Welcome to All Things Project and Portfolio Management Part 2

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1 Welcome to All Things Project and Portfolio Management Part 2 OCCCIO Conference 2017 Presented by Mat Steglinski and Tracy Booth Project Portfolio Office, ITS May 17th

2 Agenda k Ø Background Ø Our Story Ø Implementation of PPM software Ø Lessons Learned and Challenges Ø Next Steps Ø Question Period Ø Wrap-Up

3 Tracy Booth Ø Over 25 years in Information Technology Ø The last 2 years with the Project Portfolio Office at Niagara College as a Business Systems Analyst Ø Working towards a CAPM certificate Mat Steglinski k Ø 10 years experience as a Business Systems Analyst in Higher Education Ø With Niagara College as a Business Systems Analyst for the last 2 years Ø PMP certified since 2012

4 About Niagara College k Xxx+ students Ø Ø Ø Ø 16K+ students 2 Campuses In Canada 10 Schools 676 Full time and 750 part time Faculty and Staff

5 About ITS k Ø Centralized Ø Four Departments: INS, ESS, USER and PPO Ø Staff = 50 Ø Operating budget $5m+ annually Ø CTO John Levay - 10 years Ø PeopleSoft, Blackboard, Exchange, O365 plus much more

6 Who is the Project k Portfolio Office? Ø Established in 2015 Ø Focus is on coordinating, overseeing and providing stewardship of project management, portfolio management and IT governance Ø Staff of 3 - Associate Director - 2 Business Systems Analysts Ø Focused on ITS Projects

7 PPO Core Services k

8 Our Project Management Story Continues

9 The Case for PPM k Software Ø Provide a centralized solution for recording and documenting all project related information Ø Improve communication and visibility Ø Effectively assign priorities and resources Ø Reduce the duplication and manual effort with maintaining in Microsoft office products

10 Software Requirements k Ø Project, Program & Portfolio Management Ø Resource Management Ø Work / Demand Management Ø Project Intake and Selection Ø Time Tracking Ø Robust & Flexible Reporting Ø Metrics Reporting Ø Budget Tracking

11 Our Steps. 1. Research 2. Invited RFP TeamDynamix was selected 3. Installation Setup & Config 4. Implementation

12 Market and Product k Research What Worked Well ü Infotech ü Vendor Fairs ü Web What Did Not X Spend more time on vendor demonstrations up front. Once RFP process started, no further communication with the vendor. X Reach out to current users of the product.

13 RFP k What Worked Well ü Used resources like Infotech and reviewed prior Niagara College RFPs ü Created very detailed requirements and scoring matrixes for the RFP responses and demos ü Designed a script for each vendor to follow during their demo ü Allowed 2-3 hours per demo What Did Not X RFP took much longer than we had expected X Challenges with Purchasing

14 Installation and Setup k What Worked Well ü Installation specialist on-site ü Setup tables, portal, users, authentication, etc. ü Trained PPO staff What Did Not X Didn t have any training of reports/portal X Didn t have mature project methodology X What is a project? X Steep learning curve Took more time than expected

15 Implementation ktimeline The Plan Reality

16 Implementation kstrategy Ø Roll out modules in stages Ø Focus on most mature process first Ø SME Ø Hands on Training Ø Role based documentation and training specific to NC

17 Implementation kstrategy

18 Time Tracking Ø Implemented for all ITS staff Ø Previously staff recorded time in a home grown tool within PeopleSoft Ø Vendor provided 2 days of on-site training sessions

19 What Worked Well ü Good user adoption ü Training and User Guide were definitely the key ü SME one person from PPO was support contact ü Pilots ü Messaging to users planning tool and not for performance evaluation What Did Not X Too many time types X Initially had some configuration back and forth

20 Project Management Implemented with ITS staff who are project managers or coordinators Weekly project status updates Bi-weekly project review meetings For Yellow/Red projects

21 What Worked Well ü The process to update project status is intuitive and straight forward ü Weekly reminders sent out to PM if project has not been updated ü Some reports are quite good What Did Not X Status updates do not show deltas X Slow adoption outside of the PPO X ITS staff in general are not familiar with any formal PM methodology

22 Resource Management Ø Implemented with IT managers Ø Replaced existing Excel Spreadsheet Ø Match supply to demand

23 What Worked Well ü Staff can easily view their plan for the week ü PM contacts Resource Manager prior to requesting time for resource on project

24 What Did Not X Slow adoption within some IT areas X We aren t good yet at planning (3-6 month planning) X Hasn t really helped with tight resources

25 PPO Reporting Created some key reports around both time tracking and resource management Created audience specific dashboards executives, managers, staff Provided analysis tool to all ITS managers to enable them to create own reports

26 What Worked Well ü Reporting tool enables very quick and easy creation of reports and dashboards ü Eliminates duplicate data entry to generate reports ü Drill down abilities within reports ü Real time update of data on reports and dashboards What Did Not X Reports not as detailed as Excel X Some fields not surfaced in reporting tool X Very little historical data within the system X Access to dashboards can be challenging

27 Client Portal & Knowledge Base Ø Created PPO portal Ø About the PPO Ø Project Request Form Ø Project Management Framework Ø All templates exist here, both for internal IT staff and for college wide use. Ø Created lots of how to guides

28 Client Portal & Knowledge Base

29 What Worked Well ü Able to provide central repository for information, guides and tools ü Updated all project related documents for consistent wording and look and feel What Did Not X Lots of time spent on this X User interface not self explanatory X Haven t been able to roll out to the college community X Links requires tool, like O365/OneDrive

30 Project Management Framework

31 Project Management Framework

32 What Worked Well ü Now have clearly defined standardized project management deliverables ü Scaled down ü Implementation received well by college community What Did Not X Lots of re-work was required in Team Dynamix as changes were made to the framework

33 Overall Lessons Learned ü Centralized location for all project documents and tools ü Vendor has frequent releases ü Incorporates new features X Be prepared to adjust processes to tool X Testing environment would have been useful X Should have had PM Framework in place before beginning implementation X Process overall took much longer than expected

34 Challenges Ø Finding the time Tool doesn t save time Ø Change Management Ø Prioritization still too discretionary Ø Scoring doesn t eliminate conversation

35 Next Steps k Move towards Gartner PPM Maturity Level 2+ PPM Tool - Team Dynamix increase adoption Camtasia Video training for staff PPO Website Presence Executive Approval of IT Governance Model

36 k Questions? Post meeting: niagaracollege.teamdynamix.com/tdclient/home

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