CG PM Host: Hi all - make sure to call in to: Participants call into: 1-877-944-2300, access code 99281# Scott @ Loyola University Maryland: AtTask Annette@Drexel University Online: @task Richard - PSU: Clarity Brian Miller@ Tufts University: Excel :) Patrick @ UGA: Clarity Tammy@Truman State University: Project.Net Shady @ SBU: piematrix Christa Glassman, SUNY/ITEC: At Task, Confluence Bob @ Eastern Michigan: Spreadsheet -based checklists and document templates Phyllis @ University of Minnesota: HP Project & Portfolio Management Tony Kramar - Case Western Reserve University: Serena Mashups, migrating to Intuit QuickBase Joyce Crockett - Univ Ne @ Omaha: Smartsheet - http://www.smartsheet.com/ jane bachand: quickbase Olga@Nazareth: project net Dianne @ Iowa State University: Team Dynamix Bob @ Eastern Michigan: Basecamp Clay@Carnegie Mellon: TeamDynamix HE Deborah @ Univ. of New Mexico: Sharepoint Cathy E - Columbia College: Combination, we have modified our incident monitoring system to do high level reporting and are also using Sharepoint. Will move to Project once we get a little more mature Kim Steele - CUNY: We're implementing Clarity Randy Jobski - LCC: Atlassian Tools: JIRA, Confluence,Others Christina Griffin @ GW: HP PPM Chuick & BC: AtTask Michelle Notre Dame: Innotas Joey Spooner UF: Excel :( Deborah @ Univ. of New Mexico: Sharepoint Michelle Notre Dame: resource allocation - customer built webapp David Malterre @ Teachers College - Columbia University: Jira Studio by Atlassian denis @ Boston College: what other tools did you look at ? Scott @ Loyola University Maryland: we run into issues with our resource allocations, so currious what you built out, what it includes, and what is different about it that the software doesnt do Jill@Cornell: Is anyone familiar with project portfolio from Unanet? Mary @ Princeton University: SharePoint Scott @ Loyola University Maryland: do you have your staff tracking their hours worked in the system or do you base it on estimates? how do you know if the staff is available after a request? Scott @ Loyola University Maryland: thanks! Euriael@matc.edu: Euriael@MATC- TeamDynamixHE Michelle Notre Dame: for those using top-tier applications, what % of the functionality is in general use? Richard - PSU: baby steps Richard - PSU: start small and mature the process Mary Albert @ Princeton: Start with a few projects and learn lessons Michelle Notre Dame: sell the value of PM - what is the WIFM for the participants and offer training on skills Euriael@matc.edu: Euriael @ matc: use a tool built for higher ed like TDHE Mary Albert @ Princeton: We started over a decade ago with no pre established common tool. We developed a number of templates, such as project initiation plans, and made them available. Teresa Schlup: Clarify what ist is you want to track. , what will be the most useful to you. Tracking everything possible will be frustrating to your users, and set you up for possible failure. Mary Albert @ Princeton: We have been using SharePoint for project management for 5 years, and for portfolio management for 1 year. We are now exploring other tools. Mary Albert @ Princeton: Like Loyola, we also stated with a methodology that would work across projects and was not tool dependent. Scott @ Loyola University Maryland: figure out what you want to get out of the system, and that determines what goes into it! but remember that it is a tool, you need to focus on your process and methodologies and then the tool helps manage those Cathy E - Columbia College: We're in the same situation. Would love to hear what people are doing Scott @ Loyola University Maryland: can you repeat what was asked? denis @ Boston College: We also started with a focus on the process and not on the tool. We now have a firly robust process that all our projects follow. We are now taking a deeper look at resource allocation and management and about to begin the process of looking for a tool. Scott @ Loyola University Maryland: some systems include a help desk system and project management system Joey Spooner @ UF: I think @Task might help with that. Annette@Drexel University Online: There is a system: At Task where both help desk and projects come together Clay@Carnegie Mellon: TeamDynamix has the ability to do this Cathy E - Columbia College: We use Footprints for incident tracking. YOu can create multiple workspaces and we are tracking both Teresa Schlup: Team Dynamix has both. We used the project management as well as the ticket tracking, to allowcate time for our team Lorraine - U. of Scranton: At Scranton we use MS Project and MS Project Server Euriael@matc.edu: I concur with Teresa...TD contains a ticketing piece Scott @ Loyola University Maryland: I need to take off for another meeting that i need to get to at 3:00. Thanks everyone! jane bachand: I need to leave for a 3pm meeting too. Thanks! Teresa Schlup: Keep open lines of communication with your team. Ask them for features they rely on, and really listen to their needs. Annette@Drexel University Online: @task has resource allocation functionality Olga@Nazareth: Project Net for resource allocation Annette@Drexel University Online: @task also has reporting on active projects and milestones Lorraine - U. of Scranton: Scranton is using ARGOS reporting tool (by Evisions) Christina Griffin @ GW: HP PPM has resource allocation functionality Dalin @ UTSA: TeamDynamix for resource allocation Tony Kramar - Case Western Reserve University: QuickBase provides resource allocation Olga@Nazareth: No good tool for seeing all milestones in a single view Lorraine - U. of Scranton: Scratnon - resource data across projecs is available in Project Server Christina Griffin @ GW: HP PPM also allows for viewing active projects in a single view Patrick @ UGA: Clarity does resource allocation and project views Annette@Drexel University Online: @task also has consultants who can help a customer build custom reports Euriael@matc.edu: TeamDynamix has resource allocation / capacity planning components built in...dashboard provides a single view that's configurable to your needs Clay@Carnegie Mellon: I've requested TD to build a report showning milestones for projects in a portfolio Olga@Nazareth: oops - got disconnected. Have to leave for 3:00 meeting too. Sorry. Michelle Notre Dame: Innotas can show all projects and/or milestones in view - create your own dashboards Teresa Schlup: TD has dashboards at the individual level as well for help with planning Michelle Notre Dame: Innotas Joey Spooner @ UF: What best informed people on methdologies and tools? I heard that Gartner was used to inform people. We're in the initial phases of figuring out a method prior to finding a tool. Mary Albert @ Princeton: We use SharePoint for project requests. Customers fill out an initial request, which is then reviewed with an IT Lead, and eventually accepted by our governance process on an annual basis Mary Albert @ Princeton: We built a custom form for intake. Clay@Carnegie Mellon: Carnegie Mellon has done extensive use of project initiation. Our website has the process documented. http://www.cmu.edu/computing/ppmo Mary Albert @ Princeton: When we started over a decade ago, we hired an expert consultant to help us create our methodology Joey Spooner @ UF: That helps :) Dalin @ UTSA: For TeamDynamix scoring (including risk scores), I found it a bit difficult to understand and have developed a spreadsheet to model the process so that I can quickly see the results of scoring modifications. I'd be glad to share it. Hopefully it will help and will confirm the spreadsheet works properly. dalin.bruns@utsa.edu CG PM Host: shy2@lehigh.edu Michelle Notre Dame: topic idea: Agile in project governance framework Dalin @ UTSA: would like to hear more about Agile!! Lorraine - U. of Scranton: Thanks for setting up this session. Joey Spooner @ UF: Kanban would be of great interest to me, too. steve@Centenary College NJ: thank you!! Dalin @ UTSA: Thank you. Shaun Faricy - University of St. Thomas: I would like to hear more about how to create a governance framework to present for higher level approval. Joey Spooner @ UF: Thank youQ! Patrick @ UGA: Thanks!