1. Instilling Project Methodology to Create Lasting Change Instilling Project Methodology to Create Lasting Organizational Change Presented by Dwight Fischer Director of Enterprise Computing Group at the University System of New Hampshire dwight.fischer@unh.edu

2. Instilling Project Methodology to Create Lasting Change Agenda Setting the stage: The University System of New Hampshire Formation of the Enterprise Computing Group Overview key concepts of project methodology used to manage change Feedback from staff involved Resources and recommendations

3. Instilling Project Methodology to Create Lasting Change The University System of New Hampshire University of New Hampshire, Durham Plymouth State College, Plymouth Keene State College, Keene

4. Instilling Project Methodology to Create Lasting Change Formation of the Enterprise Computing Group in 2000 Combined disparate system administration and MIS groups Key was getting them to work together in new ways

5. Instilling Project Methodology to Create Lasting Change Previous MIS System Support FISHRSIS Systems Administrators Predominantly VMS environment USNH Controller & users USNH HR & users SIS Services & users Key Clients MIS Support CUFS 1032Banner

6. Instilling Project Methodology to Create Lasting Change Evolving ERP Support Model MIS Application Experts Business Analysts DBAs Management Reporting Middleware & System Administrators Integrated Banner Clients USNH Controller’s & HR Offices CLLUNH SIS Plymouth StateKeene State UNHEnterprise Computing Enterprise Computing Group

7. Instilling Project Methodology to Create Lasting Change Why Project Management? Today’s complex ERP environments require perpetual implementation Project management is a method and mindset Project management provides a framework for working amidst persistent change

8. Instilling Project Methodology to Create Lasting Change Project Management: Official Definition A project is a sequence of unique, complex, and connected activities having one goal or purpose that must be completed by a specific time, within budget, and according to specifications. It is a temporary endeavor undertaken to create a unique product or service.

9. Instilling Project Methodology to Create Lasting Change Project Management: Unofficial Definition Project management is about changing people’s behavior

10. Instilling Project Methodology to Create Lasting Change Project Management: Key Elements Project charter Work breakdown structure (WBS) Project management tool to track progress Team development oTeam creation oFacilitation oDecision-making oCommunication

11. Instilling Project Methodology to Create Lasting Change Project Charter A project charter provides –Business justification –Alternatives & preliminary solutions –Assumptions –Risks –Success criteria –Budget –Schedule –Identification of project sponsor

12. Instilling Project Methodology to Create Lasting Change Project Charter: Common Set of Tools & Language What must be done? –What are the required resources? –What are the constraints? –What is the existing business process? –What cultural or historical factors come into play? Why do it? When must it be done? Where must it be done? Who does what? –Who is behind the project? –Who is funding the project? –Who is performing the work of the project?

13. Instilling Project Methodology to Create Lasting Change Work Breakdown Structure System Hardware Replacement RFP Development Needs Assessment Needs Analysis Write RFP Finalize with Purchasing Vendor Selection Research Vendors Research Sites Select Vendors to mail RFP Review Proposals Rank Proposals Recommendation Staff Training Identify training Plan Schedule Training Train Hardware Implementation Schedule Installation Prepare Site Arrange Vendor Support Configure System Install System

14. Instilling Project Methodology to Create Lasting Change Project Management Tools Microsoft Project Numerous other PM tools available Excel! Keep it simple, keep it on the table When people get more familiar with the tool, advance to network version.

15. Instilling Project Methodology to Create Lasting Change Team Basics Team creation –Get the right people on the team, keep it small, assign the person most capable of facilitating Meeting facilitation –Train your facilitators –Agendas in advance –Start on time, end on time –Notes recorded: Issue, follow up actions, person assigned to task, follow up due date

16. Instilling Project Methodology to Create Lasting Change Team Basics Decision-making –Identify a process for fact finding –Allow for multiple perspectives –Identify when decisions need to be made –Articulate the teams scope of authority to make decisions, and to make recommendations –Create a decision log system for future reference Communication –Articulate a process for note distribution –Identify follow up communications

17. Instilling Project Methodology to Create Lasting Change Feedback from Enterprise Computing Staff WBS is by far the most useful aspect Smaller projects more likely to succeed Key to larger projects is to broaden the scope of PM training Recommendation to create a course for broader participation

18. Instilling Project Methodology to Create Lasting Change Next Steps for Enterprise Computing Group Treat all work initiatives as projects Continue to emphasize project management principles Focus locally, within your sphere of control, and work higher management by delivering results Assess individual performance in terms of adherence to project management goals.

19. Instilling Project Methodology to Create Lasting Change Q&A and Resources ONLINE RESOURCES –TSI Consulting (www.tsisystems.com). Stephan Stofanak, Founder.www.tsisystems.com –The Project Management Institute (www.pmi.org).www.pmi.org –Facilitation Factory (www.facilitationfactory.com) Team ideas.www.facilitationfactory.com –FastCompany.com. Excellent resource for creative and innovative thinking.FastCompany.com –CIO.com. A must for CIOs, IT managers and those who want to be.CIO.com BOOKS & ARTICLES –Managing Transitions, by William Bridges. 1991. –When the Buck Stops, Think Contrarily, by Steven B. Sample. Chronicle, Career Section, October 19, 2001. Topic: good decision making) –Decision Traps: Ten Barriers to Brilliant Decision-Making and How to Overcome Them -- J. Edward Russo. For more info or slide presentation: dwight.fischer@unh.edudwight.fischer@unh.edu

20. Instilling Project Methodology to Create Lasting Change Copyright Copyright Dwight Fischer 2002. This work is the intellectual property of Dwight Fischer. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.