DTS
Project Management
A new approach
Gracemary Smulewitz
Rebecca Martinez
Jamie Maguire
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Why Project Management?
 While we still perform our routine responsibilities, much of our
time is also committed to projects.
 We have learned from experience that projects have to be defined
and differentiated from the routine.
 The number of projects being proposed and/or worked on has
increased dramatically.
 There are more people looking at our data and anticipating accuracy.
 There are better tools to gather data, identify problems and to solve
them.
 For several years we have had an extremely tight operating budget and we
expect our accounting to be real.
 There is a more collaborative environment among departments so that
project workflows are more efficient , therefore more can be done.
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Our Approach
 In general, we are defining projects as work that has a
considerable volume and has an anticipated start and end
date.
 We define parameters to bring a project to a successful
conclusion.
 We begin by identifing the project and by determining
the who, what, where, and when?
 Implementation
 Tracking and Monitoring
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Project Planning- Step 1:
Identifying the Project
 What is the impetus for the project?
 What is the priority?
 Will the project require work or coordination
with other departments?
 When can the project be started/completed?
 What’s the most efficient workflow?
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Project Planning- Step 2:
The Who, What, Where & When?
 What is the actual work and what skills are required to do it?
 Which Teams will be affected?
 Who will be the lead for the project?
 What size of workforce is needed to complete the project in
a timely and effective manner?
 Who has the skills to perform the work?
 If more workforce is needed, can it come from within the
department? Is special training required?
 How will the project effect existing workflows for routine
responsibilities or projects already in progress?
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Project Planning- Step 3:
Implementation, Tracking & Monitoring
 An initial meeting of all involved is scheduled
 Project is added to the Project Spreadsheet – a tool to
describe, plan and track the progression of the project.
 Continuous monitoring is conducted by the Project
Coordinator
 DTS Team Leaders’ Meetings provide a forum for
sharing progress, set-backs, and successes.
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DTS Project Spreadsheet
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What factors facilitate the project’s
success?
 Being open minded
 Having a positive approach
 Fostering a collaborative environment
 Cultivating the authority of the project lead
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Positive Outcomes
 Staff gains greater exposure to different types of
work in DTS – keeps us enthusiastic about our jobs!
 Skills gained from project work can be built upon
and can be transferred to other work within the
department.
 Geography is no longer a barrier thanks to shared
tools, cross-training, and skills learned through
experience.
 Cultivates a dynamic, flexible workforce.
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