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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
sj.callaghan@qut.edu.au
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
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Next PM Forum: 23 May
CRICOS No. 00213J