www.tils.qut.edu.au/initiatives/ppo Project Management Forum 21 March 2011 www.tils.qut.edu.au/initiatives/ppo 10am Welcome Kathy Wheeler, Project Portfolio Office Benefits Management Focus in 2011 10:10am Risk Management for Projects Steve Callaghan, HR Systems & Superannuation 10:30am 2011 Training Wendy Jones, Project Portfolio Office 10:40am Cert IV feedback from two current participants Sarah Vizer, Project Mgr, QUT Doorways Project Scott Boulton, TILS HR & Finance Team 10:50am AMP IT Schedule & Key Dates in 2011 11:00am 11:30am Kathy Wheeler, Project Portfolio Office Morning tea AMP IT 2011 Projects Overview Work Integrated Learning Information Systems (WILIS) Project Carole Green, Project Manager Kitty Ryan, Project Manager Blackboard Upgrade 2011 and Reporting Project George Fullerton, Project Manager QUT Virtual Replacement Project 12noon Questions and answers Robyn Warren, Project Portfolio Office Close CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo Welcome Benefits Management Focus in 2011 Kathy Wheeler Head, Project Portfolio Office CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo Risk Management for Projects Steve Callaghan HR Systems and Superannuation CRICOS No. 00213J Project Risk Management Stephen Callaghan Manager HR Systems and Superannuation [email protected] Extension: 84142 HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Definition of Risk The effect of uncertainty on objectives (AS/NZS 31000:2009) At QUT, risks are defined the effect of uncertainty on the University's ability to contribute to its vision, goals and organisational values. The effect is a deviation from the expected and can be either positive (opportunity) or negative. (QUT MOPP Definitions A/2.5.3 Risk Management) HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au QUT Risk Management Framework QUT’s Risk Management Framework provides guidance on the risk management process, the governance structures and responsibilities for risk management. http://www.audit.qut.edu.au/risk HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Project Management Framework …best practice project management guidelines with templates and completed examples …PMF can be used as a standard, but flexible, methodology for a wide range of projects across the University Includes a Risk Management Plan template HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Principles of Risk Management Risk Management Is an integral part of project planning, executing and decision making Is dynamic, iterative and responsive to change Creates value, is good practice and assists in the achievement of objectives Risk Management is not An independent activity or “bolted-on” Done once at the start of a project to get the money A ‘tick-the-box’ exercise, bureaucracy, red-tape, or simply to keep the auditors happy HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Roles and Responsibilities Project Manager – Identify, monitor and manage the project risk – Ensure project meets requirements and objectives – Prepare Project Status Reports to communicate risks to the steering committee Primary Sponsor and Steering Committee – Monitor the project risk and identify new risks – Make strategic decisions where required – Make decisions on whether to approve requested changes HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au PMF Risk Management Plan Risk Change Log – When existing risks change, or when new risks are identified, the risk register is updated accordingly – The change log is cumulative record of the changes over time Risk Assessment and Management Table – Pre-filled with risks under 6 risk categories – The project manager should add, change and delete rows as appropriate to fit the project being addressed HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Communicate and Consult Occurs throughout the entire process Important to understand – Who the stakeholders are? – What are their expectations? HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Step 1 – Establish the Context Identify, clarify and/or establish: – Project objectives – Project benefits and ways to measure – Impact on University-wide objectives – Key project performance areas Timeline, Budget, Communication, Scope, Resources HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Step 2 – Identify Risks Project Objectives Identify activities to achieve objectives and benefits Identify sources of risk Ask “what could go wrong?” Risks Ask “what could go right?” Opportunities HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Step 2 – Identify Risks - Sources Facilitation / workshop Brainstorming Audit or physical inspection History / failure analysis Personal or past organisational experiences Survey or questionnaire Work breakdown structure analysis Refer to section 4.2 of the Risk Management Framework HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Step 3 – Analyse Risks Adequacy and effectiveness of existing controls Determine the likelihood Determine the consequence HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Step 