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THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services Scheduling and Resource Leveling Lynn Latimer, PMP Patrick Wagman, PMP Date: 06/02/2011

Resource planning (educause final)

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Page 1: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Scheduling and Resource Leveling

Lynn Latimer, PMP

Patrick Wagman, PMP

Date: 06/02/2011

Page 2: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Overview

• UGA/PMO Background

• Problem

• Potential Solution

• Implementation

• Lessons Learned

Page 3: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

The University of Georgia

Page 4: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 5: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

• Students

• Faculty/Staff

Page 6: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

OCIO/EITS

Page 7: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 8: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

EITS Core Areas

Page 9: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

IT Leadership, Planning, & Policy

Page 10: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Client Services and Support

Page 11: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Instructional Computing

Page 12: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Research Computing

Page 13: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Enterprise Administrative Computing

Page 14: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Collaborative and Productivity

Computing

Page 15: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Information Security

Page 16: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Infrastructure and Architecture

Page 17: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Staff

Page 18: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Budget

Page 19: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

$15.8 million in

central funding

$5 million cost

recovery units

Page 20: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

ITPDS (PMO)

Page 21: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Established 2004

Strategic Planning Focus

Page 22: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

• Strategic Planning

• Projects

• Services

• Resources

Page 23: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

PMO Chartered 2010

Page 24: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Organizational Improvement

Page 25: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Process improvement

Page 26: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Portfolio, Project and Service

Management

Page 27: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Strategic Planning

Page 28: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Problem

Page 29: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 30: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

32 Primary Services

Page 31: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

100 + Deliverables

Page 32: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

75 Executing Projects

Page 33: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

240 employees

Page 34: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Hours Available:

Page 35: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

404,352

Page 36: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Hours Needed:

Page 37: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

439,024

Page 38: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Difference

Page 39: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

(34,672)

Page 40: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Ummmmm…

Page 41: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Doesn’t Work!

Page 42: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 43: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Possible Solution

(in work)

Page 44: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Prove it!

Page 45: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Capture all planned work

Page 46: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Resource Planning

Page 47: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Scheduling

Page 48: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Resource leveling

Page 49: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Capture

Actuals

(Time

reporting)

Page 50: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Present data

Page 51: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Implementation

Page 52: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

The Beginning

Page 53: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Gather Tools

Page 54: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Quickbase

Page 55: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

CA Clarity

Page 56: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Excel

Page 57: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Reporting

(BIRT, Crystal

Reports, Tableau)

Page 58: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

PM Process

Page 59: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Then Collect

Page 60: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 61: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Core Areas

Projects Services

Deliverables

Page 62: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Next!

Page 63: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 64: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 65: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

This gives us:

Page 66: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 67: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 68: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 69: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Proof!

Page 70: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

The Path Ahead

Page 71: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Refine Change Management

Page 72: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Better definition of Resource Roles

Page 73: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Continue to Listen

Page 74: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

IT Governance

Page 75: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Lessons Learned

Page 76: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Constant

communication

– Sell, Sell, Sell

– Train, Train, Train

– Never EVER assume

others are

Page 77: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Continual Refinement

– Receive input/Get buy in!

– Do it again!

– Change is inevitable!!

Page 78: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

This is a slow process!

Page 79: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Routine reporting is a culture change!

Page 80: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Be prepared to lead!

Page 81: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Summary

• UGA/PMO Background

• Problem

• Potential Solution

• Implementation

• Lessons Learned

Page 82: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Contact InformationResource Contact

PMO Lynn Latimer: [email protected]

Patrick Wagman: [email protected]

PMO Email: [email protected]

PMO Website http://eits.uga.edu/planning

EITS Website http://eits.uga.edu/

EITS Strategic

Planning Model

http://eits.uga.edu/planningCycle/

Compact

Planning

Website

http://eits.uga.edu/compact

Page 83: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Page 84: Resource planning  (educause final)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Questions?