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Oregon Central Voter Registration
Project
Success: Strong Sponsorship, Statewide Involvement…
Project Management
Presented by: Julie Pearson-Ruthven, PMP
May 3, 2006
Performance Against
Goals
Meet Federal HAVA Requirement
•by January 2006
•Statewide Central Voter Registration
•for $10 million
PLUS…
Oregon Specific Goals
Election Management Application (1/06)
Public Data Base (7/06)
On-going Program (6/06)
Negative Press (Never)
Actual:
Federal: Goals Met!
State: Almost There
Project Organization Initiation and Planning
PhasesPROJECT
MANAGEMENT
Peo
pl
e Pro
cess P
rod
uct
OCVR Initial Project Team
•Project Executive
•Project Administrator
•Technical Lead
People – Project Executive• Manage Stakeholders
• Gather Functional Requirements
• Communication Plan
Process - Project Administrator• Contracts
• Schedule
• Budget
Product : Technical Subject Matter Experts
• Technical requirements
• Infrastructure
• Hardware
Project Organization Executing, Controlling. and
ClosingPROJECT EXECUTIVEPeople, Process, Product
Ven
do
r
Stakeh
old
er G
rou
ps
Initiation
From “to me” to “with me”buy-in and support starts here!
Steering Committee
RFP Development Teams
Interviews on Their Turf
Achieving Change
Project Planning
Once you have Support and Buy-in
you need to keep it!
• Project Sponsors VERY Involved
• All Stakeholders Continue to be Involved
Planning – Involve Stakeholders
Weekly Sponsor Status Meetings
Joint Application Development (JAD) Sessions
Requirements Sub - JAD Team
Standards Committee
Inter Governmental Agreement Drafting Team
Data Migration – Dupe Check & Gap Analysis
The OCVR Team was awarded the State Purchasing Team Award in 2004 for the process used for the RFP development.
Project Planning Communicate and Document
for Success
Insert map of Oregon all going to one system
Nothing beats Person to Person Interviews
County Systems Before OCVR
How the Project Was Managed
Communication Management Status Meetings
JADs
Communication Matrix
Video Conferencing
Statewide conference calling
Go-to-Meetings
Site visits
News Flashes
Annual Conferences
The Five C’s of Communication
•Connection•Concern•Clarity•Candor•Commitment
The Four P’s of Planning Communication
•Purpose•Picture•Plan•Part
AudienceVehicle of
CommunicationFrequency Medium Source Delivered by
Sensitivities
Date Delivered
Expected Result
OCVR In-Sync Team
Meetings Weekly - one hour
in person team members
SOS Project Team
Update absent members timely
Every Monday. 8:30 am-9:30am
Status update- next steps
OCVR Exec Team
Meetings Weekly - one hour
in person, email, phone
OCVR Team Project Director Politics Meetings every
Monday 1:30-2:30, phone and emails as needed
Project Update, new business, Heads-up, executive decisions
Vendor/SOS Team
Meetings Monthly-2 hours in person, email, phone
team members
Project Administrator/Project Executive
timing of meetings. Absent members
Meetings first
Thursday of each month. Phone,
email as needed
Project planning, risk awareness, quality assurance tracking, team communications
HAVA Team/Committee
Meetings Monthly in person team member
Project Director scope, politics, funding
as scheduled
Stay current on HAVA activities and report OCVR status
OCVR Steering Committee
Meetings Monthly-Quarterly depending on project activities
in person, email, video, phone conference
OCVR Team/Members
Project Executive, Deputy SOS
Update absent members timely
As needed Project Update, decisions
Change Management
Application Issues Tracking
Contract Changes
Business Process and Standards
Quality Assurance & Support
• Third Party QA
• Interviewed Major Stakeholders
• Quarterly Risk Reports
Key Lessons Learned
Learned is the key…Lessons are hard to learn, but sure makes the race to the finish line easier for the whole team!!!
Questions & Comments
Julie Pearson- Ruthven, PMP
Office: 503-986-2167
Cell: 503-302-4255
Please feel free to contact me at:
