Project Management 101: Practical Tips Presenters: Julie Hartmann Fall Conference November 4 – 7, 2018

Fall Conference November 4 – 7, 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 Fall Conference November 4 – 7, 2018

Fall Conference November 4 – 7, 2018 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 Fall Conference November 4 – 7, 2018

What is Project Management? Using set processes, knowledge and skills to achieve project goals ALSO: Career path with formal rules and tools Fall Conference November 4 – 7, 2018

Fall Conference November 4 – 7, 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 Fall Conference November 4 – 7, 2018

Fall Conference November 4 – 7, 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’ Fall Conference November 4 – 7, 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 Fall Conference November 4 – 7, 2018

Sample Plan: Word Document Fall Conference November 4 – 7, 2018

Fall Conference November 4 – 7, 2018 Group Exercise: Plan Our Own Task: Plan an Office Party Date: Saturday November 17th Fall Conference November 4 – 7, 2018

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 Fall Conference November 4 – 7, 2018

Fall Conference November 4 – 7, 2018 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 Fall Conference November 4 – 7, 2018

Fall Conference November 4 – 7, 2018 Wrap it Up Communicate project success Get feedback from team members Store project documents/work for future projects Fall Conference November 4 – 7, 2018

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 Fall Conference November 4 – 7, 2018

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 Fall Conference November 4 – 7, 2018

Fall Conference November 4 – 7, 2018 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 Fall Conference November 4 – 7, 2018

NCASFAA would like to thank our Professional Affiliates! Fall Conference November 4 - 7, 2018