taking itpt from project tracking to project management

Jacob ChandlerSHSU

Jacob Chandler is the Associate Vice President for Enterprise Services and Project Management at Sam Houston State University. At SHSU, he has built a centralized Project Management Office within the Division of IT that covers projects such as business process improvement, event management, software development and deployments, infrastructure, and the IT portions of construction projects. He has designed and implemented a standard project intake, review, and execution process aligned with the PMI’s PMBOK.

“Taking ITPT from Project Tracking to

Project Management”

Mike Fuson of Excalibur Data Systems is a veteran of multiple ITSM toolsets. He has spent the past 20+ years working with customers to leverage their toolsets to improve their processes. He has been working with Cherwell since it's very early days on the market. He is a Cherwell Consultant and Instructor, and possesses every certification Cherwell has available and even a few he has made up. When he isn't working with a customer to make the Cherwell System do wild and crazy things, he is coming up with his next idea to make Cherwell do wild and crazy things.

Mike FusonExcalibur

Taking ITPT from Project Tracking to Project

Management

Jacob ChandlerAssociate Vice President for Enterprise Services and Project ManagementSam Houston State University

Mike FusonVice President and Cherwell ArchitectExcalibur Data Systems

Project Management @ SHSU

• Grassroots movement/• Disparate processes• Disorganized tools• Decentralized resource management• Inconsistencies in:

• Handoffs between PMs• User experiences with project process, PM responsibilities, • Project reporting• Term definitions

Our Approach

1. Centralize Project Managers2. Define High-Level, Standards-Based Process &

Artifacts3. Look for Improvements and Automation

possibilities

Build vs. Buy vs. Hybrid

• Needs:• PM Process

Management• Document Repository• Resource Management• Portfolio Management• Multiuser

• Build• Buy• Hybrid (Cherwell)

Next Steps for SHSU

• Refine ITPT to handle other situations and needs• Build portfolios• To aid reporting to campus executives

• Build additional project types• Automated tasks, one-steps, approvals

• Build Resource Allocation Model• Scoped and in Process with our Partner

What is the Challenge?

How can Cherwell help solve this Challenge?

• Put everything in one place.• No need for separate documents for every part

of the Process• As with everything in Cherwell, you can do it

YOUR way and it will be YOUR process.

How we did it in Cherwell

• Use ITPT OOTB as the base• Build out the process• The following represent a few different ITPT

expansions -- They are specific to customer processes

Project Overview

Project Overview

Charter

Meeting Minutes

Activity Details

Activity Details can feed an Excel Merge Document which creates a chart that looks like a Gantt Chart

Vendor Response Form using Cherwell Web Forms allows the Vendor to provide information without having to pass a file around

Classification

RACIS Matrix

Scope

Out of Scope

Requirements LOE

Project Members

Relating to Other Objects

• Incident/Service Request• Change• Release• Journals• Tasks• Whatever else you need for your Process

If you can Dream it, you can Build it in Cherwell

What does it take?• Imagination• Planning• Be creative

Use your imagination……..

What about……Time Sheets?Purchase Order Management?Facilities Management?Human Resource Tracking System?Training Management System?

Timesheets

What is next…….

Resource Allocation Model for SHSU

mApps (Anticipated by December 2014)• Project Management• Resource Allocation• Purchase Order• Time Entry

Special Thanks for allowing us to Share

Sam Houston State University

MedSolutions

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