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CMS Project Director Meeting Outline and Background

By Laura Coleman,2014-05-16 19:35
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10 Aug 2006The PDs are asked to conduct a SWOT analysis (Strengths, Weaknesses,Either as a part of this SWOT analysis or more likely as a separate

    Project Directors Team

    Agenda

    Meeting Date Time August 10, 2006 9:00am 5:00pm Meeting Dial-In # Participant LAX Crowne Plaza n/a n/a

    Location Code

    CMS Charter (http://cms.calstate.edu/T1_Documents/ProjectOverview/CMS%20Project%20Charter%2020051206.pdf) Meeting

    PS Software List (to be sent under separate cover) Attachments

August 10 PD Meeting - Working Agenda

? Introductions and Charge to the Committee Mike McLean & William Griffith

Working Sessions:

    ? Review CMS Charter PD’s ? SWOT Analysis PD’s

Lunch

    ? SWOT Solutions PD’s ? Module and Functionality Discussion PD’s

Adjournment

Charge

    To assist the Executive Committee in planning and development efforts to chart the future course of

    CMS, the CMS Acting Senior Director and the CMS Executive Committee Chair are requesting the CMS

    Project Directors use the August 10, 2006 meeting to address such topics as future module

    development, resource allocation and utilization, organization, and maintenance. The PDs are asked to

    conduct a SWOT analysis (Strengths, Weaknesses, Opportunities and Threats) of the CMS project from

    a campus perspective with respect to the Strategic Goals and Business Objectives identified in the CMS

    Charter. Either as a part of this SWOT analysis or more likely as a separate discussion, the PDs are

    asked to review future PeopleSoft modules for implementation and other functionality that may be

    desired through CMS. The results of this exercise will provide content for EC discussions on direction at

    the CMS EC Retreat in October

Background

    On July 20, 2006 the CMS Executive Committee supported a plan presented by the CMS Acting

    Director and the CMS EC Chair to solicit input from the Project Directors regarding the future direction of

    CMS in the CSU. The input provided by the Project Directors will be provided to the Executive

    Committee in advance if its October retreat to inform discussions on the strategic direction of CMS. The

    CMS EC Chair and CMS Acting Director feel this task is timely because CMS is at a point where:

? Almost all campuses are live in CMS and are looking at support for operations and how best to

    leverage the current implementation

    ? Almost all campuses are planning for upgrades and are looking to leverage common experiences

    ? Half the campuses are in process or scheduled to implement Student Administration

    ? The support infrastructure has changed (i.e. New CMS Services Model, Oracle vs. PeopleSoft, New

    Unisys data center services, etc.)

    ? There is ongoing demand for additional functionality including modules the CSU owns as well as

    other new functionality in addition to the currently planned implementations and upgrades

    ? New internal and external projects (e.g. SCO 21st Century, Finance Database Consolidation, Data

    Warehousing) need to be managed and prioritized concurrently with today's projects, upgrades, and

    operations

    ? As CMS has become the set of “legacy” administrative applications, many of the ongoing requests

    for functionality and process change are appropriately starting to come from the various CSU

    functional staffs and campus functional organizations rather than from within the CMS project

    organization.

    1 SWOT Definition

    The required first step in a SWOT analysis is the definition of project or program objectives. The CMS

    Executive Committee has identified and confirmed the objectives for the CMS project in the CMS Project

    Charter document as the Strategic Goals and Business Objectives of CMS.

    The PD’s SWOT analysis of CMS will identify the following:

    Strengths - attributes of the CSU (central, campuses, combined) that are helpful to the achievement of the CMS goals and objectives.

    Weaknesses - attributes of the CSU (central, campuses, combined) that are harmful to the achievement of the CMS goals and objectives.

    Opportunities - external conditions that are helpful to the achievement of CMS goals and objectives. It is

    expected that Opportunities would be external to CMS but not necessarily external to the CSU.

    Threats - external conditions that are harmful to the achievement of CMS goals and objectives. An important step in the SWOT analysis process is to identify how to use Strengths, how to stop

    Weaknesses, how to exploit Opportunities, and how to defend against Threats.

    Facilitation - Shawn Bibb and Phyllis Weddington have volunteered to facilitate the meeting.

August 10 PD Meeting Deliverables

    The anticipated deliverables of the meeting may include but are not limited to the following:

    ? a list of campus goals or objectives for CMS that are not covered by the goals and objectives in

    the CMS Charter

    ? a prioritized consensus listing for each of the four SWOT areas.

    ? a list of potential ways to:

    o use strengths

    o stop weaknesses

    o exploit opportunities, and

    o defend against threats.

    ? Prioritized list of potential future module or functionality development and implementation from the

    point of view of the Project Directors

In addition, it is anticipated that the discussion will cover a wide range of topics such as campus-to-

    campus assistance and collaboration, campus-to-central assistance and collaboration, support model

    improvements, support model variation, and functional group input and direction as the Project Directors

    discuss the SWOT areas and how to address them.

It is expected that the deliverables will first be shared with the CMS Executive Committee Chair, CMS

    Acting Senior Director, and central CMS staff and then with the CMS Executive Committee as a part of

    the October CMS Executive Committee retreat.

August 10 Meeting - PD Preparation

    To expedite the SWOT analysis, each PD is asked to bring to the meeting:

    ? a list of 3 strengths, 3 weaknesses, 3 opportunities, and 3 threats per the provided definitions

    ? a prioritized list of new functionality and/or modules desired on campus over the next five years.

     1 A broader discussion of the SWOT analysis process is available at http://en.wikipedia.org/wiki/SWOT_Analysis

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