Simple Steps to Managing a Project Bill Kunitz and Abbie Brown July 7 th, 2009

Page 2 Slacker.com

Page 3 Critical Success Factors 1.Go through process of developing a Project Definition Worksheet with the entire team – so that everyone understands what, why, and how. 2.Follow methodology (whatever one you like) but must include define, existing situation, design, build, test, train, document & implement. 3.Identify a sponsor and meet monthly to keep informed and engaged

Page 4 Critical Success Factors (cont) 4.Manage scope – both ensure what you are doing is important and don’t let “shiny objects” distract you throughout the process. 5.Ensure the analysis is superior: $1,5,50, 1000 rule – don’t just jump right into coding 6.Maintain a single project plan – it can be excel, project or word it doesn’t matter unless it is a huge project.

Page 5 Critical Success Factors (cont) 7.Focus on Change Management and Communication throughout the process which takes different forms at different times including time for “users” to provide their feedback (focus groups, defining requirements, testing, etc.). 8.Don’t let it become an “IT Project”: pull together a working team that includes those who will build the deliverable and those on the business side who will use it.

Page 6 Critical Success Factors (cont) 9.Schedule regular (weekly or biweekly) team meetings. But, don’t just wait for formal meetings – constantly keep in touch with different team members, identifying issues, resolving, communicating 10.Ensure every meeting has an agenda, be documented in timely manner, and include next steps with who is accountable.

Page 7 Create & maintain a project plan

Page 8 Create design that meets needs Capture Existing Situation and existing gaps Research what is possible Brainstorm options first for process then technology Create High Level process & technology design Detail requirements Create detailed design

Page 9 Keep Momentum going Every project should have a project manager Ensure team members accountable for tasks and the success of the project Set up monthly Sponsor meetings Hold regular Team meetings Develop a Timeline and stick to it (allow some flexibility Create an Issues list

Page 10 “Flawless” Delivery Unit, User, usability testing in test environment (s) Train Create User and systems documentation Get the Help Desk involved early Follow Communication Strategy: make sure users know what is going to happen, when, have seen the product and given feedback Manage expectations Maintain an Implementation Checklist Post - implementation punch list to make sure any issues are resolved quickly