1. Project Title
Meeting Date

2. Agenda Introductions Project Management Tools Communication Exercise
Effective Meetings
Project Management Templates
BOX demonstration
Communication Exercise
Is my message being heard?
Pending Action Items
Team Charters
Round Robin/Questions

3. Project Management Preview
What is project management?
PMBOK – standard viewed by the Project Management Institute (PMI) for professional certification.
Methodology/framework for managing a project with a logical step-by-step process for successful planning, control, and delivery.
Established GRU project management tools/templates to use in our project and to assist your teams.

4. Project Management Phases
Discovery & Initiation
Planning
Implementation
Closing
Project Charter
Project Structure
Project Roles and Responsibilities
Project Timeline/Milestones
Discovery & Initiation, Planning, Implementation, and Closing
Monitoring and Controlling occurs during implementation, and allows modifications if necessary,
Currently, we are in the discovery/initiation phase
Phase I - Initiating – develop charter, identify stakeholders
Phase II – Planning – identify scope, sequence of activities, estimate resources, communications,
Phase III – Executing (implementing) – managing all the areas
Phase IV – Monitoring – we combined these two phases for simplistic reasons but still allowed management of all knowledge areas… TRANSITION

5. Project Management Phases
Discovery & Initiation
Planning
Implementation
Closing
Develop Work Breakdown Structure/Project Schedule
Risk Assessment
Facilitation/Change Management
Communication/Change Management Plan

6. Project Management Phases
Discovery & Initiation
Planning
Implementation
Closing
Discovery & Initiation, Planning, Implementation, and Closing
Monitoring and Controlling occurs during implementation, and allows modifications if necessary,
Currently, we are in the discovery/initiation phase
Phase I - Initiating – develop charter, identify stakeholders
Phase II – Planning – identify scope, sequence of activities, estimate resources, communications,
Phase III – Executing (implementing) – managing all the areas
Phase IV – Monitoring – we combined these two phases for simplistic reasons but still allowed management of all knowledge areas… TRANSITION
Monitoring, Measuring, Re-planning, Implementation

7. Meeting Agendas/Minutes
Tips for Effective Project Meetings:
Meeting Agendas/Minutes
Plan the meeting
Conduct the meeting
Follow up after the meeting
Plan/schedule the meeting
Consider location & time for effectiveness
Prepare an agenda
Distribute agenda before meeting
Have copies of handouts/agendas
Conduct the Meeting
Start meeting on time!
Review the agenda for time allotted
Review actions/decisions made
Emphasize meeting agenda/plan prior to meeting
Illustrate an example with Mickey and Karen and Heather

8. Meeting Agendas/Minutes
Tips for Effective Project Meetings:
Meeting Agendas/Minutes
Plan the meeting
Conduct the meeting
Follow up after the meeting
Distribute action minutes ASAP after the meeting (store in BOX)
Follow-up on discussions and commitments
Check with team on progress of action items before the next meeting
Emphasize follow-up after meeting w any pending action items and/or document decisions made.
Illustrate an example with SLO project – question regarding a decision – in meeting minutes

9. Status Report Emphasize color coding for status Green -
Yellow – address if critical issue related to schedule or work delays
Red –
Questions related to any project management tools? Templates will be provided via BOX.

10. SACSCOC 2016 – Compliance BOX folder
BOX demonstration
Box used for document control/management
BOX file structure
SACSCOC 2016 – Compliance
Compliance Action Teams
PM Status Reports
Project Communications
Project Core Team Meeting Agendas & Minutes
Project Documents
COMPLIANCE ACTION TEAMS – use for teams
SACSCOC 2016 – Compliance BOX folder
*LINK – box.com

11. Communication Exercise
Is my message being heard?
Blind Instructions –
Piece of paper
Close your eyes
Follow my instructions
Share results
Repeat in pairs – back-to-back
Give each member of the group an 8 1/2 x 11 piece of paper, the facilitator needs one too. 
Have them close their eyes.  The facilitator issues the instructions and follows them as well. No questions are allowed. Instructions:
Fold the paper in half.
Rip off a corner
Fold the paper in half
The group can now open their eyes and find that there are many different shapes of paper. Why? Refer to diagram (sender/receiver).
The debrief covers the need for two way communication and clarification that message was heard – need for additional instructions and that the different perceptions of the people caused the many different designs.
Break out in pairs - Have the pairs sit back to back and repeat the exercise using two way communications and find that the patterns come out closer.

12. Communication Exercise

13. Next Steps/Actions
Members of Core Action Team (prior to February meeting)
Review the materials provided in your Resource Binder, especially
SACSCOC Resource Manual Sections
Draft team charter for Functional Action Team (see the sample in your Binder)
Identify members of your Functional Action Team, considering these questions:
Who is functionally responsible for ensuring compliance with a SACSCOC standard, either in part or in whole?
Who is affected by GRU’s compliance with a SACSCOC standard?
Who will have the expertise to be a productive team member?
How do you foresee divvying the work of your team?

14. Round Robin & Questions
Insert PM Name/ Address