Lessons Learned: Communications as an Effective Project Management Tool Mr. Gino Magnifico Deputy Program Manager DoD Standard Procurement System October 26, 2004 Project Management Institute Knowledge Exchange Forum

Talking Points Why You Should Care About Communications Standard Procurement System 101 SPS: Yesterday, Today, Tomorrow From Target to Triumph: How Communications Made a Difference in SPS Lessons Learned Questions/Discussion

Communications: The Heart of Every Project No Project can reach its true potential without successful communications It’s up to YOU, the Project Manager, to institute communications Communications can – and does – make a difference: –Users –Budget –Media –Vendors/Partners Communication lessons learned from SPS can be applied to any Program or Project

Standard Procurement System (SPS) 101 Automated contracting system Standardizes procurement processes across DoD –23,000 users, 800 locations worldwide –Used in FY03 to purchase more than $48B in goods and services –Establishes framework for business intelligence tools –Will replace 70+ legacy systems –Cornerstone of DoD Acquisition Domain –Only standard business solution in DoD

SPS: Yesterday, Today and Tomorrow A “Challenged” Program –GAO Reports –Low user satisfaction –Media punching bag Today: A Different Story –Prestigious national awards –Strong budget, stakeholder support –Increased user satisfaction –Cornerstone of DoD Acquisition Domain Tomorrow –Replacing 70+ legacy systems –The contracting system for all of DoD

From Target to Triumph SPS was a target –For Media –For Congress –For Disgruntled Users Bring the Experts on Board Develop a Communications Plan: Your Results will Depend on Your Strategy –Goals –Audiences –Messages –Tactics –Timeline –Budget –Measurement

From Target to Triumph Reaching the User Audience –Monthly, on-line newsletter 9,000+ readers/month Timely, good news Sense of community –Users’ Conferences Face-to-face communication –Trade Publication Articles –Exhibits/demos –Website –Fact Sheets –Screensavers –Videos/Multimedia presentations –User Satisfaction Manager

From Target to Triumph Audience: Stakeholders, Congress, Media –Website –Awards 2004 American Council for Technology Intergovernmental Solutions Award 2004 APEX Award for Publication Excellence 2004 FOSE Showcase in Excellence Outstanding Federal Program 2004 Government Computer News “Government Leadership Award” 2004 Intergovernmental Solutions Award 2004 Finalist: Excellence.Gov 2003 Fed Grace Hopper “Government Technology Leadership Award” 2003 Print Media Communicator Awards –Exhibits –Trade Publication Articles –Media interviews –Media kit Folder, fact sheets, bios, brochures –Speeches –Users’ Conferences –Briefings

Lessons Learned Everything rises and falls on leadership –Good projects deserve good press –Good leaders make sure good press happens –Listen to your communities 2-way communication = successful communication Bring in the experts –Don’t leave one of the most important elements of your project success to generalists Your results will depend on your strategy –Money is not the driver… strategy is Measurement –You measure other elements of your project (cost, risk, etc.), why not communications?

Questions and Discussion information on SPS: –Gino Magnifico Deputy Program Manager, (703) More information on SPS Communications: –Linda Polonsky-Hillmer President, CorpComm Inc., (540)