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

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Overview

• UGA/PMO Background

• Problem

• Potential Solution

• Implementation

• Lessons Learned

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

The University of Georgia

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

• Students

• Faculty/Staff

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

OCIO/EITS

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

EITS Core Areas

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

IT Leadership, Planning, & Policy

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Client Services and Support

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Instructional Computing

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Research Computing

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Enterprise Administrative Computing

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Collaborative and Productivity

Computing

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Information Security

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Infrastructure and Architecture

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Staff

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Budget

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

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

ITPDS (PMO)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Established 2004

Strategic Planning Focus

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

• Strategic Planning

• Projects

• Services

• Resources

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

PMO Chartered 2010

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Organizational Improvement

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Process improvement

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Portfolio, Project and Service

Management

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Strategic Planning

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Problem

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

32 Primary Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

100 + Deliverables

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

75 Executing Projects

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

240 employees

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Hours Available:

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

404,352

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Hours Needed:

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

439,024

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Difference

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

(34,672)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Ummmmm…

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Doesn’t Work!

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Possible Solution

(in work)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Prove it!

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Capture all planned work

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Resource Planning

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Scheduling

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Resource leveling

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Capture

Actuals

(Time

reporting)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Present data

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Implementation

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

The Beginning

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Gather Tools

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Quickbase

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

CA Clarity

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Excel

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Reporting

(BIRT, Crystal

Reports, Tableau)

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

PM Process

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Then Collect

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Core Areas

Projects Services

Deliverables

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Next!

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

This gives us:

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Proof!

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

The Path Ahead

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Refine Change Management

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Better definition of Resource Roles

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Continue to Listen

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

IT Governance

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Lessons Learned

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

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!!

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

This is a slow process!

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Routine reporting is a culture change!

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Be prepared to lead!

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Summary

• UGA/PMO Background

• Problem

• Potential Solution

• Implementation

• Lessons Learned

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Contact InformationResource Contact

PMO Lynn Latimer: llatimer@uga.edu

Patrick Wagman: pwagman@uga.edu

PMO Email: itplan@uga.edu

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

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

THE UNIVERSITY OF GEORGIA

Office of the Chief Information Officer

Enterprise Information Technology Services

Questions?