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

Flexible request processhttp://www.csuci.edu/it/projects

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?

Thank You

peter.mosinskis@csuci.edumichael.berman@csuci.edu

www.csuci.edu/it/projects