Project Management Project Management EssentialsEssentials

Springfield Public SchoolsSpringfield Public Schools2010-20112010-2011

What is a What is a Project?Project?

According to the According to the Project Management Project Management Institute (PMI)Institute (PMI)::

““A project is a temporary endeavor undertaken to A project is a temporary endeavor undertaken to create a unique product, service, or result.”create a unique product, service, or result.”

SPS further defines a projectSPS further defines a project. . .. . . Any task or set of tasks that will require at least 75 hours of Any task or set of tasks that will require at least 75 hours of

staff time to completestaff time to complete• OROR

Any task or set of tasks that will result in a significant change Any task or set of tasks that will result in a significant change to an SPS policy, procedure, or practiceto an SPS policy, procedure, or practice

• ANDAND Requires the involvement of more than one SPS departmentRequires the involvement of more than one SPS department

How does a Project differ from How does a Project differ from Operational WorkOperational Work??

According to the According to the Project Management Project Management Institute (PMI)Institute (PMI)::

““Projects and Operational Work differ primarily in Projects and Operational Work differ primarily in that that operations are ongoing and operations are ongoing and repetitiverepetitive, while , while projects are temporary projects are temporary and uniqueand unique.” (note: a project can become .” (note: a project can become operational work)operational work)

““The purpose of a project is to attain its objective The purpose of a project is to attain its objective and then terminate. Conversely, the objective and then terminate. Conversely, the objective of an ongoing operation is to sustain the of an ongoing operation is to sustain the business.”business.”

How are Projects selected?How are Projects selected?

Projects are utilized as a means of Projects are utilized as a means of achieving an organization’s strategic achieving an organization’s strategic plan.plan.

Projects are the result of a:Projects are the result of a:• business process “fix” or “hole”business process “fix” or “hole”• new organizational neednew organizational need• legal requirementlegal requirement• ““customer” requestcustomer” request• other business need… other business need…

What are What are “The Triple Constraints”?“The Triple Constraints”?

(“The Project Management Triangle”)(“The Project Management Triangle”)

What is What is Project Management?Project Management?

Project Management is …Project Management is …

the application of knowledge, skills, tools, the application of knowledge, skills, tools, and techniques to project activities to and techniques to project activities to meet project requirements.meet project requirements.

accomplished through 5 PM processes:accomplished through 5 PM processes:• Initiating (OITA Request)Initiating (OITA Request)• PlanningPlanning• ExecutingExecuting• Monitoring and ControllingMonitoring and Controlling• Closing (Terminate)Closing (Terminate)

PMI Process PhasesPMI Process Phases

Initiation Closeout

Planning

Executing

Monitoring andControl

Point of ProjectPrioritization

Project FlowProject Flow

SPS Project Plan TemplateSPS Project Request Template

Request

Project Requestor Coompletes 1st

Two Tabs of SPS Project Request

Template

Capacity Worksheet

Request Evaluation

Project Requestor, with PMO help, completes the SPS Project

Request Template

Request reviewed by Cabinet and prioritized

Project Team Assembled

SPS Project Plan Template completed

Charter

Stakeholder Analysis

Project Plan

Implementation

Monthly Status Report to Cabinet

Evaluation of Implementation

Project Review Team reviews Project Plan

Project scope meeting with

Project Management

Office

Capacity review with Project

Management Office

Project definition meeting

Project Requestor Submits an OITA

Ticket

Project Review Team reviews and

rates request, making priority

recommendation

Project Management

Office sends SPS Project Request

Template

Procurement Plan

Training Plan

Project Completed

Pro

ject

R

eq

ue

st

Pro

cess

Pro

ject

M

an

ag

e-

me

nt

Pro

cess

More information needed, not approved

ApprovedHigh priority

ApprovedLow priority

Project is approved, but low priority or on hold

More work neededApproved

Project Management Officeq Paul Fosterq Deb Gendreauq Jamie Banuski

Project Review Teamq Mary Ellen Baron, Federal Prog.q Veta Daley, Schoolsq Diane DeVivo-Panico, HRq Debra Duncan, Operationsq Ann Ferriter, Academicsq Mary Ann Morris, SPEDq Pat Roach, Business Officeq Jeff Welch, PACEq Paul Fosterq Deb Gendreauq Jamie Banuski

Cabinet Prioritizationq By what date must

the project be complete?

q How important is the project on a scale from 1 to 3 (1 = low, 2 = medium, and 3 = high)?

q Among the high priority projects, where does this rank?

