Project Prioritization Made Easy

Transcription

1 Prject Priritizatin Made Easy Keep It At The Tp JEFF KISSINGER, PMP, FCT, FCP, CSM

2 Intrductin This presentatin demnstrates hw t Build a system t chse and priritize the right prjects effectively; Maintain and imprve the system as needs change.

3 Why Priritize Prjects? Further the visin, missin, values, and ends f the rganizatin. Fcus n the best ideas. Make the best use f the rganizatin s resurces. D the right prjects at the right time. Facilitate successful prjects.

4 Tw Types f Priritizatin Determine which prjects t wrk n. Determine the rder in which t wrk n and cmplete apprved prjects.

5 A Bit f Histry Prjects requests and priritizatin at GRCC befre August GRCC s PMO established in August Early attempts at priritizatin.

6 A Bit f Histry What went wrng? Cmplicated request prcess. Discnnected feasibility prcess. T many peple and t many f the wrng peple n the prject priritizatin cmmittee. T many executive verrides. N credence given t actual capacity. T many prjects.

7 A Bit f Histry Rerganizatin f GRCC s PMO. The entire prcess frm requests t priritizatin is changed in August Reslve the enrmus backlg f prject requests frm the past three years. Change the culture.

8 The Imprtance f Alignment It s nt just a system change; it s a culture change. GRCC s IT PMO has ne prject request perid: Nvember thrugh February. Aligns with GRCC s budget planning cycle. Aligns with standing meeting schedules f the IT directrs, deans, executive team meetings.

9 GRCC s Prject Priritizatin Prcess This is made up f seven sub prcesses. 1. Prject request web frm 2. Prject research 3. Feasibility meetings 4. Executive summary 5. CIO scring and apprval 6. Executive cmmittee apprval 7. Appeals and executive verrides. 8. Apprval A prject request can be killed at any step in this prcess.

10 1. Prject Request Web Frm 1. Peple request IT prjects thrugh a simple web frm. 2. PMO prject managers respnd t the request within ne business day. 3. The frm generates a unique ID number that is tied t the request thrughut its lifecycle.

11 2. Prject Research Face-t-face interview with the prject requestr. Bring SMEs t the interview. The PM is encuraged t talk the requestr ut f their request. Cmpile research and send it back t the requester fr apprval.

12 3. Feasibility Meetings Prject request research infrmatin is sent t the IT directrs. The IT directrs meet with their teams t discuss the requests. Feasibility meetings are held nce a week until all requests are reviewed. Active discussin abut each request. IT directrs can kill prject requests during these meetings.

13 4. Executive Summary Research and feasibility infrmatin summarized int a ne-page dcument. It s nw a request that will get priritized. Create a prject recrd in MS Prject Online. Attach all prject request infrmatin t the prject recrd. Infrm the CIO nce there are at least 10 prject requests t scre.

14 5a. Scring Rubric The Imprtance f Definitin and Agreement The rubric was develped and tested carefully. It was reviewed and signed ff at the highest level. It cnstrains subjectivity t a minimum.

15 5b. Scring Rubric The Imprtance f Definitin and Agreement (cntinued) Eight scring categries. 1. Alignment with GRCC s visin, missin, values, and gals Weight: 39.39% 2. Regulatry Cmpliance Weight: 18.3% 3. Ability t supprt the prject deliverables Weight: 18.3% 4. Barrier Remval Weight: 7.48% 5. Effect n Enrllment and Revenue Weight: 7.48% 6. Effect n Cst Reductin Weight: 3.01% 7. Psitive Net Value Weight: 3.01% 8. Impact n prject and supprt resurces Weight: 3.01%

16 5c. CIO Scring and Apprval CIO reviews and scres the requests using ur apprved rubric. We nly cnsider the tp 20 requests. Any requests belw the line are nt cnsidered. Initial scring is reviewed with the PMO fr advice. This revised scring is reviewed with the IT Directrs and the deans fr advice. The CIO apprves the list and brings it t the executive cmmittee.

17 6. Executive Cmmittee Apprval This team meets nce a mnth. Cmprised f the cllege president and fur vice presidents. They typically agree n at least 90% f the list. Cage match ver the last 10%.

18 7. Appeals and Executive Overrides Appeals are prcessed thrugh the VP f the department that riginated the request. All the executives have t apprve any appeals, but the president can verride them. Each executive has ne executive verride (nt ften used). But the prject bx nly fits 20.

19 8. Apprval and Ntificatins Final apprval is typically given by June. This is when prject requests becme prjects. Ntify the prject requesters.

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21 Hw t Priritize the Apprved Prjects Give weight t the riginal pririty that was assigned, but dn t be tied t it. Review the relevancy f each prject against the thers. Review the prjects frm a prgram and prtfli perspective and maximize efficiency. Review the prjects against the six cnstraints f prject management.

22 The Six-Sided Cnstrains f Prject Management Scpe Schedule / Time Cst Quality Resurces Risks and Opprtunities

23 The Future We review the prject request and priritizatin prcess each year. What wrks, what desn t wrk, and what t d differently next time. We autmate anything we can.

24 Cnclusin Ruthless priritizatin. Only fcus n the very best ideas. Effective prject priritizatin keeps yur rganizatin fcused and cgnizant f its limitatins while still achieving its visin.

25 Questins? Thank yu! Prject Priritizatin Made Easy Keep it at the tp JEFF KISSINGER, PMP, FCT, FCP, CSM

26 Thank yu! Thank yu! Prject Priritizatin Made Easy Keep it at the tp JEFF KISSINGER, PMP, FCT, FCP, CSM