Project & Portfolio Management Optimization (PPM) for Facilities

0 %

Status

Project is 0 % complete, starting on Wed 1/9/19 and ending on Thu 6/27/19.

Pending Kickoff [Default status - Pending project kickoff. ]

0% complete, updated on Wed 2/13/19 11:41 AM by Barbara Jones (jonesb)

Project planning meeting scheduled for 2/13/2019. The meeting has been deferred by 1-month due to other priorities by the facilities team.

Details

Dates
Wed 1/9/19 - Thu 6/27/19
Acct/Dept
Facilities District
Type
Projects / Information Technology
Health
None - No health has been set
Portfolio(s)
Classification
Transform
Requirements
Will address activity on all campuses. Functions and processes include:
1. Project Intake, including consistent and effective vetting criteria and process
2. Staffing, scheduling and resource management for Project Delivery
3. Status reporting and management of Portfolios and Projects
4. On-going assessment of priorities and stakeholder expectations management
5. Visibility to Project Status at a task level
6. Issues and risk management
7. Ability to re-allocate resources based on changing priorities
8. Ability to manage short-term and long-term activities (including spanning multiple years)
9. Understand real costs associated with Project Delivery to provide input to the annual budgeting process
10. Develop baseline of actual time to task
11. Understand cost drivers and improve competencies in estimating work efforts
11. Integrate management of activities involving resources from other departments
12. Understand resource demands to provide expected service levels, and maintain data to manage stakeholder expectations
Created
Thu 6/21/18 8:43 AM
Modified
Wed 2/13/19 11:41 AM

Description

Implement customized TeamDynamix (TDX) PPM system to help manage Projects. TDX is a single platform to manage projects, ongoing maintenance, assets, and work orders. The scope of this project is to implement TDX by creating appropriate templates, forms, and process flows. Also included will be relevant training and reporting.

Goals

  1. ENGAGE - Build Learning Environments

    Provide venues conducive to optimal learning environments.

  2. EXCEL - Escalate Continuous Improvement

    Continuously improve departmental operating productivity and effective use of external, contracted resources.

  3. EXCEL - Grow Talent

    Develop enhanced project management and service management skills among facilities personnel.

  4. EXPAND - Maximize Resources

    Enhance efficacy of Facilities personnel and maximize their value add to the College. Also maximize the value and efficacy of College physical resources.

  5. The College will promote and practice operational efficiencies in all areas.

    Effective management of Facilities, through timely completion of Work Orders and Project consistent with a high quality standard, is tantamount to providing our students an excellent college experience, which should positively impact enrollments, retention and completions.

Risks

  1. High Impact on Other Projects

    Resource constraints in Facilities and IT may slow down implementation, or halt its effective completion.
    Changing College-wide priorities may introduce new work efforts that could supersede, and potentially eclipse, this initiative.

  2. High Missed Opportunities

    Demands will likely increase, and service levels decline - potentially to the extent of having to shut down entire buildings. This would be debilitating for the College.

  3. Medium Unknown Technology Complexity

    Potential integrations with Workday may be more extensive and complex than anticipated.

Stakeholders (13)

CE
Chief Fire Official
Consulted
Consulted
Thu 6/21/18 1:39 PM
DO
Air Conditioning & Energy Mgmt
Consulted
Consulted
Thu 6/21/18 1:46 PM
DS
Project Construction Manager
Responsible, Consulted
Potential Project Management Team Lead / Business Analyst
Thu 9/13/18 1:23 PM
ER
Quality and Customer Services
Consulted, Informed
Consulted - TDX Functional Expert, Administrator and Quality Assurance
Thu 9/13/18 1:24 PM
FA
Campus and Offsite Facilities
Consulted
Consulted
Thu 6/21/18 1:46 PM
JS
Facilities Planning Assistant
Responsible, Consulted
Potential Project Management SME, Team Lead or Business Project Manager
Thu 9/13/18 1:25 PM
JW
Facilities Director
Accountable
Senior owner of District Facilities. Key beneficiary of successful completion of project. Depending on success to maximize utilization of human resources, improve departmental value proposition. Owns all departmental human resources. Chair's Project Steering Committee.
Thu 9/13/18 1:27 PM
KL
Chief Information Officer
Informed
Champion of standardizing request workflows on TDX platform. Wants to emulated best practices in IT and propagate throughout all College functions. Critical enabler of College-wide culture change and transformation.
Thu 9/13/18 1:29 PM
KS
Facilities Planning Manager
Responsible
Team leader for Project Management side of project. Key stakeholder and ultimate beneficiary. Should be committed to project at least half time in team leader role.
Thu 9/13/18 1:31 PM
MC
Key Management Specialist
Responsible, Consulted
Consulted. Process subject matter expert regarding key administration.
Thu 9/13/18 1:29 PM
PC
Chief Building Official
Consulted
Consulted
Thu 6/21/18 1:39 PM
SV
Facilities Manager
Consulted
Consulted
Thu 6/21/18 1:46 PM
TM
Maintenance Supervisor
Responsible
Team leader for Work Order Management side of project. Key stakeholder and ultimate beneficiary. Should be committed to project at least half time.
Thu 9/13/18 1:31 PM