Project Management – Change Required? Gary Hewson, PMP® Project Manager Information Technology Richland County School District One October 16, 2009

Session Agenda Definition & Concepts Project Management Concepts? Why Project Management? Why Projects Fail? Why Project Management Fails? RCSD1 Best Practices Table Exercises 10/16/20092EDTECH

Definitions Project 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 Management The application of knowledge, skills, tools, and techniques to bring about a successful completion of specific project. 10/16/2009EDTECH3

10/16/2009EDTECH4 Triple Constraints Time Resources Cost Requirements / Quality

Why Project Management? 10/16/20095EDTECH

Time Cost Requirements Increase Chance of Hitting the Target

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 10/16/20097EDTECH

Why Project Management Fails 1.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 10/16/20098EDTECH

RCSD1 Best Practices 10/16/20099EDTECH 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

Project Acceptance Requirements Charter completed Sponsor approved IT Director approved Approved for planning 10/16/ EDTECH

RCSD1 Scalable Methodology Small Medium Large Project Size Project Management Project Management Project Management Methodology 10/16/200912EDTECH

Project Review Web Page 10/16/200913EDTECH

RCSD1 Status Reporting – “4-Box”

Project Code Project Name Project Manager Last Update Project Health as of Accomplishments - Last 14 Days Risks / Issues Key Milestones / DeliverablesKey Activities to Complete – Next 14 Days Risk: None Mitigation: Issue: Resolution strategy /plan: Project Code ITD08001 Project Name ITD08001 Telecom Assessment & Bill Audit Project Manager Gary Hewson Last Update 09/30/09 Project Health as of 02/18/09 G Information Technology  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

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. 10/16/200916EDTECH

Project Code Project Name Project Manager Last Update Project Health as of Accomplishments - Last 14 Days Risks / Issues Key Milestones / DeliverablesKey Activities to Complete – Next 14 Days Risk: Registration fee lost due to sickness or family crisis. Mitigation: Alternate attendee identified Issue: NONE Resolution strategy /plan: Project Code XXXYYNNN Project Name ATTEND EDTECH Project Manager ATTENDEE Last Update 10/16/09 Project Health as of 09/07/09 G Information Technology  Confirmed hotel reservations  Finalized travel plans  Reviewed conference schedule  Select sessions to attend  Reassigned work activities during absence  Confirm supervisor presentation meeting 

PM Resources RCSD1 PM Best Practices Project Management Institute Project Management Institute South Carolina Midlands Chapter gantthead.com SC Division of State Information Technology (DSIT) Project Management Info Center 10/16/2009EDTECH18