1. Central Office Institute November 20, 2015

2. Welcome

3. 3 Our Strategic Framework Journey

4. PROFESSIONAL LEARNING Project Management: Work plans

5. Project management is about: Systematically making projects happen – Planning – Execution Helping establish clarity about: – Who is doing… – What … – When Delivering on complex, complicated and high profile projects Last time we talked about planning and project charters This time we will talk about doing the work

6. What are our plans for 2015-16? COMP owners receiving special training and support – Starts October 2 with Public Consulting Group for in-person PD – What You Need to Know about Project Management by Fergus O’Connell Focus our efforts on select priority projects in the Strategic Framework as reflected in our COMPs Try out a project charter to capture details Provide you with quarterly PM Spotlights

7. Project Charters Project charters capture details like: – Description – Goals, metrics – Risks – Stakeholders, team members – Timeline – Resources needed COMP priority project owners will do at least one project charter for their part of the Strategic Framework

8. Do you know SQWT? SQ WT Our focus today Scope: What does the project do? How big is it? How many users? Quality: How reliable is it? How accurate must it be? How easy is it to use? Work: How many people work on it? What skills are needed? Who is available? Time: How much time will the tasks take? What is the deadline? Can it be done in phases?

9. PROJECT WORK PLANS MMSD

10. Project Work Plans Work plans serve as the road map for a project The work plan contains the tasks that must be completed, the timeframe for each task, and resource assigned to each task The work plan can help the project manager and team determine if the project with the given constraints is realistic The level of detail can vary based on the complexity, visibility, and risk factors of the project It can be done in various formats and through various tools Adapted from: PCG presentation of 10-2-15

11. Work Plan Example - Excel End of Year Celebration Work Plan TaskStart DateEnd DateOwnerStatus Committee & Meeting Schedule Identify Planning Committee Participants4/1/20164/5/2016Jane Smith Schedule initial planning meeting4/2/2016 Joe Thomas Send planning meeting invites to committee4/6/2016 Joe Thomas Hold initial planning meeting4/10/2016 Committee Determine additional meeting dates4/10/2016 Committee Determine Year End Celebration Date4/10/2016 Committee Party Work Obtain quotes from vendors4/11/20164/20/2016Committee Determine final activities4/21/2016 Committee Execute contracts with vendors4/22/20164/24/2016Legal Office Determine decorations and schedules4/25/20164/27/2016Committee Request volunteers4/25/20164/30/2016Committee Notify volunteers5/1/2016 Committee Schedule volunteers5/20/20165/25/2016Committee Permission Slip Process Create Draft Permission Slip5/1/20165/5/2016TBD Legal Office Review of Permission Slip5/10/20165/15/2016Legal Office Make any required changes to Permission Slip5/16/20165/17/2016Committee Distribute Permission Slip to students5/18/2016 Committee Track Permission Slip Return5/19/20165/24/2016Committee Permission Slips Due5/24/2016 Committee Source: PCG presentation of 10-2-15

12. Work Plan Example – Calendar Source: PCG presentation of 10-2-15

13. Work Plan Example – Gantt Chart Source: PCG presentation of 10-2-15

14. Critical Path The critical path is the shortest time in which a project can be done Some tasks are often interdependent so one cannot be started until another is finished Other tasks have a minimum timeframe to complete and cannot be shortened by simply adding additional resources When planning, additional slack or time may be incorporated into the tasks on the critical path to avoid delays in project completion

15. PM Spotlights ELL Plan – Instructional example Long-Range Facilities Plan – Operational example

16. English Language Learner Work Plan (instructional focus)

17. Creating Equitable Access For English Language Learners (ELLs) In the Madison Schools

18. ELL Plan: What are the issues? For ELLs Significant gap in academic achievement Not reaching English proficiency before high school Significantly lower high school graduation rates Access to bilingual education must be provided to eligible students as prescribed by state and federal laws

19. ELL Plan Development

20. Stakeholder Groups Team/Stakeholder GroupPurpose Cross-Functional Team -CO and school-based teachers and administrators -Met bi-weekly throughout duration of work - Interwove content development and decision-making processes in order to produce recommendations Guiding Coalition -Members from community organizations who have a overlapping purposes (WIDA, MATC, UW-Madison, private industry, HEC, LEC, BOE member, etc) -Met once a month - Provide feedback to emerging recommendations Phase 1 Staff Meetings (7 sessions) -Held feedback sessions at schools with DBE/DLI programs Phase 1 Community Feedback Sessions (6 sessions) -Held feedback sessions at community centers

