OCIO Leadership Weekly Meeting 4/20/2015

Important Points from Discussion

Project Updates

  • Leadership team will review SmartSheet: Top 5 projects, critical project updates (not Top 5), and new projects with resource impacts.
  • We need to decide what to put on the OCIO project website, how to handle project ideas and intake, and candidate for FY16 Top 5 (on agenda for May 18).
    • Candidates for FY16 Top 5:
      • Disaster recovery
      • Shared IT services (with units across OSU)
      • New finance system
      • Multi-factor authentication
      • Data Warehouse modernization (continued)
      • eReports retirement

TERA replacement project

  • A team will be assembled to define user and business requirements and decide on measurable outcomes for an employee time tracking system to replace TERA.
  • Team: Helen Patton, John DeLeo, Dave Kieffer, Janis Wolens, Lisa Dumont, Doug Lach, Amanda Woodburn, Mohammed Rahman, Kevin Donahoe, Kristi Davis, Laura Palko, Geetha Asensio, Bob Gribben, Tracey Richardson.

Whom to Inform

Project Updates

SIZE HOURS SMARTSHEET INTERNAL EXTERNAL FUNDING
S 200-5-- Yes

*as needed (high visibility, cross-team, etc.)

Based on impact (high visibility, cross-team, etc.) Based on external funding for project
M 501-1200 Yes Yes Based on impact (high visibility, cross-team, etc.) Based on external funding for project
L 1201-5000 Yes Yes Based on impact (high visibility, cross-team, etc.) Based on external funding for project
XL 5000+ Yes Yes Based on impact (high visibility, cross-team, etc.) Based on external funding for project

 

  • Small = 200-500 hours = SmartSheet only, internal status update on case by case basis
  • Medium = 501-1200 hours = SmartSheet and internal status update
  • Large = 1201-5000 hours = SmartSheet, internal and external (based on impact) status updates
  • XL = 5001+ hours = SmartSheet, internal and external (based on impact) status updates
  • ALL: functional design/charter/initiation document/description attached to SmartSheet
  • Internal status updates are to be uploaded to the proper subfolder (Top 5, Infrastructure, Enterprise Security, Enterprise Applications, Data Warehouse, Services Management) within the OCIO Leadership > Project Updates Box folder: https://osu.box.com/s/feegov71kmq0iuenwlah94w2ps7llpvu
    • Only the most current file should be there.
    • EXAMPLE:
      • OCIO Leadership > Project Updates (Box folder)
        • Top 5 (folder already created)
          • Project Name (folder created by PM)
            • Internal – DDMMYY
            • External – DDMMYY
            • Budget – DDMMYY

Next Actions (owner, deadline)

  • All leadership team members should bring any Top 5 project ideas for FY16 to the May 18 meeting (use any project intake document you prefer).

Next Week’s Agenda

Notes: Glenna Zofcin

  • Operational updates: ONLY two minutes per person; share top 2 or 3 things happening in each area; answer questions. (15 min)
  • Status of the BCP and DR mini-projects undertaken during FY15 – Kevin Balogh (15 min)
  • (TBD) Relationship Management discussion – Bill Phillips (30 min)
  • ***If time allows: Operational updates: two minutes per person; share top 2 or 3 things happening in each area; answer questions.

Meeting Attendees:

  • Corbin, Bob
  • Dagefoerde, Diane
  • Patton, Helen
  • Phillips, Bill
  • Richardson, Tracey
  • Varcho, Beth
  • Watkins, Marsha
  • Zofcin, Glenna

Questions about the OCIO Leadership Meetings can be directed to cio@osu.edu