Springfield Public Schools 1 Project Management Methodologies in Support of Student Achievement

Springfield Public Schools Schools 50+ Schools 46+ Buildings 46+ Buildings 2,700 teachers 2,700 teachers 27,000 students 27,000 students 76% Free & Reduced Eligible 76% Free & Reduced Eligible

Springfield Public Schools 3 Mission Goal 1: Maximize the performance of all student learners Goal 1: Maximize the performance of all student learners Goal 2: Maximize the performance and productivity of all adult learners Goal 2: Maximize the performance and productivity of all adult learners Goal 3: Maximize the quality and the delivery of support systems for student and adult learning Goal 3: Maximize the quality and the delivery of support systems for student and adult learning To build a Culture of Achievement in all schools and in all classrooms that ensures the delivery of educational experiences in which all learners achieve success.

Springfield Public Schools 4 Project defined… S.P.S. implemented technology-supported data driven decision making at the district, school, and classroom level in support of its achievement goals. The district used technology-supported sound business practices to analyze and address the technology needs of the district, the schools, the classrooms, and the students. S.P.S. implemented technology-supported data driven decision making at the district, school, and classroom level in support of its achievement goals. The district used technology-supported sound business practices to analyze and address the technology needs of the district, the schools, the classrooms, and the students. Attendees will learn: Attendees will learn: Ways to maximize utilization of established state contracts and E-Rate discountsWhat is a project and why does a school system need a Project Management Office? Ways to maximize utilization of established state contracts and E-Rate discountsWhat is a project and why does a school system need a Project Management Office? A Guide to the Project Management Body of Knowledge (published by the Project Management Institute, 2000) defines a project as "a temporary endeavor undertaken to create a unique product or service." A Guide to the Project Management Body of Knowledge (published by the Project Management Institute, 2000) defines a project as "a temporary endeavor undertaken to create a unique product or service." Project Management is a strategic methodology which enables organizations to complete projects that deliver superior products or services on time and within budget. Springfield Public Schools PMO staff have developed protocols for the consistent and effective use of project management tools to increase organizational effectiveness, resulting in high student achievement. How to stretch dollars while working with reputable vendors How to stretch dollars while working with reputable vendors How to determine infrastructure needs and where to acquire equipment and services How to determine infrastructure needs and where to acquire equipment and services How to ensure consistent service, products, and installation How to ensure consistent service, products, and installation

Springfield Public Schools 5 Why do schools need project management... Examples of projects successfully managed include 1. Problem-solving Process for Students, 2. Academic Assessment Data Collection and Reporting 3. Forms and Data Collection / Reporting for Administrators.

Springfield Public Schools 6 A Tale of Two Projects A Tale of Two Projects Project “Wrong” (Pre- PMO) (Pre- PMO) Objective: Acquire and install a new academic software system with 100 computers. Objective: Acquire and install a new academic software system with 100 computers. Project “Right” (Post- PMO) (Post- PMO) Objective: Acquire and install a new academic software system with 100 computers. Objective: Acquire and install a new academic software system with 100 computers.

Springfield Public Schools 7 A Comparison Project “Wrong”: Step 1: Determine that the software is research- based and appropriate for the academic area and proposed grade levels. Determine that the software is research- based and appropriate for the academic area and proposed grade levels. Project “Right”: Step 1: Determine that the software is research- based and appropriate for the academic area and proposed grade levels. Submit project to PMO. Determine that the software is research- based and appropriate for the academic area and proposed grade levels. Submit project to PMO.

Springfield Public Schools 8 A Comparison Project “Wrong”: Step 2: Converse with the vendor to get software requirements. Converse with the vendor to get software requirements. Project “Right”: Step 2: Converse with the vendor to get hardware / software / network requirements. Converse with the vendor to get hardware / software / network requirements.

Springfield Public Schools 9 A Comparison Project “Wrong”: Step 3: Order the software. Order the software. Project “Right”: Step 3: Consult with the IITS Dept. to verify that adequate hardware / software / network & furniture are available and/or acquirable to meet software requirements. Consult with the IITS Dept. to verify that adequate hardware / software / network & furniture are available and/or acquirable to meet software requirements.

Springfield Public Schools 10 A Comparison Project “Wrong”: Step 4: a) Take delivery of software. a) Take delivery of software. b) Create Helpdesk ticket for installation b) Create Helpdesk ticket for installation Project “Right”: Step 4: Locate appropriate state contract for items required and place order. Locate appropriate state contract for items required and place order.

Springfield Public Schools 11 A Comparison Project “Wrong” Step 5: Find out that the computers and the networks in the participating schools are either non- existing or not robust enough to run the software. Find out that the computers and the networks in the participating schools are either non- existing or not robust enough to run the software. Project “Right” Step 5: a) Take delivery of everything ordered a) Take delivery of everything ordered b) Create Helpdesk ticket for installation b) Create Helpdesk ticket for installation c) Verify delivery, install components, image systems and add district barcode. c) Verify delivery, install components, image systems and add district barcode.

Springfield Public Schools 12 A Comparison Project “Wrong” Step 6: Contact the Information and Instructional Technology Solutions Department (IITS) to buy new computers and upgrade the network. Contact the Information and Instructional Technology Solutions Department (IITS) to buy new computers and upgrade the network. Project “Right” Step 6: a) Conduct Professional Development. b) Communicate Project “SUCCESS” status to all stake holders.

Springfield Public Schools 13 A Comparison Project “Wrong” Step 7: Find funding and procurement vehicle for acquiring new computers and corresponding network upgrade. Find funding and procurement vehicle for acquiring new computers and corresponding network upgrade. Timeline:?????????? Project “Right” Step 7: Begin implementation. Begin implementation.

Springfield Public Schools 14 A Comparison Project “Wrong” Step 8: Substitute Interim Process - ?????????? Substitute Interim Process - ?????????? Project “Right” Step 8:

Springfield Public Schools 15 A Comparison Project “Wrong” Step 9: Explain to the Superintendent why it has come to a complete halt!!! Explain to the Superintendent why it has come to a complete halt!!! Project “Right” Step 9: Inform Superintendent of successful implementation!!! Inform Superintendent of successful implementation!!!

Springfield Public Schools 16 Now it’s your turn!!!! Exercise for participants Define project Implement Grade 6 Wiggly Math Software district- wide to support student achievement wide to support student achievement Form groups determine stakeholders report out who all the stakeholders are report out who all the stakeholders are one person accepts role as Project Manager one person accepts role as Project Manager Determine tasks Discuss communication/professional development plan

Springfield Public Schools 17 Mobilizing the District Be consistent Be consistent Use standardized forms and procedures Use standardized forms and procedures Agree on the scope of each project Agree on the scope of each project Secure senior administration support Secure senior administration support Communicate, communicate, communicate Communicate, communicate, communicate Adopt the methodology system-wide Adopt the methodology system-wide

Springfield Public Schools 18 Contact Info: Ms. Donna M. Boivin Ms. Donna M. Boivin Chief Information Officer Chief Information Officer Dr. Deborah K. Teale Gendreau Dr. Deborah K. Teale Gendreau Director of Technology Director of Technology