Project Portfolio Management for ITS Directors
Project Portfolio Management is one of three core service offerings of the ITS PPMO. This service provides each Director with a dedicated portfolio manager to assist with eligible* projects initiated by the department. (*Note: Portfolio management support is currently only available for cross-divisional and/or cross-departmental projects. Projects that involve only a single department will be supported by the Director, or designee).
What does ITS Portfolio Management include?
Portfolio Management services are distinct from project management services. Portfolio management refers to a suite of projects. Project management refers to a single project.
- Dedicated portfolio manager
- Full portfolio reviews with each Director
- Portfolio health checks
- High-level timeline reviews
- “At risk” project rescue consultations
- Resource allocation support
- Portfolio backlog review
- Overview of university portfolio status
Who is my portfolio manager? Accordion Closed
Portfolio Manager assignments are as follows:
|Business Service Line||Portfolio Manager (within ITS)|
|ITS Service Management||Carlos Rojas|
|Service Desk & Technology Services||Carlos Rojas|
|Business Services||Carlos Rojas|
|Strategic Planning, Implementation, & Educational Services||Carlos Rojas|
|Education Technology Consortium||Carlos Rojas|
|Academic & Research Technology||April Cook|
|Infrastructure & Platform Services||April Cook|
|Enterprise Information Services||April Cook|
|Information Security Services||April Cook|
*PPM positions currently being hired and will be assigned to various ITS portfolios. For the interim, please contact Andrea Stalker for support.
Who is on my project team? Accordion Closed
If you are ready to kick off your project and are wondering who is on your project team, you will want to review the stakeholder tab of your project within PPM. In this tab you can add existing stakeholders from previous projects or add new stakeholders by selecting the “Create New” button.
You can also attend our Project Management Trainings this quarter for project management help.
- If you have any questions about your project, please email ITSPMO@nau.edu. Include the name of the project.
- If you are missing team members, please also email ITSPMO@nau.edu and let us know who is missing. We will work with resource leads to ensure the resource is assigned to your project.
- If you do not see your project listed, please work with your lead/director or email ITSPMO@nau.edu. Please include the project name and your department.
If you have any questions, email ITSPMO@nau.edu, we would be happy to help answer any questions you might have.
Where can I view my project portfolio? Accordion Closed
Directors may view their project portfolio on on PPM by:
- Type in “Reports” on upper left hand filter navigator in PPM.
- Select “Reports- View/Run”
- Select “All” from reports tab in the center of the screen
- On the right hand search bar type in: “SPRCC Active Projects”. This report is sorted by portfolio
If you want a custom report created to display only your portfolio. Please reach out to your ITS Portfolio manager.
Is my portfolio manager responsible for managing all of my departmental projects? Accordion Closed
Short answer = No.
ITS provides resources on over 120 projects each quarter from requests all across the university. Given this volume, we are unable to provide project management support for all of the projects within your department’s portfolio, however, we’ve developed a rubric to assess each project and ensure we allocate project management support appropriately.
At times, it’s likely that one or two of your projects will require project management support. Whenever possible, we’ll work to assign your portfolio manager as a project manager for you since you’re familiar with them and have established meeting schedules. If this isn’t possible, we’ll assign another available project manager.
How do I manage an ITS project if a project manager isn’t available? Accordion Closed
Given the volume of projects that run through ITS each quarter, it is likely that at some point you’ll be asked to manage a project for your director. The PPMO is a resource to you in helping you along the way, but here are some steps you can complete on your own.
Submitting a project
- First, work with your supervisor or Director to propose the project. You may complete a project worksheet to help you brainstorm your project requirements.
- Please log into ServiceNow and type in “Idea” in upper left hand corner.
- Select “Create New Idea” and fill out form.
- Select “Submit Idea” when finished. This idea will be routed to your SPRRC rep and/or the PPMO for review.
- The SPRRC rep and/or PPMO will review this idea and if approved, they will covert it to a Demand.
- You SPRRC rep and/or PPMO will provide you with an intake form to initiate the project scoping process. This form will be sent to PPMO for project scoping. Once scoping is completed the proposed project demand will be presented to SPRRC for review, approval, and prioritizing.
- Approved projects will be prioritized and assigned to the business and/or PPMO for execution.
Managing your project – Information Required by the PPM Office
- Review your project details in the Project Center are accurate. This is your “lite” project charter.
- Make sure you are listed in the “Owner” field on the Project Information tab.
- Identify the key deliverables for your project (WHAT you will be creating/doing as part of the project)
- Identify milestones and deliverable dates (WHEN each of these items will be completed)
- Once you have deliverables and milestones identified, create a high-level project timeline for the upcoming quarter of project work. The PPMO will ask for this each quarter.
- Your project will be resourced through the quarterly resource process that the PPMO manages. Through that exercise, you will have your project team identified. This information can be viewed in the Project Center on the “Schedule” tab of your project. Make sure that information is complete and that all team members are identified correctly. Contact the PPMO if it is incorrect, or if team members are missing.
- Schedule a project “kick-off” meeting with ALL project team members. This is when you will discuss the overall goals and timelines of the project. You may also begin discussing individual task assignments and next steps to keep the project moving forward.
- Schedule regular project meetings (every other week is recommended) with the full project team to check on status of outstanding tasks and assign remaining tasks to project team members.
- Provide the PPMO with a monthly “health check” on your project (guidelines available on your project worksheet). The PPMO will ask for this at our monthly portfolio reviews with your director.
- At the end of each quarter, determine if the project is ready to close, or if you will need to extend into the next quarter. For projects extending into the next quarter, repeat steps 3-9 for each remaining quarter to determine what’s left to do, set a new/revised timeline, then provide regular updates.
Please note – your Director may ask you to complete additional project management tasks, so please work with them on department-specific processes.
**If you run into a problem, or serious issues with your project that you need assistance with, please contact your Director, or the PPM Office immediately. We’re here to help!**
The PPMO will also offer monthly workshops where you can bring your project information to us for one-on-one support. When you attend our workshops, you will be added to our NAU Project Management Microsoft Teams site. This is a community of project managers across campus where you can engage in discussions on the conversation channel and access our growing library of templates (e.g. stakeholder analysis, risk registries, project charters, etc.)
You may also contact the PPMO at anytime via email, or by calling your Director’s portfolio manager for support.
What if my project needs funding for purchasing software or equipment? Accordion Closed
**FOR INTERNAL ITS PROJECTS**
If your project requires additional funding for the purchase of software or equipment, please be sure to include Albert Sandoval, Director for ITS Business Services Department, in the discussion. You may also need to complete an ITS checklist, so please review our website on “Purchasing Software” for additional information.