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Project LeadershipAutumn 2011
Project Leadership 2
Learning Objectives
Awareness-raising; instill common language of project planning and delivery
Provide helpful project tools
Seek commitment to champion project leadership principles
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“A rising tide lifts all boats”
Project Leadership 3
Context and Background
About “doing work well”
Helping you achieve project goals/outcomes….a means to an end
“Just Do It” – really??
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Project Leadership 4
Context and Background
The work of the college is a combination of operations and projects……occur simultaneously.
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“We need to be able to serve lunch while renovating the kitchen!”
--Dr. Jan Rogers
Project Leadership 5
Project Leadership Defined
“The application of knowledge, experience, skills, tools, and techniques to project activities in order to meet project requirements and objectives.” Project Management Institute
Project leaders help turn “ideas into action”
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Project Leadership 6
Project Characteristics
Temporary; clear beginning and end Unique product, service or result Progressive elaboration Require resources Has primary sponsor Vary in size and complexity Involves uncertainty Sometimes, work needed beyond normal
operational limits
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Project Leadership 7
Projects and Operational Work
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Temporary and unique
On-going and repetitive
Work done by people
Constrained by limited resources
Planned, executed and
controlled
PROJECT WORK
OPERATIONAL WORK
Project Leadership 8
Project or Operational - Quiz
1. Switch to Semesters2. Quarterly Financial Aid processing3. Student Registration4. Select and implement new package tracking system5. Building course catalog6. Switch CSCC banker7. Replace all printers across campus8. Reaffirmation of Accreditation9. Renovation of Union Hall10. Update course content and programs of study11. Building and opening Delaware campus12. Scheduling sections for each term13. Set up file suite for new Financial Aid year14. Rollout Document Management System to each department15. Replace printers as they wear and tear16. Design/Develop a new course17. Back door access to Bookstore
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ProjectOperationalOperationalProjectOperationalProjectProjectProjectProjectOperationalProjectOperationalOperationalProjectOperationalProjectProject
Project Leadership 9
Project Success Factors
From your experience, what has made projects successful?
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Project Leadership 10
Project Success Factors
Administrator or Cabinet support Clear objectives, benefits and requirements Focused and well defined scope “Start less, finish more” – focus resources Experienced project leadership User and department involvement and ownership Repeatable and common project approach/methods Team mindset (“No heroes”) Important work moved to “middle of desk”
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Project Leadership 11
Benefits of Project Approach
In your experience, what benefits have you seen?
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Project Leadership 12
Benefits of Project Approach
Repeatable methods and forms drives efficiency Align project team toward common goal Enhance project communication to many stakeholders Work gets done effectively, timely and with quality Discipline to achieve benefits (a means to an end). More efficient use of resources Project leaders can help each other Shorter implementation times Communication of successes to share for future
projects
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Project Leadership 13
Basic Project Lifecycle
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Initiation Planning ExecutionControl
& Monitor
Closeout
Project Management Institute http://www.pmi.org/
Project Leadership 14
From Idea to Approved Project
An idea is NOT a project Idea college collaboration
proposal project! Project proposals linked to annual
resource planning process Ensure sponsorship from the start Raise culture of rewarding project
planning
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Project Leadership 15
Project Proposals
Strategic priorities drive selected projects
Can’t implement all projects… “start less, finish more”
Cabinet sponsors determine which projects get implemented….
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Project Proposals go to your Administrator / VP
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Project Thought Framework
What are we doing? And why? Who is involved? What are key milestones? What do we want to get done, by who, and by when? How can we launch project successfully? How do we monitor our progress? What might hinder our progress? How do we mitigate? Who needs to know what, when and how? How do we resolve key decisions effectively? How do we officially close the project?
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Project Leadership 17
What are we doing? And why? Who is involved? What are key milestones? What do we want to get done and by when? How can we launch project successfully? How do we monitor our progress? What might hinder our progress? How do we mitigate? Who needs to know what, when and how? How do we resolve key decisions effectively? How do we officially close the project?
Supporting Project Tools
Charter and Scope Organization and Roles Milestone List Work plan and Schedule Kickoff Guidelines Progress Report Risk Plan and Mitigation Communication Plan Key Business Decision (KBD) Closeout Document
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Project Leadership 18
Project Charter
Executive Summary Background and Context Purpose Objectives and Benefits Scope Milestone Summary Organization and Roles Major Assumptions Initial Barriers and Constraints Success Factors Guiding Principles
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Charter provides consistent communication of key project information
to a wide range of stakeholders
Project Leadership 19
Organization and Roles
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Sponsors / Steering
Project Leadership
Core Implementation
Team
Subject Matter Experts
Promote and drive the work
Plan and do the work
Advise on the work
Part time, consistent meeting schedule
“Middle of desk”, dedicated resources
Part time, as needed
Project Leadership 20
Milestone List
Milestones are “stakes in the ground” for more detailed project work planning
Month or week granularity Red, Yellow, Green status Interdependency of
milestones Project team awareness of all
milestones
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Project Leadership 21
Work Plan and Schedule
Link activities to milestones Hour estimate Activity owners Start and end dates Dependencies Progress tracking Gantt format to show project
schedule over time Level of granularity of activities
varies by project
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Project Leadership 22
Project Kickoff Guidelines
Official start Visible and reiterated
sponsorship Align project participants
around goals Communicate the charter Review known project roles Common understanding of
milestones
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Project Leadership 23
Progress Report
Time period Major accomplishments Current activities Current challenges Attached milestone list Attached – any other
supporting documents (i.e. budget analysis)
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Project Leadership 24
Risk Plan and Mitigation
List of project risks Risks identified early and
throughout project Probability and impact Mitigate or Accept? Risk mitigating actions Project sponsors and team
identify risks and mitigating actions; collective minds
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All projects have risk!
How well you identify and manage them impacts success.
Project Leadership 25
Communications Plan
Plan Overview and Objectives Types of Information needing
communicated Audience / Stakeholder
analysis; internal and external Communication methods and
vehicles Timing of communications Anticipated Challenges
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Project Leadership 26
Key Business Decision (KBD)
KBD title and author Background and description Key assumptions Multiple options; pros/cons Recommendation Next steps based on
recommendation Review and approvals required
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Project Leadership 27
Project Closeout
Document to guide closeout meeting
Document lessons learned and success factors
Confirm operational acceptance
Communicate project success Celebration and thank you’s
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Project Leadership 28
Project Document Templates
CSCC Website…..
Faculty & Staff….
Resources….
Project Document Templates
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Project Leadership 29
…and we value your feedback
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