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Project Leadership Autumn 2011. Learning Objectives Awareness-raising; instill common language of project planning and delivery Provide helpful project.

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Presentation on theme: "Project Leadership Autumn 2011. Learning Objectives Awareness-raising; instill common language of project planning and delivery Provide helpful project."— Presentation transcript:

1 Project Leadership Autumn 2011

2 Learning Objectives Awareness-raising; instill common language of project planning and delivery Provide helpful project tools Seek commitment to champion project leadership principles Autumn 2011Project Leadership2 A rising tide lifts all boats

3 Context and Background About doing work well Helping you achieve project goals/outcomes….a means to an end Just Do It – really?? Autumn 2011Project Leadership3

4 Context and Background The work of the college is a combination of operations and projects……occur simultaneously. Autumn 2011Project Leadership4 We need to be able to serve lunch while renovating the kitchen! --Dr. Jan Rogers

5 Project Leadership Defined The application of knowledge, experience, skills, tools, and techniques to project activities in order to meet project requirements and objectives. Project Management Institute Project leaders help turn ideas into action Project Leadership5Autumn 2011

6 Project Characteristics Temporary; clear beginning and end Unique product, service or result Progressive elaboration Require resources Has primary sponsor Vary in size and complexity Involves uncertainty Sometimes, work needed beyond normal operational limits Autumn 2011Project Leadership6

7 Projects and Operational Work Autumn 2011Project Leadership7 Temporary and unique On-going and repetitive Work done by people Constrained by limited resources Planned, executed and controlled PROJECT WORK OPERATIONAL WORK

8 Project or Operational - Quiz 1. Switch to Semesters 2. Quarterly Financial Aid processing 3. Student Registration 4. Select and implement new package tracking system 5. Building course catalog 6. Switch CSCC banker 7. Replace all printers across campus 8. Reaffirmation of Accreditation 9. Renovation of Union Hall 10. Update course content and programs of study 11. Building and opening Delaware campus 12. Scheduling sections for each term 13. Set up file suite for new Financial Aid year 14. Rollout Document Management System to each department 15. Replace printers as they wear and tear 16. Design/Develop a new course 17. Back door access to Bookstore Autumn 2011Project Leadership8 Project Operational Project Operational Project Operational Project Operational Project Operational Project

9 Project Success Factors From your experience, what has made projects successful? Autumn 2011Project Leadership9

10 Project Success Factors Administrator or Cabinet support Clear objectives, benefits and requirements Focused and well defined scope Start less, finish more – focus resources Experienced project leadership User and department involvement and ownership Repeatable and common project approach/methods Team mindset (No heroes) Important work moved to middle of desk Autumn 2011Project Leadership10

11 Benefits of Project Approach In your experience, what benefits have you seen? Autumn 2011Project Leadership11

12 Benefits of Project Approach Repeatable methods and forms drives efficiency Align project team toward common goal Enhance project communication to many stakeholders Work gets done effectively, timely and with quality Discipline to achieve benefits (a means to an end). More efficient use of resources Project leaders can help each other Shorter implementation times Communication of successes to share for future projects Autumn 2011Project Leadership12

13 Basic Project Lifecycle Autumn 2011Project Leadership13 Initiation Planning Execution Control & Monitor Closeout Project Management Institute http://www.pmi.org/ http://www.pmi.org/

14 From Idea to Approved Project An idea is NOT a project Idea college collaboration proposal project! Project proposals linked to annual resource planning process Ensure sponsorship from the start Raise culture of rewarding project planning Autumn 2011Project Leadership14

15 Project Proposals Strategic priorities drive selected projects Cant implement all projects… start less, finish more Cabinet sponsors determine which projects get implemented…. Autumn 2011Project Leadership15 Project Proposals go to your Administrator / VP

16 Project Thought Framework What are we doing? And why? Who is involved? What are key milestones? What do we want to get done, by who, and by when? How can we launch project successfully? How do we monitor our progress? What might hinder our progress? How do we mitigate? Who needs to know what, when and how? How do we resolve key decisions effectively? How do we officially close the project? Autumn 2011Project Leadership16

17 What are we doing? And why? Who is involved? What are key milestones? What do we want to get done and by when? How can we launch project successfully? How do we monitor our progress? What might hinder our progress? How do we mitigate? Who needs to know what, when and how? How do we resolve key decisions effectively? How do we officially close the project? Supporting Project Tools Charter and Scope Organization and Roles Milestone List Work plan and Schedule Kickoff Guidelines Progress Report Risk Plan and Mitigation Communication Plan Key Business Decision (KBD) Closeout Document Autumn 2011Project Leadership17

18 Project Charter Executive Summary Background and Context Purpose Objectives and Benefits Scope Milestone Summary Organization and Roles Major Assumptions Initial Barriers and Constraints Success Factors Guiding Principles Autumn 2011Project Leadership18 Charter provides consistent communication of key project information to a wide range of stakeholders

19 Organization and Roles Autumn 2011Project Leadership19 Sponsors / Steering Project Leadership Core Implementation Team Subject Matter Experts Promote and drive the work Plan and do the work Advise on the work Part time, consistent meeting schedule Middle of desk, dedicated resources Part time, as needed

20 Milestone List Milestones are stakes in the ground for more detailed project work planning Month or week granularity Red, Yellow, Green status Interdependency of milestones Project team awareness of all milestones Autumn 2011Project Leadership20

21 Work Plan and Schedule Link activities to milestones Hour estimate Activity owners Start and end dates Dependencies Progress tracking Gantt format to show project schedule over time Level of granularity of activities varies by project Autumn 2011Project Leadership21

22 Project Kickoff Guidelines Official start Visible and reiterated sponsorship Align project participants around goals Communicate the charter Review known project roles Common understanding of milestones Autumn 2011Project Leadership22

23 Progress Report Time period Major accomplishments Current activities Current challenges Attached milestone list Attached – any other supporting documents (i.e. budget analysis) Autumn 2011Project Leadership23

24 Risk Plan and Mitigation List of project risks Risks identified early and throughout project Probability and impact Mitigate or Accept? Risk mitigating actions Project sponsors and team identify risks and mitigating actions; collective minds Autumn 2011Project Leadership24 All projects have risk! How well you identify and manage them impacts success.

25 Communications Plan Plan Overview and Objectives Types of Information needing communicated Audience / Stakeholder analysis; internal and external Communication methods and vehicles Timing of communications Anticipated Challenges Autumn 2011Project Leadership25

26 Key Business Decision (KBD) KBD title and author Background and description Key assumptions Multiple options; pros/cons Recommendation Next steps based on recommendation Review and approvals required Autumn 2011Project Leadership26

27 Project Closeout Document to guide closeout meeting Document lessons learned and success factors Confirm operational acceptance Communicate project success Celebration and thank yous Autumn 2011Project Leadership27

28 Project Document Templates CSCC Website….. Faculty & Staff…. Resources…. Project Document Templates Autumn 2011Project Leadership28

29 …and we value your feedback Autumn 2011Project Leadership29


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