4 – Risk Rating HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Step 5 – Risk Treatment Effective risk treatments are – A strategy, process or action – Cost effective and not grossly disproportionate to any reduction in the risk itself – Focussed on encouraging positive outcomes whilst reducing negative outcomes and the achievement of objectives – Considerate of the source and cause of a risk – Appropriately owned HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Step 6 - Residual Risk Rating Residual risk is the predicted ‘level of risk’ remaining after the appropriate implementation of the proposed risk treatment. The residual risk can be determined by conducting a reanalysis of the risk in consideration of the proposed risk treatment. HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Step 7 - Owner of Risk Risk owners should: – Understand the risk – Have responsibility and accountability for the risk – Have an interest in the risk, treatment, objectives and/or consequence – Have appropriate authority to implement treatments HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au Monitor and Review Key Questions: – Is each risk previously identified still relevant? – Have the risk treatments been implemented and, if so, have they been effective in managing risks? – Has the likelihood or consequence for each risk changed and, if so, how does this impact the risk rating? – Are there any new risks? HUMAN RESOURCES DEPARTMENT CRICOS No. 00213J www.hrd.qut.edu.au www.tils.qut.edu.au/initiatives/ppo 2011 Training http://www.tils.qut.edu.au/initiatives/ppo/training/trainingcou.jsp Wendy Jones Manager, Project Portfolio Office CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo AMP IT Schedule & Key Dates in 2011 Kathy Wheeler Head, Project Portfolio Office CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo Summary of Submissions in 2011 - Project and SaMA Type Call Out Due In RaPS Meetings ITGC Meetings Q4 Project Registry Report 2010 15 Dec 2010 Mon 17 Jan Wed 23 Mar Wed 27 Apr 2012 Project Notification Mon 21 Mar Thu 21 Apr Wed 18 May Wed 29 Jun Q1 Project Registry Report Mon 21 Mar Fri 1 Apr Flying Minute Wed 27 Apr 2011 SaMA Report Tue 3 May Tue 7 Jun Wed 6 Jul Wed 31 Aug 2012 SaMA Request Tue 3 May Tue 14 Jun Wed 20 Jul Wed 31 Aug 2012 Project Proposal Mon 30 May Mon 8 Aug Thu 15 Sep Tue 18 Oct Q2 Project Registry Report Mon 20 Jun Fri 1 Jul Flying Minute Wed 31 Aug Q3 Project Registry Report Mon 19 Sep Fri 30 Sep Wed 2 Nov Tue 6 Dec Q4 Project Registry Report Mon 12 Dec Fri 6 Jan 2012 CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo AMP IT SaMAs - Key Dates in 2011 Mon 2 May Callout for 2011 SaMA Mid-Year reports Mon 2 May Callout for 2012 SaMA Proposals Tue 7 June 2011 SaMA Mid-Year reports Due to PPO Tue 14 June 2012 SaMA Proposals Due to PPO Wed 6 July RaPS Meeting - Review of 2011 SaMA Mid-Year reports Wed 20 July RaPS Meeting - Review of 2012 SaMA requests Tue 16 Aug ITGC Meeting papers Due Wed 31 Aug ITGC Meeting - Endorse SaMAs for 2012 funding TBC early Sep Approvals by DVC TILS TBC early Sep Communication to 2012 SaMA Managers and Proposers TBC Request to VC - PPA for SaMAs above DVC delegation CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo Fri 18 Mar Wed 23 Mar Fri 1 Apr Wed 13 Apr Thu 21 Apr Thu 21 Apr Wed 18 May Mon 30 May Fri 1 July Mon 8 Aug Thur 15 Sep Fri 30 Sep Tue 18 Oct TBC late Oct TBC late Oct TBC early Nov AMP IT Projects - Key Dates in 2011 Callout for 2012 Project Notifications and EOI RaPS Meeting Project Registry Reports for Q1 Due to PPO ITGC Submissions Due ITGC Meeting - Endorse 2012 Project Prioritisation Matrix 2012 Project Notifications Due to PPO RaPS Meeting - Review notifications and shortlist for callout Email invited Projects to submit a 2012 Project Proposal Email remaining Projects (not shortlisted), PM community and stakeholders with advice on projects invited to submit a Proposal. Project Registry Reports for Q2 Due to PPO Invited 2012 Project Proposals Due to PPO RaPS Meeting - Consider & prioritise Project Proposals for 2012 funding Project Registry Reports for Q3 Due to PPO ITGC Meeting - Endorse Project Proposals for 2012 AMP IT funding Approvals by DVC (TILS) Approvals by VC for projects above DVC (TILS) financial delegation Communication to all Proposers, PM community and stakeholders of funding supported and ranking of projects Individual feedback to Project Proposers. CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo 2012 Project Notifications due 21 April 2011 CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo AMP IT Projects Overview CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo Work Integrated Learning Information Systems (WILIS) Project Carole Green Project Manager CRICOS No. 00213J www.tils.qut.edu.au/initiatives/ppo Blackboard Upgrade 2011 & Reporting Project Kitty Ryan Project Manager CRICOS No. 00213J QUT Blackboard Upgrade 2011 Project A new version of QUT Blackboard will be available as of semester 2 Why are we doing the project? •To ensure continued up to date full vendor