1 K-12: Project Management Tuesday, November 15, 2011 Jamey Ereth (MT) Jessica Perez-Rossello (MA) Ken Wagner (NY)

Jamey Ereth -- Montana 2

Project Management GEMS Project Develop Project Documents Project Charter Project Management Plan Communications Plan Project Schedule Obtain sign off from Executive Team members Weekly Status Meetings – Internal team Weekly Status Meetings – Contractor Bi-Weekly Executive Status Meetings Daily Stand Up meetings 3 K-12: Project Management -- MT

Project Management GEMS Project Central location for all documents – SharePoint Provides ability to share links to documents rather than send a whole document. Provides version control Saves space in inbox All team members have the same information All team members can refer back to historical documents Store Agenda/Meeting minutes for each meeting Build upon from week to week Tracks decisions being made and questions to follow up on Track action items 4 K-12: Project Management -- MT

Jessica Perez-Rossello -- Massachusetts 5

MA Goals for Increase PM Maturity Manage scope, cost and resources Help manage the increased number of projects identify and manage inter-dependencies across projects Improve customer relationships and delivery of their needs Provide consistency on project management deliverables regardless of contractors 6 K-12: Project Management -- MA

7 MA PM Roadmap IT Project Management Guidebook Templates: Charter, Risk, Issues Log, Change Training IT PM RTTT Adoption for Projects Training All PMs Charters and Schedules Delivery Goals Alignment of All Projects IT Adopting Unified Process Schedule Checklist Templates Development process Feb 2010 Oct 2010 June 2011 Nov 2011

Tools used Schedules in Project Web Access for all projects Project Documents: Charters, Change Request, Risk/Issues, Meeting Notes in Sharepoint Monthly Report for Sponsors and Customer Representatives

Lessons learned… Benefits Use of same language. Agreement on scope and priority before IT builds Collaborative approach between IT and business users Challenges Keeping qualified project managers Controlling change and new initiatives Culture changes 9 K-12: Project Management -- MA

Ken Wagner – New York 10

Lessons learned…  Policy/Data  Policy drives data collection; data analytics sharpen policy  Data “at the table” during senior leadership decision-making  Program (Business) / IT joint leadership  Navigating contracts and fiscal  “Message” a comprehensive and compelling agenda; but protect scope Project supports…  Credible and effective project manager  Forward driven with empowered decision makers  Stakeholder engagement and governance 11 K-12: Project Management -- NY

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Contact Info and Resources: Jamey Ereth, Jessica Perez-Rossello, Ken Wagner, To Request SST Support: Fill out a TA Request Form on GRADS 13 K-12: Project Management