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Lightweight Project Portfolio Management (PPM): From the Ground-Up
Peter Mosinskis, IT Project SupervisorMichael Berman, CIO CSU Channel Islands
EduSoCal 2011- April 27, 2011Slides: http://tinyurl.com/3gjyoay
Why at CI?
•Capacity•Communication•Quality of Service
Project Portfolio Management (PPM)
Photo: Emilio Garcia (lapolab) / Flickr
Avoiding overkill
Photo: Luka Kladaric (allixsenos) / Flickr
CI’s PPM ToolboxCI’s PPM Toolbox
Photo: Alvin Chua (Siomuzzz)/ Flickr
Some Assembly Required
Photo: woodleywonderworks / Flickr
A PPM Team
A standard project process
Intake Planning
Execution &
Monitoring
Closure &
Hand-Off
• High-level information
• Preliminary approval
• Archive & publish
Standard intake forms
Flexible classification system
Description A&IT staff time Project Size / Complexity
Class 1 10 to 30 hours Small / Simple
Class 2 31 to 100 hours Medium / Medium
Class 3 100+ hours Large / Complex
Flexible review and approval process
Official project repository
•Contains charter & other info•Calendar too!
PPM Metrics
•# of projects started•# of projects completed•# of projects completed on time•# of Class 1/2/3 projects•Total work hours per project
Time tracking tool & process
Project Hours to Date
Monthly Reports
TotalClass 1
(S)Class 2
(M)Class 3 (L/XL)
Uncategorized/
Legacy# of projects open/in progress 41 7 10 19 5# of projects completed this month 2 0 2 0 0# of projects completed on time this month 2 0 2 0 0
Monthly Reports
What it Took To Get There
Graphic: Pigsaw / Flickr
Define Goals•Better strategic decisions•Predictable outcomes•Correct problems•Stay limber
Photo: Premshree Pillai / Flickr
Build and Buy Tools
1. Business Practices2. Teams (Project Review, campus
governance, etc)3. Project Charter form4. Intake process tools (Wufoo, Dropbox)
PPM Toolbox and Tools (part 2)
•Repository (Sharepoint) •Calendar (Sharepoint & Outlook)•Time tracking tools (Freshbooks)•Monthly reports (MS Project, SharePoint)
Year 1 Cost
Estimate = $5000
•$4980 for annual services (Freshbooks/Dropbox/Wufoo)
•Hidden costs & offsets
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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
Lessons Learned
•Culture change•Demonstrate value•Getting stats on large projects
Agenda Part 2
•Short Q&A•PPM Benchmark Poll•Biggest Challenges•PPM-O-Matic•More Q&A
Questions?
PPM Benchmark Poll
•Go to: http://tinyurl.com/esc11ppm
View the Poll Results
•Part 1: http://tinyurl.com/3qh68gu•Part 2: http://tinyurl.com/3nsean5
PPM-O-Matic
•Go to: http://tinyurl.com/ppmomatic
Questions?
