Project Management 101: Practical Tips Presenters: Julie Hartmann Spring Conference April 9 – 11, 2018

Spring Conference April 9 – 11, 2018 What is a Project? Temporary work done to create a unique product or service Characteristics: Established start and end dates Easy to recognize when the work is complete Not routine Spring Conference April 9 – 11, 2018

Spring Conference April 9 - 12, 2017 Project or Not? Painting a House Completing verification of FAFSA data for a student Implementing a new Financial Aid Management system Designing and producing the release of the Iphone X Manufacturing the Iphone X and delivering to customers Spring Conference April 9 - 12, 2017

What is Project Management? Using set processes, knowledge and skills to achieve project goals ALSO: Career path with formal rules and tools Spring Conference April 9 – 11, 2018

Spring Conference April 9 – 11, 2018 Why focus on PM? Supports Project Success!!! More likely to: Complete objectives on time Fully meet the required end goal – ensuring quality Minimize impact to regular operations and other projects Spring Conference April 9 – 11, 2018

Spring Conference April 9 – 11, 2018 Start with: The Plan Make sure The Plan includes: What needs to get done Official term: ‘deliverables’ Who needs to do the work Official term: ‘resources’ When it needs to get done by Official term: ‘implementation date’ How you are going to communicate Official term: ‘communication plan’ Spring Conference April 9 – 11, 2018

Tracking Tools: The Plan Professional Tracking/Documenting Tools: Microsoft Project Zoho Project LiquidPlanner Workfront Alternative Tracking/Documenting Tools: Microsoft Word Microsoft Excel Email Paper/Pen Spring Conference April 9 - 12, 2017

Sample Plan: Word Document Spring Conference April 9 - 12, 2017

Spring Conference April 9 - 12, 2017 Group Exercise: Plan Our Own Task: Paint the Kitchen Start Date: Saturday May 5th Must be completed by EOD: Monday May 7th Spring Conference April 9 - 12, 2017

Execute: Rules of Thumb Get the execution phase started with a ‘kick-off’ meeting or email where the plans and details are rolled out to everyone who is working on the project Reference your plans; have them easily accessible for all team members Stick to your communication plan whenever possible Keep track of work progress compared to deadlines Spring Conference April 9 - 12, 2017

Spring Conference April 9 - 12, 2017 Execute: Keep In Mind When the unexpected occurs: Go back to your plans and re-assess Communicate changes with your team members Sometimes plans need to change: Unexpected problems come up Plans aren’t perfect; we might have forgotten something Resources might change Budgets constraints change Spring Conference April 9 - 12, 2017

Spring Conference April 9 - 12, 2017 Wrap it Up Communicate project success Get feedback from team members Store project documents/work for future projects Spring Conference April 9 - 12, 2017

Change Management: Challenges Some challenges you may face – changing your approach: Informal office culture Resistance to visibility of work progress Perceived or real loss of control/decision making authority Concern about wasted time with ‘non-productive’ project activities Spring Conference April 9 - 12, 2017

Change Management: Tips Explain yourself – bring people along Get support – from team members and your bosses Take small steps – don’t expect huge change to happen overnight Model positive behavior Spring Conference April 9 - 12, 2017

Spring Conference April 9 - 12, 2017 Resources Book: Project Management for the Unofficial Project Manager, Franklin Covey Title (multiple authors) https://www.workzone.com/wp-content/uploads/Workzone-The-Project- Management-Starter-Guide.pdf Seminar: http://www.amanet.org/training/seminars/essentials-of- project-management-for-the-nonproject-manager.aspx https://coach4growth.com/coaching-resources/business-process- improvement/simple-project-planning-for-non-project-managers Spring Conference April 9 - 12, 2017

Please visit them and let them know how much you appreciate it. NCASFAA would like to thank our Professional Affiliates for their support. Please visit them and let them know how much you appreciate it. Spring Conference April 9 – 11, 2018