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

2. Performance Against Goals

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

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

5. Actual: Federal: Goals Met! State: Almost There

6. Project Organization Initiation and Planning Phases PROJECT MANAGEMENT People ProcessProduct

7. OCVR Initial Project Team Project Executive Project Administrator Technical Lead

8. People – Project Executive Manage Stakeholders Gather Functional Requirements Communication Plan

9. Process - Project Administrator Contracts Schedule Budget

10. Product : Technical Subject Matter Experts Technical requirements Infrastructure Hardware

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

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

13. Achieving Change

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

15. 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

16.  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

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

18. County Systems Before OCVR

19. 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

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

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

22. 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, email, phone OCVR Team Project DirectorPoliticsMeetings every Monday 1:30-2:30, phone and emails as needed Project Update, new business, Heads-up, executive decisions Vendor/SOS Team MeetingsMonthly-2 hoursin person, email, phone team members Project Administrator/Pr oject Executive timing of meetings. Absent members Meetings first Thursday of each month. Phone, email 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, email, video, phone conference OCVR Team/Memb ers Project Executive, Deputy SOS Update absent members timely As neededProject Update, decisions

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

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

25. Key Lessons Learned

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

27. Questions & Comments

28. Julie Pearson- Ruthven, PMP Julie.pearson@state.or.us Office: 503-986-2167 Cell: 503-302-4255 Please feel free to contact me at: