Monthly Catalogue Clean Up

Actions

• Every third week of the month:
  • Create a new JIRA Task called "MONTH YEAR Catalogue Clean Up", i.e. September 2022 Catalogue Clean up.
  • Create a new JIRA Task called "Closed Projects MONTH YEAR - Project Impact Report", i.e Closed Projects September 2022 - Project Impact Report.
• Track all the changes to be made during the month in the two tasks, as explained in the next section Data to be checked.
• In the first week of the following month, add the new JIRA Task tracking the different actions in the weekly catalogue update JIRA Task.
• The person responsible for the weekly project catalogue update will apply the reported changes in the catalogues.

Data to be checked

Ending projects (Check three months before Project End Date)

• Check in the Project Information tab the end date of all the projects
• If there is any project finishing:
  • Contact the PM to confirm the project has finished
    • If yes:
      • Add an entry in the JIRA Task "MONTH YEAR Catalogue Clean Up" with the projects finishing on that month and list the actions to be tracked as described in: Closed Projects
      • Send an email to the Project Manager requesting an Impact report
      • Add an entry in the JIRA Task "Closed Projects MONTH YEAR - Project Impact Report"
      • Update status in the Strategic Objective Matric to Closed
      • Check if the Project manager is in any other ongoing projects
        • if yes - no action
        • in no - remove from PMs e-group
    • If no:
      • Modify accordingly the project end date in the Ongoing catalogue, as well as personnel end dates

Note: Apply ending project changes only after confirming information with the Project Manager (do not assume that it is closed by the deadline)

Ending personnel (Check three months before Personnel contribution End Date)

* Check in the Project Personnel tab the end date of the personnel and the Personnel movements - Departures information in the ITSC-RM monthly report.

• • If there are personnel finishing:
    • Contact the Project Manager to confirm whether the concerned personnel are finishing or not as stated in the catalogue
    • Based on the Project Manager, add an entry in the JIRA Task "MONTH YEAR Catalogue Clean Up" to describe the needed changes

New personnel

• At the start of each month, check newcomers' emails sent monthly by IT Secretariat and check the Personnel movement - Arrivals & Changes of Status information in the monthly RM report.
  • Correlate new members' information with existing projects
  • If new personnel is identified for an existing project, ask the corresponding project manager to confirm whether the catalogue needs to be updated
  • If needed, add an entry in the weekly project catalogue update

Personnel monthly updates - Discontinued

• Each month create an issue called "Personnel monthly updates - MONTH"
  • Throughout the month track which changes need to made (newcomers, project/personnel ending)
  • At the end of the month download previous month’s document and implement necessary changes
  • Upload the final document to the relevant file in CERNBox
  • Creat JIRA issue for next month updates

Mail Templates

Mail template to request Project Impact Report

The [project name] project ended in [month year]. Therefore, we would like to ask you to prepare the final Impact Report for this project. Please bear in mind that the report should focus on the project outcomes from the CERN/IT point of view.

You can find the Impact Report template at https://it-project-office.web.cern.ch/templates/

Please send the completed report back to us before the [deadline date].

Let us know if you have any questions.

Thank you for your collaboration

Mail template to confirm ending personnel

We are reviewing the personnel ending this month in the Project Catalogue, and we would like to confirm if [Name and Surname of the personnel] working on the [Name of the project] project is finishing on [date] as stated in the catalogue.

Could you please confirm?

Many thanks,

Mail template to confirm new personnel

We would like to confirm that the following personnel data contributing to the XX project is correct.

Name and Surname: Category: Effort Start and End date:

Are new personnel expected to be hired in the next 6 months? If yes, could you please provide us with the Name if known, category, effort and start and end date?

Please confirm XY's contribution to the XX project.

Thank you and best regards.

Mail template to provide Project Impact Report to Initiation Pathway Leader

Dear XX,

We are contacting you as leader of the XX Initiation Pathway, to provide you with the following Impact Reports:

• Project 1: Link to Impact Report in Sharepoint
• Project 2: Link to Impact Report in Sharepoint
• ...

In order to proceed with the formal closure of the projects, we would like to ask for your approval of the Impact reports.

Thanks very much in advance. YY, on behalf of the PMO Team