Task: Submit PPM Tool Setup Template
Submit PPM Tool Setup Template
Disciplines: Portfolio Management

Purpose

To gather the data that will be needed to perform the initial load of the PPM tool with the agency Project information.

Relationships

Main Description

All projects, regardless of phase, will need to be loaded into the PPM Tool. This list will also be used by agency stakeholders to prioritize their work and then serve as input to the Agency Opportunity Map.

In addition to projects, a list of resources that will be utilizing the tool as well as being assigned tasks or projects within the tool will need to be identified.

The agency programs, departments and applications will need to be identified to populate the dropdown boxes within the tool as well.

Steps

Complete Excel Template
Each project that is currently being worked on by agency staff will need to be added to the project template. In addition, projects that are known to be needed in the next 12 - 36 months will need to be added to the Excel spreadsheet. On the Resource Tab - each resource needing access to the tool or being assigned to a project or task will need to be listed on the spreadsheet. On the Department Tab - each department within the agency will need to be listed. This is used for reporting purposes and the agency IT staff will need to determine which level they will need to go to. On the Program Tab - each program that the agency wants to create a dashboard for will need to be listed on this tab. On the Applications Tab - each business specific application that is supported by agency staff will need to be listed on this tab.
Configure System & Load Projects

The entire list of projects will then need to be loaded into the PPM Tool for the Agency Stakeholders and the Business Segment Director, along with the Portfolio Administrator, to prioritize and move into the correct phase.

The dropdown boxes for departments and applications will need to be populated, and the Programs and Resources will need to setup by the PPM Tool Configurator.

Move Projects to Correct Phase
The Business Segment Director and the Portfolio Administrator, along with any other staff they deem necessary, needs to review the project list and move them to the correct phase within the PPM Tool based on the phases defined within the State Project Framework.
Prioritize Projects
Working with the Stakeholders, the project list will need to be prioritized and the PPM tool updated with the priority.
Bill the Agency
The agency will need to be billed for each license that is required for access to the PPM Tool. The State PMO Office is responsible for submitting the Billing Change Order to the agency for approval and a PO issued. Once that has been approved and a PO is issued by the agency, the State PMO Office will then submit the Billing Change Order to the OMES/ISD Service Desk for processing.

Alternatives

This is a required task for the initial load of the PPM Tool; after that, this is no longer needed.