1. ITS PMO Framework Enhancing Stakeholder Engagement & Cross Functional Transparency Jimmy Goyal June21 2016 1

2. Seneca Agenda June 21 2016, 3:30PM to 4:15PM 1. Welcome (2 min) 2. Intro to Seneca ITS PMO (5 min) 3. ITS PMO Project Lifecycle (5 min) 4. ITS PMO Artifacts (20 min) 5. Reporting (5 min) 6. Emotional Intelligence (2 min) 7. Conclusion (1 min) 8. Q&A (5 min) 2

3. Seneca 1. Welcome! About Me: Jimmy Goyal, PMP IT Project Manager, Seneca College IT Professional with 15 years of experience in Software Development, Systems Analysis, and Project Management across various industries. Contact: jimmy.goyal@senecacollege.ca 3 Presentation Objective: Present Seneca's ITS PMO Framework & highlight key processes that enhance Stakeholder Engagement and Cross Functional Transparency. Touch upon Emotional Intelligence

4. Seneca Funny but True 4

5. Seneca 2. Seneca ITS PMO Provides project management and administration services, We practice and promote processes and standards for successful project delivery. Project-related services include:  Governance  Portfolio Management  Reporting  Resource Utilization 5

6. Seneca Seneca ITS PMO Organizational Structure CIO Director, Planning and Information Solutions Manager, PMO Project Management Specialist Project Communications Specialist Temporary staff 6

7. Seneca 7 Matrix Structure within ITS

8. Seneca Achieving the PMO Mandate Promote Defined Standards  Central point for templates, best practices and lessons learned. Emphasize Project Governance  Ensuring the right people are making decisions, monitoring projects to ensure processes and procedures are followed. Archive all Project Artifacts  Archiving all project documents (including those of cancelled projects) in SharePoint repository for future reference and lessons learned. 8

9. Seneca 3. ITS PMO Project Lifecycle 9

10. Seneca ITS PMO Project Lifecycle ITSPMO PhasesPMBOK Phases Alignment ITSPMO Project Lifecycle Initiation PlanningImplementationCloseout Operations Initiation Planning Executing and Controlling Closing Initiation Planning Implementation Closeout 10 Stakeholder Communication & Engagement

11. Seneca Project Phase / Project Type InitiationPlanningImplementationClosing Planning  Implementation  Full ITS PMO - Project Category & Phases        11

12. Seneca ITS PMO - Gating Process Gates provide visibility to projects stakeholders and ensure that work in each phase is accomplished prior to moving to the next phase. Project Review Committee:  Reviews the project status every Tuesday.  Provides go/no go recommendation for the next phase of the project 12 PM and Team Engagement

13. Seneca 4. ITS PMO Artifacts 13

14. Seneca Initiation Phase PhasePhase Activities Decision Point Artifact Initiation Identify the need for project management services Gather high level information about the potential initiative including brief description of the deliverable(s) Identify the requestor / sponsor GATE 1 Should we move forward with this initiative as a project? What should be the due date? What is the priority relative to other projects?  Project Initiation Form 14

15. Seneca 15 PM and Sponsor Engagement

16. Seneca 16 PM and Sponsor Engagement

17. Seneca Planning Phase PhasePhase Activities Decision Point Artifact Planning Project Planning documentation Key milestones identified Detailed requirements are gathered Software Design or GDD’s Architecture design Vendor selection/identification Work breakdown structure Resource planning Test cases identified Gate 2 Are requirements provided sufficient Is Project Charter Created sufficient Is Project Plan sufficient Is resource plan feasible when looking across project portfolio Is design sufficient Is procurement approach appropriate Should the project Move to implementation Phase? Project Charter WBS Integrated Project Plan RAID Log (Risks, Actions, Issues, Decisions) Weekly Project Status Report Meeting Minutes Project Change Request Form 17

18. Seneca Planning Phase - Charter 18

19. Seneca Planning Phase - Charter 19

20. Seneca Planning Phase - Charter 20

21. Seneca Planning Phase - Charter 21

22. Seneca Planning Phase - Charter 22

23. Seneca Planning Phase - Charter 23 Stakeholder Engagement and Cross Functional Transparency

24. Seneca Planning Phase - WBS 24 PM and Team Engagement Work Breakdown Structure is developed by the Project Manager using the requirements outlined in the Charter. WBS is a hierarchical representation of the project scope. PM will review the highlevel WBS with Team and further breakdown the scope into manageable deliverables. This feeds into the scheduling process.

25. Seneca Planning Phase – Integrated Project Plan 25 PM and Stakeholder Engagement

26. Seneca Planning Phase – RAID Log 26 PM and Stakeholder Engagement

27. Seneca Planning Phase – Weekly Status Report 27

28. Seneca Planning Phase – Weekly Status Report 28 PM and Stakeholder Engagement

29. Seneca Planning Phase – Meeting Minutes 29

30. Seneca Planning Phase – Change Request Form 30 PM and Stakeholder Engagement

31. Seneca Implementation Phase PhasePhase ActivitiesDecision PointTemplate Implementation Execute Project Schedule Project is continually monitored and controlled to deliverable completion. Handoff to Business and Operations Gate 3 Is testing completed Does Service Desk have support records Is build complete Has the build been reviewed for design alignment Has customer/sponsor signed off / accepted Project Go Live Date Project Change Request Form Meeting Minutes Customer acceptance form / checklist 31

32. Seneca Implementation Phase – Customer Acceptance Form 32 PM and Stakeholder Engagement

33. Seneca Closeout Phase PhasePhase Activities Decision Point Template Closeout The final phase of the ITS PMO project lifecycle Knowledge Transfer Manuals and documentation Collect project lessons learned Gate 4 Has project been transitioned to ongoing support teams? Manuals, Documentation in repository Financial report by ITS director Closeout Report 33

34. Seneca Closeout Phase – Closeout Report 34 PM and Stakeholder Engagement

35. Seneca 5. Reporting Types 35

36. Reporting Types Portfolio Report Health status (green, yellow, red) 36 Projects are Transparent!

37. Reporting Types Metric Reporting Captures all project lifecycle activities Completed, upcoming, and past due items Achievement of planed vs actual Shared with all project stakeholders and CIO 37 Projects are Visible!

38. Reporting Types 38 Completed tasks Past due tasks Upcoming tasks Milestone Reporting Stakeholders are Engaged!

39. Seneca 6. Emotional Intelligence 39

40. Seneca Emotional Intelligence – What is it? 40 EI is “knowing and managing our own emotions and those of others for improved performance,” (Anthony C. Mersino, PMP) Having a high EQ means that you’re able to: Recognize and interpret other people’s emotions Understand how these emotions affect people around them. Understand how people feel and see how they’re able to relate to others.

41. Seneca 41 1. Be Empathetic. 2. Listen and Observe. 3. Build a Rapport. 4. Slow Down Your Response and Assess Situation. 5. Be Cognizant.

42. Seneca 7. Closing Comments 42 1.PMO Framework 2. Emotional Intelligence Enhancing Stakeholder Engagement & Cross Functional Transparency

43. Seneca 8. 43 Jimmy Goyal, PMP IT Project Manager, Seneca College Contact: jimmy.goyal@senecacollege.ca

44. Seneca 44 Seneca ITS PMO – How we got here?