Oregon Central Voter Registration Project Success: Strong Sponsorship, Statewide Involvement… Project Management Presented by: Julie Pearson-Ruthven, PMP May 3, 2006

Performance Against Goals

Meet Federal HAVA Requirement by January 2006 Statewide Central Voter Registration for $10 million PLUS…

Oregon Specific Goals  Election Management Application (1/06)  Public Data Base (7/06)  On-going Program (6/06)  Negative Press (Never)

Actual: Federal: Goals Met! State: Almost There

Project Organization Initiation and Planning Phases PROJECT MANAGEMENT People ProcessProduct

OCVR Initial Project Team Project Executive Project Administrator Technical Lead

People – Project Executive Manage Stakeholders Gather Functional Requirements Communication Plan

Process - Project Administrator Contracts Schedule Budget

Product : Technical Subject Matter Experts Technical requirements Infrastructure Hardware

Project Organization Executing, Controlling. and Closing PROJECT EXECUTIVE People, Process, Product Vendor Stakeholder Groups

Initiation From “to me” to “with me” buy-in and support starts here!  Steering Committee  RFP Development Teams  Interviews on Their Turf

Achieving Change

Project Planning Once you have Support and Buy-in you need to keep it! Project Sponsors VERY Involved All Stakeholders Continue to be Involved

Planning – Involve Stakeholders  Weekly Sponsor Status Meetings  Joint Application Development (JAD) Sessions  Requirements Sub - JAD Team  Standards Committee  Inter Governmental Agreement Drafting Team  Data Migration – Dupe Check & Gap Analysis

 The OCVR Team was awarded the State Purchasing Team Award in 2004 for the process used for the RFP development. Project Planning Communicate and Document for Success

Insert map of Oregon all going to one system Nothing beats Person to Person Interviews

County Systems Before OCVR

How the Project Was Managed Communication Management  Status Meetings  JADs  Communication Matrix  Video Conferencing  Statewide conference calling  Go-to-Meetings  Site visits  News Flashes  Annual Conferences

The Five C’s of Communication Connection Concern Clarity Candor Commitment

The Four P’s of Planning Communication Purpose Picture Plan Part

Audience Vehicle of Communication FrequencyMediumSourceDelivered by Sensitivitie s Date Delivered Expected Result OCVR In-Sync Team MeetingsWeekly - one hour in personteam members SOS Project Team Update absent members timely Every Monday. 8:30 am- 9:30am Status update- next steps OCVR Exec Team MeetingsWeekly - one hour in person, , phone OCVR Team Project DirectorPoliticsMeetings every Monday 1:30-2:30, phone and s as needed Project Update, new business, Heads-up, executive decisions Vendor/SOS Team MeetingsMonthly-2 hoursin person, , phone team members Project Administrator/Pr oject Executive timing of meetings. Absent members Meetings first Thursday of each month. Phone, as needed Project planning, risk awareness, quality assurance tracking, team communications HAVA Team/Committ ee MeetingsMonthlyin personteam member Project Directorscope, politics, funding as scheduled Stay current on HAVA activities and report OCVR status OCVR Steering Committee MeetingsMonthly- Quarterly depending on project activities in person, , video, phone conference OCVR Team/Memb ers Project Executive, Deputy SOS Update absent members timely As neededProject Update, decisions

Change Management  Application Issues Tracking  Contract Changes  Business Process and Standards

Quality Assurance & Support Third Party QA Interviewed Major Stakeholders Quarterly Risk Reports

Key Lessons Learned

Learned is the key… Lessons are hard to learn, but sure makes the race to the finish line easier for the whole team!!!

Questions & Comments

Julie Pearson- Ruthven, PMP Office: Cell: Please feel free to contact me at: