Project Management –Change Required?

Gary Hewson, PMP®Project Manager

Information TechnologyRichland County School District One

October 16, 2009

EDTECH 2

Session Agenda

• Concepts• Project Management?• Why Project Management?• Why Projects Fail?• Why Project Management Fails?• RCSD1 Best Practices• Table Exercises

10/16/2009

EDTECH 3

ConceptsProject A temporary endeavor undertaken to create a unique

product or service with a defined start and end point and specific objectives that, when attained, signify completion.

Project ManagementThe application of knowledge, skills, tools, and

techniques to bring about a successful completion of specific project.

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EDTECH 410/16/2009

TRIPLE CONTRAINT

Time

Resources

Cost

Quality/Technology

EDTECH 5

Why Project Management?

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Schedule

Budget

Requirements

Increase Chance of Hitting the Target

EDTECH 7

Why Projects Fail?1. Sponsor Failure

No sponsor to multiple sponsors Lack of authority

2. Scope Failure No boundaries (included vs. excluded) Scope creep

3. Communications Failure Stakeholders left in dark “Bad news does not age well”

4. Supplier or Vendor Failure Statement of work incorrect Overstated capabilities

5. Project Discipline Failure No consistent processes Lack of due diligence

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EDTECH 8

Why Project Management Fails1. Failure to manage change

Culture Organizational

2. Lack of commitment Actions don't back up their words "Just do the work "We're wasting time”

3. Past failures Misguided attempt at implementation of project management Cumbersome, paper intensive

Takes too much focus away from the work at hand

4. Inadequate planning Self-proclaimed do-ers . Redo-ers. Unwilling to invest the time required Hard work

5. It's not about the tools Misconception that tools allow you to be a better project manager Tools do not make or brake a project 10/16/2009

EDTECH 9

RCSD1 Best Practices

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1. Project Management Office

2. Project Life Cycle

3. Scalable Methodology

4. Project Acceptance Process

5. Project Web Page

6. “4 Box“ Status Reporting

RCSD1 Project Life Cycle

INITATE

EXECUTE

PLAN

NEED

CLOSE

COMPONENTS

• Phases

• Decision points

• Gate Reviews

• Project Manager Assignment

• PM Deliverables

• Ownership

• Templates & Status Report

11

Project Acceptance Requirements Charter completed Sponsor approved IT Director approved

Approved for planning10/16/2009 EDTECH

EDTECH 12

RCSD1 Scalable Methodology

SmallMedium

Large

Project Size

ProjectManagement

Project Management

Project Management

Project Management

Methodology

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EDTECH 13

Project Review Web Page

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RCSD1 Status Reporting – “4-Box”

Project Code

ProjectName

Project Manager

LastUpdate

ProjectHealth

asof

Accomplishments - Last 14 Days Risks / Issues

Key Milestones / DeliverablesKey Activities to Complete – Next 14 Days

Risk: NoneMitigation:

Issue:Resolution strategy /plan:

Project Code ITD08001 Project

Name ITD08001 Telecom Assessment & Bill AuditProject

Manager Gary Hewson LastUpdate 09/30/09 Project

Healthasof 02/18/09G

Interviews & Site Visits 5/5/09 5/8/09 100% 05/08/09Document Collection 5/5/09 5/22/09 100% 05/22/09Wireless Audit Findings Report 6/25/09 6/25/09 100% 06/25/09Landline Audit Report 7/16/09 7/16/09 100% 07/16/09Initial Report 8/6/09 8/6/09 100% 08/06/09Receive Final Report 9/28/09 9/28/09Pre-review Final Report 9/30/09 10/22/09Final presentation and report 10/23/09 10/23/09Implement Recommendations TBD TBD

Information Technology

Microsoft Office Project Document

Closed Action items identified by RSI. Submitted disconnects for 384K video circuits

Validate foreign central office and voice mail disconnects on October A&T invoice

Process work order to change all self-managed Centrex lines to unmanaged Centrex lines.

Review draft of final report and presentation Final presentation / report scheduled 10/23/09

EDTECH 16

Table Exercise

• You have been authorized by your supervisor to attend EDTECH and report your experience back to your district.

• You started project planning for EDTECH on 09/07/09 and providing 4 Box updates.

• Your supervisor has requested you (attendee & project manager) to provide a 4 Box update as of 12 PM today. Use “4 Box” methodology to report status.

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Project Code

ProjectName

Project Manager

LastUpdate

ProjectHealth

asof

Accomplishments - Last 14 Days Risks / Issues

Key Milestones / DeliverablesKey Activities to Complete – Next 14 Days

Risk: NONEMitigation:

Issue: NONEResolution strategy /plan:

Project Code XXXYYNNN Project

Name ATTEND EDTECHProject

ManagerLast

Update 10/16/09 ProjectHealth

asof 09/07/09G

Information Technology

Microsoft Office Project Document

Activity Start Finish % C ActualSubmitted Conf. Request 9/7/09 9/7/09 100% 09/07/09Conference Registration 9/21/09 9/21/09 100% 09/21/09Attend Conference 10/14/09 10/16/09Develop supervisor update 10/19/09 10/22/09Trip reimbursement form 10/19/09 10/19/09Supervisor presentation 10/26/09 10/26/09

Confirmed hotel reservations Finalized travel plans Reviewed conference schedule Select sessions to attend Reassigned work activities during absence

Confirm supervisor presentation meeting

EDTECH 18

PM Resources• RCSD1 PM Best Practices http://pmbestpractices.wikispaces.com/

• Project Management Institute http://www.pmi.org

• Project Management InstituteSouth Carolina Midlands Chapter http://www.pmi-midlands.org

• gantthead.com http://www.gantthead.com

• SC Division of State Information Technology (DSIT)Project Management Info Center http://www.cio.sc.gov/productsandservices/pm

• Texas Project Delivery Framework http://www.dir.state.tx.us/pubs/framework

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