Facilitating Project Intake Process for Enhanced Project Management
Enhance project management at UConn through facilitated project intake processes. The ITS PMO offers training programs and tools for effective project management. Learn how managing projects is compared to building houses and the commonalities across various projects. Explore the key components of the project intake process to establish a solid foundation for successful projects.
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University of Connecticut Information Technology Services Facilitating the Project Intake Process ITS All Staff Conference April 3, 2024 Catherine Rhodes ITS Project Management Office (ITS PMO) Community Integrity Contribution Attitude
Introduction Information Technology Services The ITS PMO (Project Management Office): 4 project managers / 50+ years of IT Project Management experience UConn PeopleSoft Upgrade, Kuali Move to Cloud Pre-UConn US Military, NASA, The Hartford, Pfizer, CalTech & Harvard We have learned key project management concepts & techniques We want to share this knowledge with ITS employees who are not formally trained in project management 1 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
New Training Program Information Technology Services Set of methods and tools Modular fit to project size Hands-on training using your projects Quick Effective 2 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
Foundation Information Technology Services Managing projects is like building houses Houses Different sizes / types a 3 This Photo by Unknown Author is licensed under CC BY- SA-NC Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
Foundation Information Technology Services Projects Different sizes / types a Groton Network Upgrade 4 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
Foundation Information Technology Services But Commonalities exist across all houses and all projects Houses Foundation Roof Electrical Projects Scope, Schedule, Budget, etc. At ITS PMO, Project Foundation is built through the Project Intake Process 5 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
Project Intake Process Information Technology Services To build the foundation of a project = ask & answer questions with your stakeholders What do you need? How will you measure success? Why? For Whom? When needed? Who will work on this? Outcome is a 1 to 2-page document that provides a solid foundation for the project 6 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
How Measure Success? Information Technology Services Definition of Done / Critical Success Factors How will you know when your project is complete? What outcomes need to be realized for the project to be considered done? Do stakeholders and team agree on these? Examples: All training has been completed. Communication plan has been executed. All data has been migrated with 100% accuracy. Old server is shut off. Customer is satisfied with the new solution. 7 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
Testimonials Information Technology Services Working closely with our ITS PMO has been beneficial for me and my team. By collaborating with them, we've had the opportunity to learn and utilize existing tools in a new way, such as Project Intake and Task Tracking in Teams. Through the task tracking feature, we're able to efficiently monitor open issues and action items, ensuring that nothing falls through the cracks and that tasks are completed in a timely manner. Overall, integrating these tools into our workflow has enhanced our project management capabilities and contributed to greater efficiency and success. Working with the ITS PMO has enabled us to streamline our processes and achieve our project objectives more effectively. John Wrynn Enterprise Systems 8 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
Testimonials Information Technology Services The Project Management team helps us identify our resources and keeps us on track, encouraging us to think as a team and ensuring that no task or relationship between tasks is overlooked. Going through the process of thinking through the measures of success, the assumptions, and the resources helped the team to discuss the items openly, express their concerns, and come to consensus on what success looks like and what effort will be required to be successful. Hengameh Vosough Campus Technology Services 9 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
Conclusion Information Technology Services Going through the new training will help you to learn and master basic project management concepts and techniques to help you gain efficiency in managing your projects. The ITS PMO will sit with you the first few times, however, the process is designed to support eventual self-service. 10 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
Closing Information Technology Services We are here to help you. We will be offering trainings in: Resource allocation tool Simplified task management using Teams Vendor management Navigating Procurement and Contracting We are creating short videos Our website: https://pmo.its.uconn.edu/ 11 Website: https://pmo.its.uconn.edu/ Email: PMO@uconn.onmicrosoft.com
Thank You Information Technology Services Questions? Email: PMO@uconn.onmicrosoft.com Website: https://pmo.its.uconn.edu/ 12 Community Integrity Contribution Attitude
