Lessons Learned: Lessons Learned: Communications as an Communications as an

Effective Project Management ToolEffective Project Management Tool

Mr. Gino MagnificoMr. Gino MagnificoDeputy Program ManagerDeputy Program ManagerDoD Standard Procurement SystemDoD Standard Procurement System

October 26, 2004October 26, 2004

Project Management InstituteKnowledge Exchange Forum

Talking PointsTalking Points

• Why You Should Care About Communications• Standard Procurement System 101• SPS: Yesterday, Today, Tomorrow• From Target to Triumph: How Communications Made

a Difference in SPS• Lessons Learned• Questions/Discussion

Communications: The Heart of Every ProjectCommunications: The Heart of Every Project

• No Project can reach its true potential without successful communications

• It’s up to YOU, the Project Manager, to institute communications

• Communications can – and does – make a difference:– Users– Budget– Media – Vendors/Partners

Communication lessons learned from SPS can be applied to any Program or Project

Standard Procurement System (SPS) 101Standard Procurement System (SPS) 101

• Automated contracting system• Standardizes procurement

processes across DoD– 23,000 users, 800 locations

worldwide– Used in FY03 to purchase more than

$48B in goods and services– Establishes framework for business

intelligence tools– Will replace 70+ legacy systems– Cornerstone of DoD Acquisition

Domain– Only standard business solution

in DoD

SPS: Yesterday, Today and TomorrowSPS: Yesterday, Today and Tomorrow

• A “Challenged” Program– GAO Reports– Low user satisfaction– Media punching bag

• Today: A Different Story– Prestigious national awards– Strong budget, stakeholder support– Increased user satisfaction– Cornerstone of DoD Acquisition

Domain

• Tomorrow– Replacing 70+ legacy systems– The contracting system for all of DoD

From Target to TriumphFrom Target to Triumph

• SPS was a target– For Media– For Congress– For Disgruntled Users

• Bring the Experts on Board• Develop a Communications Plan:

Your Results will Depend on Your Strategy

– Goals– Audiences– Messages– Tactics– Timeline– Budget– Measurement

From Target to TriumphFrom Target to Triumph

• Reaching the User Audience– Monthly, on-line newsletter

• 9,000+ readers/month• Timely, good news• Sense of community

– Users’ Conferences• Face-to-face communication

– Trade Publication Articles– Exhibits/demos– Website– Fact Sheets– Screensavers– Videos/Multimedia presentations– User Satisfaction Manager

From Target to TriumphFrom Target to Triumph

• Audience: Stakeholders, Congress, Media– Website– Awards

• 2004 American Council for Technology Intergovernmental Solutions Award • 2004 APEX Award for Publication Excellence • 2004 FOSE Showcase in Excellence Outstanding Federal Program• 2004 Government Computer News “Government Leadership Award”• 2004 Intergovernmental Solutions Award • 2004 Finalist: Excellence.Gov • 2003 Fed 100• 2003 Grace Hopper “Government Technology

Leadership Award” • 2003 Print Media Communicator Awards

– Exhibits– Trade Publication Articles– Media interviews– Media kit

• Folder, fact sheets, bios, brochures– Speeches– Users’ Conferences– Briefings

Lessons LearnedLessons Learned

• Everything rises and falls on leadership

– Good projects deserve good press

– Good leaders make sure good press happens

– Listen to your communities • 2-way communication =

successful communication• Bring in the experts

– Don’t leave one of the most important elements of your project success to generalists

• Your results will depend on your strategy

– Money is not the driver… strategy is

• Measurement– You measure other elements of

your project (cost, risk, etc.), why not communications?

Questions and DiscussionQuestions and Discussion

• More information on SPS: www.spscoe.sps.eis.army.mil– Gino Magnifico

Deputy Program Manager, (703) 460-1317

• More information on SPS Communications:– Linda Polonsky-Hillmer

President, CorpComm Inc., (540) 834-2467