and value delivery at Planview
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© 2014 Planview, Inc. | 3 | Confidential #PPMatASU
Challenges and Goals
Adoption of new processes and tools
A phased approach to implementation
Where are we now and where are we going; What’s next for the PPMO group?
Closing thoughts and Q&A
Agenda
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Challenges and Goals
About ASU
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Planning & Programs
Information Security
Operations & Support
Academic Technologies
Development
Planning & Programs
Training & Education
Quality Assurance
Communications
IT Planning & Project
Management
ASU - University Technology Office
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Goals First!
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Goal: Provide leadership for all facets of the Planning and Programs Office including IT strategic planning, fiscal planning, prioritization and execution of projects.
Challenges and Goals
• to understand and prioritize IT initiatives
Coordinate with UTO and university leadership
• internally and across organizations
Establish and maintain a robust IT governance process
•build policies, procedures, and key performance metrics
Implement a PM framework leveraging industry best-practices
•develop tracking and reporting capabilities to provide visibility into new and existing projects
Coordinate IT activities across initiatives by
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Goal: Provide leadership for all facets of the Planning and Programs Office including IT strategic planning, fiscal planning, prioritization and execution of projects.
Challenges and Goals
•For the UTO and University
Implement a robust time-tracking solution
• Best in class solutions & tools
Leverage state-of-the-art Project & Portfolio Management software
•Grow the model
Formalize and implement organization change management principles
•Give proof to PMO and IT project performance
Define metrics to measure and manage
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Adoption of new processes and tools
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“The single biggest problem in communication is the illusion that it has taken place.” - George Bernard Shaw
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Projects and MOBS Infographic
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ASU UTO Posters
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May is MOB month posters
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The Rule of 4
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Simplify Your Message
“The ability to
simplify means
to eliminate the
unnecessary so
that the
necessary may
speak.”
- Hans Hoffman
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The Power of Checklists
In just 18 months, a simple 5-step checklist at Johns Hopkins saved 1,500 lives and nearly $200 million.
The Power of Checklists
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WHO Pilot Program; 8 hospitals
Major complications down 36%
Deaths down 47%
Infections down ~50%
Patients returning to operating room down ~25%
The Power of Checklists
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PM, RM and Team Member Checklists
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A phased approach to implementation
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A phased approach to implementation
2011
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Initial Engagement
2012
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Pilot Project; New Projects
Creation of MOBs
Time Reporting
All Exisitng Projects/New Projects
Resource Management
2013
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
MOBs
Strategic/Capacity Planning; Analytic Reports
2014
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Strategic Planning; Governance
MOBs
Rel. 11 Upgrade
External Units Configured to use Planview
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Don’t try to boil the ocean
Aim for quick wins to build confidence
Start with a small group/limited scope
Napoleon said he’d rather have part of a canal completed every year than have to wait 10 years for a grand canal.
Take Baby Steps Take Small Steps
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Where are we now and where are we going; What’s next for the PPMO group?
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Strategic planning
Data driven
External units
Ongoing maintenance and support
Migrating to Planview Enterprise 11
What’s next
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Portfolio Dashboard
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Closing Thoughts and Q&A
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Comments and Questions
Email us at [email protected]
Additional Information
www.Planview.com/Resources
Follow the conversation on Twitter
#PPMatASU
Follow Jerry: @jerrymanas
Follow Planview: @Planview
Email Patricia: [email protected]
Questions?
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Thank You
Additional question? Email us at [email protected]
#PPMatASU
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