support •Resolution of ongoing bugs and issues •Performance improvements Oracle RAC (database load spread across multiple servers) Milestones • Upgrade of Sandpit – late April • Building block migration – May • Final testing complete – June • Freeze (QUT Blackboard unavailable) Friday 1st July - Monday 4th July 2011 • Go live Tuesday 5th July 2011 Main Objectives •Upgrade from version 9 to 9.1 (not as big a change as from Version 7.2 to Version 9, but still requires substantial technical work) • Migration of third party and QUT built building blocks •Update to 'look and feel' in keeping with new look QUT web redevelopment Activities Activity Timeframe Project begins Feb- Jul, 2011 Change management activities commence on whole projects Mar, 2011 Testing of Version 9.1 to establish and document actual ‘bug fixes’ Feb-Mar, 2011 Testing of integration with other systems in Blackboard, and of extension, Mar–May, 2011 and redevelopment where necessary Completion of Building Blocks Migration for Sandpit Environment to Mar–April 2011 version 9.1 User testing / functional testing Apr, 2011 Upgrade of Blackboard Pre Apr, 2011 Upgrade of Sandpit (Training Environment) — ready for training Apr, 2011 Completion of all Building Blocks Migration to version 9.1 Mar-May, 2011 Final trials & testing of migration paths May-Jun, 2011 Upgrade of live version (freeze) Freeze 1-4 Jul, 2011 Rollout of new version to students Semester 2, 2011 Benefits • Sandpit and pre production environment – early availability to ensure staff can get used to new version • Fixing known bugs and improving usability • Mostly additions rather than dramatic modifications to existing functionality Additional Functionality • Mashups, Heat maps in Gradecentre • Most visible change – menu structure www.tils.qut.edu.au/initiatives/ppo QUT Virtual Replacement Project George Fullerton Project Manager CRICOS No. 00213J INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au QUT VIRTUAL REDEVELOPMENT 2011 PROJECT George Fullerton INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au What is QUT Virtual? University application intranet portal With: Personalised and authenticated data/information/applications A collection of in-house developed administration functions Connection/integration to a range of QUT corporate administration systems INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au QUT Virtual Redevelopment Project Overview Two year project Major upgrade to a core university IT system Database and Application Server upgrade Portal upgrade and re-design New software development direction Maintain existing applications and functionality (100+ apps) Significant investment by the university 1.5-2M INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au QUT Virtual Redevelopment Project Overview – WHY? Aged technology and hardware with limited growth capacity. Soon unsupported database and application server licences; Align with QUT Blueprint - Regenerate a new foundation to ensure ongoing robust operation and meet future QUT requirements Opportunities to: Provide efficiency with enhanced personalised/customised portal environment; Review of existing services and map user requirements; Present users with relevant faculty intranet sites based on user identity and access levels; Establish open development platform for faculties/division application development More efficiency in adopting cloud based services….. INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au QUT Virtual Redevelopment Project Overview – WHAT? Database Upgrade Application Server upgrade Selection, procurement of a new Portal product Identify and prioritise user requirements Design and build a new portal environment based on the requirements Migrate existing QUT Virtual applications to the new environment Design and implement role based access control for QUT Virtual applications INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au QUT Virtual Redevelopment Project Overview – Major tasks in 2011 Database Upgrade Selection, procurement of Portal product (RFI, RFO) Identify and prioritise business & user requirements Design Role based access control Design Portal INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au QUT Virtual Redevelopment Project Overview – WHO? Students, Staff, everyone Faculties, Divisions, Institutes, Research Communities INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au QUT Virtual Redevelopment Project Overview – Timeline INFORMATION TECHNOLOGY SERVICES www.its.qut.edu.au QUT Virtual Redevelopment Project Overview – Major Risks Funding availability – Unknown cost of Portal product Funding not secure yet Time required for the RFI and RFO process Skilled resource availability, resource competition SAMS 4.9 upgrade project Inadequate business requirements www.tils.qut.edu.au/initiatives/ppo Thank you ! Please fill in your feedback forms and let us know of any topics that you would like to see covered in future PM Forums. Next PM Forum: 23 May CRICOS No. 00213J
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