Leveraging User Personas For Supporting CA PPM. Your Guide: Mark Feher

Transcription

1 Leveraging User Personas For Supporting CA PPM Your Guide: Mark Feher

2 Introductions 2 Take 5 Minutes Turn to a Person Near You Introduce Yourself

3 Overview 3 It s easy to focus on the cool new features of the latest release and overlook the impact on specific End Users, and how they actually use new features and modules. Focusing on what Users need and want may not be easy, but it will lead to greater engagement, strong adoption and increase value of CA PPM. This session will discuss how to leverage User Personas in configuring CA PPM.

4 Outline 4 What is a Persona? How do I capture and record personas? What are my Objectives/expected outcomes from applying Personas? How do I apply Personas in CA PPM?

5 What is a Persona? 5 Persona (From User centered-design approach) A user persona is a representation of a hypothesized group of users synthesized from data collected from observations/interviews with users or from business process or procedural documentation. Traditional methods in User-centered design try to consider only one Persona at a time, but for this purpose we need more than one. Take 5 minutes to discuss What might be included in describing a Persona? What are some example personas associated with CA PPM? Let s Discuss!

6 Open Mic 6 Report back discussion on defining Persona s and example persona roles associated with the PPM Tool.

7 Examples - Elements of a Persona and Roles 7 What are the Elements? (Adapting from User-centered Design ) Audience - Who will use the Persona CA PPM Configuration Team PMO s Business Process and procedure developers Purpose - Target activity(ies) or Objectives Identify CA PPM Security/Access needs Identify who can see what Identify Processes or workflows that may need support Context - Circumstances around the situation What higher level processes are involved Where are the actual people physically located? What are the expected inputs to this activity and outputs from the activity.. Persona Examples Project Managers Application Managers/Administrators Service Managers Resource Mangers Team Members Governing Bodies.. Let s Discuss!

8 How do I capture and record personas? 8 There are many ways to do this! Let s Take a few minutes to discuss Specific examples of what you might need to capture How might you capture/record the information? Let s Discuss!

9 Capturing Personas - An example Approach 9 Swim Lane Process Flow document Approach Purpose Manage Operational Resources Administrator Resources Plan for Resource Needs Manage Resource Capacity Manage Resource Assignments Manage Resource Work and Quality Important Context Parallel with Manage Projects Manage non-project activities Manage Finances Personas Involved Resource Managers Project and Resource Administrators Team Members (Resources) Project/Activity Managers Portfolio Managers Automation (Tools as a role) Activities Involved What activities Input/output Where and how the activity is supported

10 Capturing Personas - An example Approach 10 Purpose/Objectives Process: Manage Operational Resources Resource Administration Plan Functional Resources Manage Resource Capacity Manage Resource Allocations Manage Work Manage Time Entry Tools/ Automation Resource Managers Assign Resource Primary Role to all labour resources being used in Clarity Start Request New Roles Assign Skills to all labour resources using Clarity NO New Skills Needed? Activity Externally Supported Not in Current CA PPM Implementation Evaluate Utilization of Resources Past, present and Future Hire/Retire Resources Monitor Allocations of people and roles to work Manage Availability of Resources (Vacation, Leave, etc) Resource Utilization Threshold Alerts Assess unfilled demands (roles) or changes for roles or Resource Work amount (mixed Booking) and/or timing Supporting Clarity Views Unfilled Role Alerts Allocate Resources (Replace Roles) - Allocate (Hard Book) Resources to Projects % Complete Auto based on Effort (Actuals/Tot Effort) Monitor Quality of Work and Take Action As Needed END Activity Partially CA PPM Supported Monitor Quality of Work Estimates Supporting Clarity Views OR Time Management: Post Timesheets Approved Returned Approve Time Sheets Enter or correct time sheet data on behalf of resource Activity CA PPM Supported YES Personas/Roles Project And Resource Administrators (PMO) Team Member/ Resources Edit Basic Assign to Resource Calendar Details Activate and Lock Confirm Resource in Assignments to Admin but make various fields Active Create Start Resource in OR Retire App Hire Add New Primary Roles Resource No Longer Available Add New Skills Retire Resources Request Removal of Resources END Manage Personal Availability (Vacation, Leave, etc) Monitor Progress On Tasks Proactively Make Changes to ETC on Timesheet as Required Communicate to PM and RM Enter time against Hard Booked Tasks and Submit Project Managers Assign Resource Roles (Soft Book Roles) and Update existing Work Estimates as Needed Project Management: Monitor Time Against Project tasks Project Management Process Start Communicate with Resource and/or RM for Requested Changes (manual) Change Needed END Review Time Submitted by Deadline Accept Portfolio Managers Portfolio Intake Process Start

11 Objectives from using Personas? 11 Discuss example workflow model pros/cons Level of detail needed Scope of each workflow document Other example approaches to share from class? Let s Discuss!

12 Objectives from using Personas? 12 Examples Improve the User Experience See what they need to see Do what they need to do Make what they do as easy as possible while achieve objectives Ensure Governance is Maintained Others?... Let s Discuss!

13 How to apply Personas for CA PPM Configuration? 13 Input to tools design/configuration Automated Workflows Approvals, Action Items, Notifications, Action/drop downs visibility and use Task/Activity based supporting views Quick links to get to common views quicker Visibility of Tabs or view by Persona Auto populate data for new instances Use Page filters for multi portlet pages in support of objectives of use Security/Access design Group Security Role-Based Security Securing access to specific fields Ease of Navigation Navigation and visibility of pages, tabs, menu items Input to User Training Input to Operating procedures, quick help guides, Other examples? Let s Discuss!

14 Wrap Up 14 Did we achieve our objectives today? What is a Persona? How do I capture and record personas? What are my Objectives/expected outcomes from applying Personas? How do I apply Personas in CA PPM? Important note Don t forget to include CA PPM Administration as a Objective/Activity to support and do the workflows for! Bottom line there is no one way to approach the use of Personas BUT Using Personas is a key tool for soliciting CA PPM Configuration Requirements to Ensure the Business Value Propositions are achieved and the user experience is the best it can be.

15 Questions?

16 Thank You For Attending regouniversity 16 Instructions for PMI credits Access your account at pmi.org Click on Certification Click on Maintain My Certification Scroll down to Report PDU s Select Education-Category B-Continuing Education or Category C-Self-Directed Learning 1 PDU per hour Class Name = regouniversity Course Number = Session Number Date Started = Today s Date Date Completed = Today s Date Hours Completed = 1 PDU per hour of class time Phone info@regouniversity.com Website