Overview of Project Services at University of Edinburgh
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The document provides an overview of the project services offered at the University of Edinburgh, emphasizing their role in delivering beneficial solutions for students and staff through project management and collaboration. It outlines their organizational structure, project methodologies, and recent projects, while highlighting key challenges such as resource management and fostering effective partnerships. The document also discusses the importance of continuous improvement, training, and stakeholder engagement in enhancing project delivery and management practices.
Overview of Project Services at University of Edinburgh
- 1. Overview of Project Services Delivering benefits through projects for the University, its students and its staff Mark Ritchie Deputy Director and Head of Project Services, Application Division, Information Services
- 2. University of Edinburgh 35000 students 13000 staff 3 Colleges 22 Schools £300M per annum research income £780M per annum turnover World top 50 university Influencing the world since 1583
- 3. Project Services in Information Services Applications Division Development Services 38 staff Enterprise Architecture 2 staff Project Services 30 staff Production Management 22 staff Service Management 11 staff Directors Office Projects and Change Service Delivery
- 4. What We Do Your partner for change - leveraging expertise and technology to deliver solutions that really work Delivering projects - Project, Programme and Portfolio Management Business analysis, process improvement and change management services (within projects) Relationships with business partners through programme and portfolio management Providing standards, tools and methodologies Running the IT Planning process for Applications Division and our partners Quality assurance services for externally managed projects Training, advice and consultancy Learning from experience and external resources to develop and share best practice
- 5. Key Facts >30 professional staff >£3M project effort per year ~180 current projects 90% of projects go well or ok >2000 staff and students trained in project management Local, UK HE and international reputation
- 6. Some Recent Projects Library Management University Web Site Content Management System (Drupal) Student Timetabling and Room Booking Media Hopper for Teaching and Learning UniDesk Shared Service Management for HE and FE Lynda.com for students and staff Worktribe Research Management
- 7. How We Do It – Our Staff More than 50% of Project Services staff have “expert” level knowledge in Project Management or Business Analysis
- 8. How we do it – Partnerships Business Partners Enterprise Architecture Procurement Technology Experts in IS External Suppliers Students and staff
- 9. How We Do It - Tools • Projects Web Site (for all students/staff) – Supports project delivery best practice – Repository for any type of project – Available to all students and staff with significant public content – Functionality and transparency praised by Gartner • ASTA PowerProject (for Apps staff) – Scheduling + resource management – Time tracking all IS Applications staff • MindGenius (for all students & staff) – Mind mapping software – Stakeholder maps, project context diagrams, project plans
- 10. How We Do It – Processes • Projects methodology – Waterfall and agile – Clearly defined stages with sign off processes – Agreed templates – Supported by Projects Web Site • Weekly quality assurance processes supported by WIS • Monthly reporting and KPIs at Projects Meeting • Supporting Project Boards and other external governance processes
- 11. How we do it – Project Roles Role Description Project Sponsor Ultimately accountable for the project success or failure Business Lead Represents the sponsor on the project team and is empowered to make decisions on behalf of the sponsor Project Manager Has day to day responsibility for running the project and works closely with the project sponsor Programme Manager Responsible for the successful delivery of the change, co-ordination of the programme's projects and management of project inter-dependencies –*we currently have largely organisational based programmes as well as true MSP programmes* Portfolio Manager Responsible for selection, prioritisation and control of programmes and projects to optimise benefits in line with strategic objectives and capacity to deliver – *our portfolios are typically organisationally based and aligned with the Colleges and Support Groups* Senior Supplier Supports the project team and is accountable for the timeliness and quality of the project deliverables Senior User Represents the community who will eventually make use of what is delivered by the project Service Owner The senior owner of a business or technical service impacted by the project. The service owner is ultimately accountable for ensuring that the service continues to meet the customers’ current and future needs. The Service Owner’s key role on the project to plan and approve the project’s impact on the service on behalf of the service user community Service Operational Manager The primary operational owner of a business or technical service impacted by the project. The service operational manager must understand the full technical detail and design of the service and its components. The service operational manager will often represent the service owner on the project team.
- 12. Toughest Challenges Resource management across multiple projects with non dedicated resources Immature project culture e.g. weak project sponsorship and benefits management Developing and sustaining effective partnerships Change management – it’s about a lot more than IT!
- 13. Engaging with Stakeholders via Social Media https://twitter.com/UoE_ISApps http://blog.apps.is.ed.ac.uk/ https://twitter.com/uoe_pmo
- 14. Our Divisional Dashboard Communications and Engagement Measures
- 15. DEVELOPING AND SHARING BEST PRACTICE
- 17. Developing + Sharing Best Practice in UK HE
- 18. Developing + Sharing Best Practice Internationally
- 19. Developing and Sharing Best Practice Links • Chair UCISA Project and Change Management Group - Mark Ritchie – Major Project Governance Assessment Toolkit (2014) – Effective Risk Management for Business and IT Projects (2015) – Establishing a PMO in a HE Environment (2015) – Effective Benefits Management for Business and IT Projects (2016) – Establishing Process Improvement Capability in an IT Environment (2016) • Partnership Powered IT Change - Mark Ritchie, Rhian Davies, Craig Henderson (Procurement) EDUCAUSE 2015 • Mind the Gap: Helping Non Project Managers to Deliver Success - Rhian Davies, Nikki Stuart EDUCAUSE 2015 • Darwin, Finches, and Poker Chips: An Agile Journey - Dawn Holmes, Bill Lee EDUCAUSE 2013
- 20. Other Activities • Developing a Project Management Community of Practice at University • Delivering major new University wide programmes for Service Excellence and Digital Transformation with KPMG • Developing best practice guidance for benefits management • Developing our project sponsorship capability – innovation funding • Upgrading and enhancing our Projects Website – innovation funding • Implementing Association of Project Management (APM) competency framework linked to University staff development - innovation funding
- 21. Future Organisational Structure Applications Development and Operations (ADO) • Current Development Services, Enterprise Architecture, Production Management and Service Management sections • Stronger leadership on technology, applications and data management • New delivery models e.g. continuous services improvement, mode 2 development Project Services • Current Project Services section • PMO for ISG • Professional, best practice based project delivery • Training, advice and consultancy • Tools and methodologies • Pre-project support business analysis and process improvement • Post project support including benefits realisation monitoring and support New partnerships are needed based on respect and shared goals rather than organisational convenience – let’s reimagine and re-invigorate how we work together!
- 22. Live Demonstration (if time permits) 1. Projects Web Site 2. ASTA (Time Recording View) 3. Monthly Projects Meeting (Reporting and KPIs) 4. Project Governance and Quality Assurance at WIS
Editor's Notes
- #5: Monthly exception reports including: Project RAG status Projects missed milestones Projects more than 10% over budget Projects with unmanaged risk