Project Review TeamProject Review Team

Name

Department RepresentedMary Ellen Baron Federal ProgramsVeta Daley SchoolsDiane Devivo-Panico Human ResourcesDebra Duncan OperationsAnn Ferriter AcademicsMary Anne Morris Pupil ServicesPatrick Roach Business OfficeJeff Welch PACEPaul Foster Project Management TeamDeb Gendreau Project Management TeamJamie Banuski Project Management Team

SPS Project Request TemplateSPS Project Request Template

Project Request FormProject Request Form

Request Evaluation FormRequest Evaluation Form

Capacity WorksheetCapacity Worksheet

SPS Project Plan TemplateSPS Project Plan Template

Project CharterProject Charter

Stakeholder Analysis and Stakeholder Analysis and Communication PlanCommunication Plan

Project PlanProject Plan

Procurement PlanProcurement Plan

Training PlanTraining Plan

Advice: Plan, Plan, PlanAdvice: Plan, Plan, Plan

Depending on the source, Depending on the source, oneone hour hour of planning saves…of planning saves…• 20 – 200 hours of corrective activity20 – 200 hours of corrective activity• 10 hours of doing10 hours of doing• 100 hours of support100 hours of support

Advice:Advice:

Understand your project wellUnderstand your project well Choose your team wisely – include a Choose your team wisely – include a

representative of all stakeholdersrepresentative of all stakeholders Start and End meetings on timeStart and End meetings on time Pay attention to risks Pay attention to risks Pay attention to milestonesPay attention to milestones Document everythingDocument everything

Process EssentialsProcess Essentials

Springfield Public SchoolsSpringfield Public Schools2010-20112010-2011

What is a Process?What is a Process?

A process is a repeatable series of actions A process is a repeatable series of actions taken to produce a result that delivers taken to produce a result that delivers value for one or more stakeholders.value for one or more stakeholders.

Processes must be managed as enterprise Processes must be managed as enterprise assets.assets.

((Analysis and Design of Business ProcessAnalysis and Design of Business Process

Enterprise Alignment and Boston University)Enterprise Alignment and Boston University)

What is an What is an IdealIdeal Business Process?Business Process?

““Doing the right thing,Doing the right thing,right the first time,right the first time,

on time,on time,every time.”every time.”

((Seven Steps to Improved Work Flows -Seven Steps to Improved Work Flows - Boston University)Boston University)

Modified Steps for Modified Steps for Business Process AnalysisBusiness Process Analysis

1.1. Brainstorm the processes that your Brainstorm the processes that your business usesbusiness uses

2.2. Group them into:Group them into: Guiding ProcessesGuiding Processes Core ProcessesCore Processes Enabling ProcessesEnabling Processes

3.3. Select a process to work onSelect a process to work on

Modified Steps for Modified Steps for Business Process AnalysisBusiness Process Analysis

4.4. Identify the Stakeholders for the selected Identify the Stakeholders for the selected processprocess

5.5. Formulate your process Vision and Formulate your process Vision and Performance TargetsPerformance Targets

Produce a common understanding of the Produce a common understanding of the project success criteriaproject success criteria

Do you have both the means Do you have both the means andand the will to the will to implement a particular objective?implement a particular objective?

6.6. Define the process scopeDefine the process scope What is in and what is outWhat is in and what is out Start and End Points of the process Start and End Points of the process Inputs, Guides, Outputs, EnablersInputs, Guides, Outputs, Enablers

Modified Steps for Modified Steps for Business Process AnalysisBusiness Process Analysis

7.7. Define the approach and standardsDefine the approach and standards Define the approachDefine the approach Define the critical success factorsDefine the critical success factors Define the initial team structure/rolesDefine the initial team structure/roles Establish team tools and templatesEstablish team tools and templates

8.8. Create an initial Business CaseCreate an initial Business Case Why, How, What, When, Where, WhoWhy, How, What, When, Where, Who

9.9. Develop a Communication and Develop a Communication and Change programChange program

Modified Steps for Modified Steps for Business Process AnalysisBusiness Process Analysis

10.10. Model the existing processModel the existing process Linear FlowchartLinear Flowchart SwimlanesSwimlanes

11.11. Perform a process health checkPerform a process health check Green = OKGreen = OK Yellow = So SoYellow = So So Red = New or BrokenRed = New or Broken

12.12. The Reds and Yellows become The Reds and Yellows become ProjectsProjects to be worked on. to be worked on.