Tackling Major Projects… and Thriving Jamie Yarbrough July 18, 2019 RMACRAO

Learning Outcomes Add to your working knowledge of project management Examples for communicating with internal and external staff Ideas for how to reward and celebrate project milestones

Types of Projects in Higher Education Initiatives System Implementations Major System Upgrades Integration Between Systems

Project Management What is a Project? “It’s a temporary endeavor undertaken to create a unique product, service or result.” – pmi.org

Project Management Triple Constraint

Project Management Project Charter Project Management Plan “…direct link between the project and strategic objectives of the organization, creates a formal record of the project, and shows the organizational commitment to the project.” –PMBOK* Guide, 6th edition Project Management Plan “…defines how the project is executed, monitored and controlled and closed.” –PMBOK Guide, 6th edition *Project Management Body of Knowledge

Project Management Stakeholders Change Management “An individual, group or organization who may affect, be affected by, or perceive itself to be affected by a decision, activity or outcome of a project.” - PMBOK Guide, 6th edition Change Management Change control process

Project Management Risk Management All Projects Carry Risk Identify Risks Probability Impact Response/Mitigation

Project Management Project Success Project Life Cycle Define what this means to the project. Why are you doing it? Success Metrics – Specific, Measurable, Attainable, Results-focused, Time-bound Project Life Cycle Project phases, check points Project Management tools Excel, MS Project, Team Dynamic, Trello, MS Teams

Team Selection Want the best staff you can get Want a diverse knowledge set It’s an opportunity Will the team member continue normal work or be 100% project focused? Vendor team members Support and Empower

Being a Team Member Problem Solver Collaboration Communication

Keys to a Successful Project Preparation Training Testing End user training Prior experience Management involved Communication Right resources Company culture

Communication In-person, phone, web conference Emails Stakeholder meetings Project Sponsor Newsletters Website

Team Support Keep them informed Appreciate your team Make it fun! Certificates Celebrations

End User Training Options In Person Documentation Available Video Tutorial Try it on their own

Banner 9 Upgrade Project Worked in B9 BANPROD for the entire day – Bubbles “You blow us away!” Updated documentation in B9 – Play Dough “Thank you for re-molding our office documentation!” Worked in B9 BANPROD outside of Banner Thursdays Banner 9 Buddy and Candy Dolphin – “Thank you for swimming forward” Turtle – “Thank you for paddling forward” Fish – “Thank you for swimming forward” Frog – “Thank you for hopping forward” Duck – “Thank you for sailing forward" Worked a bit in B9 on Banner Thursdays on and off - Tell us what you did! PROD/Candy | TEST/Sticker

Review the Project Lessons Learned What went well? What didn’t go well? How can we improve next time?

Share Your Experiences Did you use formal project management, or just get it done? What have you done to keep the project team engaged? If you could do something different on your next project, what would you do? What works for communicating on your campus? How much scope creep have you had sneak into your project?