Project Management Essentials Springfield Public Schools

What is a Project? According to the Project Management Institute (PMI): According to the Project Management Institute (PMI): A project is a temporary endeavor undertaken to create a unique product, service, or result. SPS further defines a project... SPS further defines a project... Any task or set of tasks that will require at least 75 hours of staff time to complete Any task or set of tasks that will require at least 75 hours of staff time to complete OROR Any task or set of tasks that will result in a significant change to an SPS policy, procedure, or practice Any task or set of tasks that will result in a significant change to an SPS policy, procedure, or practice ANDAND Requires the involvement of more than one SPS department Requires the involvement of more than one SPS department

How does a Project differ from Operational Work? According to the Project Management Institute (PMI): According to the Project Management Institute (PMI): Projects and Operational Work differ primarily in that operations are ongoing and repetitive, while projects are temporary and unique. (note: a project can become operational work) The purpose of a project is to attain its objective and then terminate. Conversely, the objective of an ongoing operation is to sustain the business.

How are Projects selected? Projects are utilized as a means of achieving an organizations strategic plan. Projects are utilized as a means of achieving an organizations strategic plan. Projects are the result of a: Projects are the result of a: business process fix or holebusiness process fix or hole new organizational neednew organizational need legal requirementlegal requirement customer requestcustomer request other business need…other business need…

What are The Triple Constraints? (The Project Management Triangle)

What is Project Management? Project Management is … the application of knowledge, skills, tools, and techniques to project activities to meet project requirements. the application of knowledge, skills, tools, and techniques to project activities to meet project requirements. accomplished through 5 PM processes: accomplished through 5 PM processes: Initiating (OITA Request)Initiating (OITA Request) PlanningPlanning ExecutingExecuting Monitoring and ControllingMonitoring and Controlling Closing (Terminate)Closing (Terminate)

PMI Process Phases Initiation Closeout Planning Executing Monitoring and Control Point of Project Prioritization

Project Flow

Project Review Team Name Department Represented Mary Ellen Baron Federal Programs Veta Daley Schools Diane Devivo-Panico Human Resources Debra Duncan Operations Ann Ferriter Academics Mary Anne Morris Pupil Services Patrick Roach Business Office Jeff Welch PACE Paul Foster Project Management Team Deb Gendreau Project Management Team Jamie Banuski Project Management Team

SPS Project Request Template

Project Request Form

Request Evaluation Form

Capacity Worksheet

SPS Project Plan Template

Project Charter

Stakeholder Analysis and Communication Plan

Project Plan

Procurement Plan

Training Plan

Advice: Plan, Plan, Plan Depending on the source, one hour of planning saves… 20 – 200 hours of corrective activity20 – 200 hours of corrective activity 10 hours of doing10 hours of doing 100 hours of support100 hours of support

Advice: Understand your project well Understand your project well Choose your team wisely – include a representative of all stakeholders Choose your team wisely – include a representative of all stakeholders Start and End meetings on time Start and End meetings on time Pay attention to risks Pay attention to risks Pay attention to milestones Pay attention to milestones Document everything Document everything

Process Essentials Springfield Public Schools

What is a Process? A process is a repeatable series of actions taken to produce a result that delivers value for one or more stakeholders. Processes must be managed as enterprise assets. (Analysis and Design of Business Process Enterprise Alignment and Boston University) Enterprise Alignment and Boston University)

What is an Ideal Business Process? Doing the right thing, right the first time, on time, every time. (Seven Steps to Improved Work Flows - Boston University) Boston University)

Modified Steps for Business Process Analysis 1. Brainstorm the processes that your business uses 2. Group them into: Guiding Processes Guiding Processes Core Processes Core Processes Enabling Processes Enabling Processes 3. Select a process to work on

Modified Steps for Business Process Analysis 4. Identify the Stakeholders for the selected process 5. Formulate your process Vision and Performance Targets Produce a common understanding of the project success criteria Produce a common understanding of the project success criteria Do you have both the means and the will to implement a particular objective? Do you have both the means and the will to implement a particular objective? 6. Define the process scope What is in and what is out What is in and what is out Start and End Points of the process Start and End Points of the process Inputs, Guides, Outputs, Enablers Inputs, Guides, Outputs, Enablers

Modified Steps for Business Process Analysis 7. Define the approach and standards Define the approach Define the approach Define the critical success factors Define the critical success factors Define the initial team structure/roles Define the initial team structure/roles Establish team tools and templates Establish team tools and templates 8. Create an initial Business Case Why, How, What, When, Where, Who Why, How, What, When, Where, Who 9. Develop a Communication and Change program

Modified Steps for Business Process Analysis 10.Model the existing process Linear Flowchart Linear Flowchart Swimlanes Swimlanes 11.Perform a process health check Green = OK Green = OK Yellow = So So Yellow = So So Red = New or Broken Red = New or Broken 12.The Reds and Yellows become Projects to be worked on.