right-sizing project management and tracking
DESCRIPTION
UNC CAUSE 2010, Wilmington NCTRANSCRIPT
![Page 1: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/1.jpg)
Right-sizing project management and tracking
Joel DunnGloria Thornton
Laura Young
UNC GreensboroNovember 10, 2010
1
![Page 2: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/2.jpg)
Why is it hard to pick a project tracking/management system?
Some methods are too small and simpleSome methods are too big and complexYou need to seek out a method that’s just right for the requirements and culture of your institution
2
![Page 3: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/3.jpg)
History at UNCG...we’ll walk you through the
steps
No systemFirst stepsComprehensive enterprise project management systemPurpose-built system for UNCG
3
![Page 4: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/4.jpg)
Why is it hard to pick a project tracking/management system?
4
It’s somewhat like the story of the 3 bears...
Images from http://openclipart.org
![Page 5: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/5.jpg)
But before the three bears...
We had:No systemProject management by intuition, guess and luck!
5
![Page 6: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/6.jpg)
First steps: My porridge is too cold...
Rudimentary project time trackingSome useful information for retrospective analysisDidn’t help with managing expectations on what we could do whenSo, let’s kick our game up a notch!
6
![Page 7: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/7.jpg)
Comprehensive system: My porridge is too hot...
Planview selected after careful reviewCapable and powerful
...yet complex and didn’t match business processes for project lifecycles
Frustration!Not used in all work teamsIncomplete data reinforced the frustration
Client concerns, questions about value of tool and value of project management
7
![Page 8: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/8.jpg)
Purpose-built system: My porridge is just right...Decision to look at business processes first
How do we prioritize projects?How do we allocate resources?
Work with existing IT governance, but seek to provide actionable data!Create a simple software system to support the vision
8
![Page 9: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/9.jpg)
The result:
9
![Page 10: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/10.jpg)
Sidebar: IT Governance at UNCG - committees
10
![Page 11: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/11.jpg)
Sidebar: IT Governance at UNCG - committees
11
Administrative Systems Committee
DSC ASUG ASTG
ASSC•DSC = Data Standards Committee•ASUG = Administrative Systems Users Group•ASTG = Administrative Systems Technology Group•ASSC = Administrative Systems Security Committee
Future direct reporting of ASSC to ASC
![Page 12: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/12.jpg)
Timetrack methodology
Focused on the reports we need to give our administrative computing governance groups to support their decisionsDetermine meaningful granularity of information
Divide IT work efforts into modest number (15-20) of skill-sets relevant to clientsEstimate hours that can be allocated to “scheduleable” projects (net of maintenance, patches, break/fix, etc.)
Infrastructure project requirements reservedInstitutional project requirements reserved
12
![Page 13: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/13.jpg)
Timetrack methodology
Don’t starve the small work effortsHold some hours in “small project” reserveThese work efforts <80 hours, only one or two skill-setsDon’t need full methodology or project manager
13
![Page 14: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/14.jpg)
Timetrack methodology
Don’t allocate all hoursHold contingency reserveOnly allocate 1/2 to 3/4 of remaining hours; hold until mid-year review and “true up”
14
![Page 15: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/15.jpg)
Results...Rationally predict what projects can be done in a given yearCommunicate in an open, transparent way with campus stakeholders (they can understand the methodology)Empowers UNCG to have productive discussions about opportunity costs of inevitable mid-year “must do” work efforts; resolve in a way that is clear and fair to all involved
15
![Page 16: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/16.jpg)
Timetrack
16
Overall view of resources (skill-sets)
![Page 17: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/17.jpg)
Timetrack
17
Project list, for use by divisional coordinator
![Page 18: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/18.jpg)
Timetrack
18
Point-in-time view of individual project, for use by project manager, resource manager, or divisional project coordinator
![Page 19: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/19.jpg)
Timetrack
19
Time entry, for use by project resource
![Page 20: Right-sizing project management and tracking](https://reader035.vdocument.in/reader035/viewer/2022070318/55783353d8b42a9b438b5491/html5/thumbnails/20.jpg)
Timetrack
Demo and discussion
20