An Executive View of the PMO Presented by Diane Hartline Chief of E-Government

What Does a Government Executive Value the Most? An Executive View… What Does a Government Executive Value the Most?

What Executives Want… Time Just the facts Political sensitivity Patience with the system Ability to move fast Minimal paperwork Suggestions & alternatives Successful projects

Executives Want Time… Value their time and make every meeting count. Short meetings and quick updates keep things moving faster. If possible, go for hallway/elevator conversations. Never underestimate the power of the executive secretary.

Executives Want The Facts… NEVER lie or conceal the facts. It’s better to get the good, the bad and the ugly on the table. Give them enough factual background to sell the project and make the case…but don’t give them too much detail behind it. At the end of the project, be sure to capture ROI, etc.

Executives Want Political Sensitivity… Always remember they usually have a host of elected officials and executives they report to. Always remember they need to ‘sell’ the project and need ‘ammunition’ to do it. Get in the habit of creating ‘hip pocket’ talking points. Politics takes time…

Executives Need Your Patience… Project management is time & task driven and this often conflicts with the executive’s ability to get things done. A good project manager needs to be flexible and build contingencies into the timeline. In government, nothing will ever go according to plan or budget.

Executives Need to Know You Can Make it Happen Within Budget Constraints… Government IT projects often have budget or political timelines that are contrary to best practices. A project is often driven by ‘fiscal year’ or ‘available funding’ rather than how much is actually needed to do the project.

Executives Want Minimal Paperwork This is REALLY important. Include an ‘Executive Summary’ in everything you do and be prepared to read it if necessary. If signatures are needed, either coordinate with the executive secretary or put it right under their faces.

Executives Want Suggestions & Alternatives… There should NEVER be only one plan. Compromise and changes in course will most likely be needed so plan for them. If you have some ideas about new or unique solutions to the problem, don’t be afraid to suggest them.

Executives Want Successful Projects… YES! It’s critical to success that you as a project manager understand the budget process and where you are in it.

Government IT Budgeting IT is almost always an ‘Internal Fund’ In SacCounty, budget for 07/08 (July – June) began in Sept. 06 IT budget was due to CEO on Dec. 31 County departments see your budget/rates beginning in February. Department budgets are submitted in March.

Government IT Budgeting County budget hearings at Board begin in April – May. Then we all wait for the State… Final County budget is approved in September Then we begin on the next budget.

Never Forget When Dealing with Executives… Project management makes the organization accountable for the success or failure of a project. Good communication is essential.

In Closing… Q & A Diane Hartline 916.874.6739 hartlined@saccounty.net