21. Stakeholder Groups Team/Stakeholder GroupPurpose Phase 2 Staff Meeting s (4 sessions)-Held feedback sessions at schools identified in ELL Plan for DLI programming Phase 2 Parent and Community Feedback Sessions (6 sessions) -Held feedback sessions at schools identified in ELL Plan for DLI programming, as well as in community centers Online Surveys Surveys were available on line in English, Spanish, and Hmong

22. Work Plan Excerpt

23. ELL Plan Presented to the BOE Summarized feedback from school meetings and online surveys Provided additional data to address concerns around DLI program implementation and impact on non-DLI sections Adjusted timeline for DLI program implementation based on feedback

24. Long-Range Facilities Work Plan (operational focus)

25. Purpose Statement A long-range facility plan is urgently needed. It will provide a useful fact-based resource for future facility-related decision making that is supportive of the District’s Strategic Framework. Long-range facility planning will set a logical course for capital improvements and facility management decisions for the next ten years. The outcome will be a living, web-based, long-range facility plan that will be re-examined and updated on a two-year review cycle.

26.  Facility Condition  Accessibility  Safety & Security  Air Conditioning & Energy efficiency  Athletic facilities  Community Use  HS Pathways  Locations (DLI, 4K) & Alternative School Sites  Schedule and Calendar  Technology Readiness  Personalized Learning

27. A : Attendance Areas Review Policy Document Existing Areas Examine Feeder Patterns Which Schools are Paired & Why Report Ride Times To/From School Develop Issues List Extensive Public Engagement Possible Improvements? Map: MMSD Existing Attendance Areas

28. B : Building Conditions Facility Condition Index Safety and Security Technology Readiness Energy efficiency Accessibility Air Conditioning Curb Appeal Athletic Facilities Internal review by Building Services Perceptions of parents, students, staff, community Input From All Users of School Facilities

29. C : Community Growth and Future Enrollment Historical Enrollment Data Cohort Survival Projections Forecasting Population Change Forecast Demographic Changes Neighborhood Level Changes Other Factors – Open Enrollment – Independent Charters – Private Vouchers – Private/Parochial Enroll

30. D : Instructional Design o Programs o Delivery Methods o Instructional Design

31. E : Engagement Stakeholder Engagement occurs throughout the planning process Stakeholders include parents, students, staff, taxpayers, partner organizations, etc. Proactive effort to identify issues and systematically assess input: – Neighborhood meetings – Key partnership organization meetings – Multiple Surveys – Web-based input – Staff and Student input

32. Project Tools: Work Plans For Illustration

33. Project Tools: Gantt Chart For Illustration Task NameStart DateEnd DateOwnerJanFebMarAprMayJunJulAugSepOctNovDec Attendance Areas1/1/20162/15/2016M.B. Building Assessment1/15/20164/1/2016C.W. Community Growth4/4/20167/1/2016A.S. Instructional Design6/1/20169/18/2016M.H. Community Engagement9/15/201612/30/2016A.S.

34. Project Tools: Scoping & Planning a Project in a Day from the Book of Fergus Identify key people needed to scope and plan Focused, uninterrupted planning session Establish objectives, requirements, create buy-in Create a clear picture of how project will unfold Produce work plans and timeline Project actually running by end of day

35. Assign Project Roles Process Owners Senior leader(s) responsible for the project and its performance Steering Committee Core group of administrators each responsible for an aspect of the project Advisory Group A representative cross section of stakeholders serving as a sounding board- a place to test ideas and challenge initial findings Consulting Roles Quantitative data on population, demographics, enrollment projections Stakeholder engagement and public facilitation Architectural services for general planning and estimating

36. Define Your Project Outcome A comprehensive, fact- based resource for future facility-related decision making, built upon: – Reliable data and reasonable planning assumptions – Thorough stakeholder engagement and public input – Insights based on a broad scope of factors impacting school facilities A web-based work product which is: – Dynamic, interactive – Links to supporting documentation and practice research – Ongoing content additions – Transparent and public-facing

37. Turn & Talk What work plans are impacting your daily work ? What did you learn from the ELL Plan/Long- Range Facilities Plan example(s) that could inform your project or a work plan you support ?