Find out which groups want to use Asana

[katelunceford]

Let's decide if TPW has a big enough need for Asana's enterprise offering, or if we should at least centralize current licenses. Two work groups in TPW have already paid for licenses (separately, on their own) to the Asana project management software. Another group is actively interested in it, and more groups may be, too.

If the same software is being paid for by multiple groups in TPW, it should be pooled into one budget item under DTS. Let's be holistic instead of 2 procard contracts. DTS isn't here to say yes or no, but we need to be aware of each group's needs.

• Already using/paid for Asana
  • OPM (The Office of Performance Management) - Paige W., Alondra G.
    • 10 seats
  • SMP (Strategic Mobility Projects) - Michelle M.
    • Bought it in April for $800 but then decided it didn't work for their needs
• Wants to use Asana
  • SBO (Street & Bridge Operations) - Dave A.
• May want to use Asana
  • TED (Transportation Engineering) - Shelby S.

Questions to answer

OPM - likes it, just implemented it

• How did you land on this solution?
• What features do you use/plan to use?

SMP - doesn't like it, bought it in April

• What do you not like about it?
• What's missing?
• What do they use instead?

SBO - wants to implement it

• What have you already tried and why doesn't it work?
• What are your needs? Why do you want Asana?

Notes & references

• ATSD uses Wrike for project management #2788
  • Demo by Laura D.

[katelunceford]

OPM Sprint Review 7/23/24

• OPM will present an intro to / demo of Asana, how they landed on it, and what features they use/plan to use
  • Kate will schedule it in the next month, after 8/14 (per Paige's request)
  • Will invite
    • DTS - Peggy, Diana, Christina, Kate
    • OPM - Paige, Alondra
    • SBO - Dave
    • TED - Shelby
    • FSD - Erik C.
• OPM has 10 licenses under the "Advanced" tier
  • Actively using 8 (so 2 are available)
  • Asana Advanced tier is $25/month per license
  • Licenses are sold in groups of 5
  • 10 annual licenses are under the procard limit
• Dave can definitely borrow one of their licenses to test drive, but for it to work across a team, each person really needs their own license (you can't see much of anything if you don't have a license)
  • Dave wants to be on the same platform because we work a lot together
• Michael is excited by the prospect of going enterprise because
  • Enterprise has unlimited licenses/users
  • There are features only available in the enterprise tier
  • What you gain by upgrading to asana enterprise from advanced

[katelunceford]

• Diana found a City contract for 125 licenses for 3 years for $38k (couldn't find anything under CTM)
• Austin Public Health has an enterprise license
• PDD also wants a project management tool
• OPM has 10 licenses until April 2025 (paid annually)
• SMP has 5 licenses until June 2025
• SBO wants to spend $899 (annually) for licenses, too
• Could we transfer current unused licenses to another user? How would that work?
• We don't have an Asana account manager because we don't have a contract with a vendor

[katelunceford]

Q = Kate's questions A = Paige's answers

Q: How do y'all assign a seat/license to someone? A: I first purchased a set number of seats (they come in packs of 5). From there, we added the email addresses for our team members. One thing that's tricky is that if someone is added to a project, they are automatically assigned a seat. If you don't have enough seats, Asana will begin to charge you for it after a couple of weeks.

Q: Is there a particular workspace or environment (by team/function/etc.) that each seat is assigned? A: We have an OPM Team, which has members (who get seats). We can have separate portfolios under this team to group our projects.

Q: Do you know how you would reassign a seat to someone else? A: From the admin console, I can add and remove team members.

[katelunceford]

Shelby's questions for the demo (because she'll be OOO)

• The City is rolling out Asana to be used citywide?
• Will this replace other project management tools such as the project management tool in eCapris?
• Will we automatically get accounts or will this be a request/set up situation?

[katelunceford]

Asana demo by OPM #18991