Project Management –
Change Required?
Gary Hewson, PMP®
Project Manager
Information Technology
Richland County School District One
October 16, 2009
Session Agenda
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Definition & Concepts
Project Management Concepts?
Why Project Management?
Why Projects Fail?
Why Project Management Fails?
RCSD1 Best Practices
Table Exercises
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EDTECH
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Definitions
Project
A temporary endeavor undertaken to create a
unique product or service with a defined start
and end point and specific objectives that, when
attained, signify completion.
Project Management
The application of knowledge, skills, tools, and
techniques to bring about a successful
completion of specific project.
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Triple Constraints
Resources
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EDTECH
4
Why Project Management?
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5
Why Project Management?
• “Poor Project Management is cited as the #1 cause of project
failures”
…PM World Today
• 61% of all IT projects fail
…PM World Today
• “28% of respondents identified poor communication as the
main cause of project failure”
…Information Week
• “60%-80% of project failure can be attributed directly to poor
requirements”
…Meta Group
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Increase Chance of Hitting
the Target
Time
Requirements
Cost
Why Projects Fail?
1.
Sponsor Failure
 No sponsor to multiple sponsors
 Lack of authority
2.
Scope Failure
 No boundaries (included vs. excluded)
 Scope creep
3.
Communications Failure
 Stakeholders left in dark
 “Bad news does not age well”
4.
Supplier or Vendor Failure
 Statement of work incorrect
 Overstated capabilities
5.
Project Discipline Failure
 No consistent processes
 Lack of due diligence
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Why Project Management Fails
1. Failure to manage change
 Culture
 Organizational
2. Lack of commitment
 Actions don't back up their words
 "Just do the work "We're wasting time”
3. Past failures
 Misguided attempt at implementation of project management
 Cumbersome, paper intensive
 Takes too much focus away from the work at hand
4. Inadequate planning
 Self-proclaimed do-ers . Redo-ers.
 Unwilling to invest the time required
 Hard work
5. It's not about the tools
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 Misconception that tools allow you to be a better project manager
 Tools do not make or brake a project
EDTECH
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RCSD1 Best Practices
1. Project Management Office
2. Project Life Cycle
3. Scalable Methodology
4. Project Acceptance Process
5. Project Web Page
6. “4 Box“ Status Reporting
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RCSD1 Project Life Cycle
COMPONENTS
NEED
• Phases
• Decision points
• Gate Reviews
INITATE
PLAN
• Project Manager Assignment
• PM Deliverables
• Ownership
• Templates & Status Report
EXECUTE
CLOSE
Project Acceptance Requirements
 Charter completed
 Sponsor approved
 IT Director approved
Approved for planning
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RCSD1 Scalable Methodology
Large
Small
Medium
Methodology
Project
Management
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Project
Management
EDTECH
Project
Management
Project
Management
13
Project Review Web Page
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EDTECH
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RCSD1 Status Reporting – “4-Box”
Project
Code
ITD08001
Project
Manager
Gary Hewson
Project
Name
ITD08001 Telecom Assessment & Bill Audit
Last
Update
09/30/09
Accomplishments - Last 14 Days
 Closed Action items identified by RSI.
 Submitted disconnects for 384K video circuits
Project
Health
G
as
of
02/18/09
Risks / Issues
Risk: None
Mitigation:
Issue:
Resolution strategy /plan:
Key Activities to Complete – Next 14 Days
 Validate foreign central office and voice mail disconnects on
October A&T invoice
 Process work order to change all self-managed Centrex
lines to unmanaged Centrex lines.
 Review draft of final report and presentation
 Final presentation / report scheduled 10/23/09
Key Milestones / Deliverables
Interviews & Site Visits
Document Collection
Wireless Audit Findings Report
Landline Audit Report
Initial Report
Receive Final Report
Pre-review Final Report
Final presentation and report
Implement Recommendations
Information Technology
5/5/09
5/8/09
5/5/09
5/22/09
6/25/09 6/25/09
7/16/09 7/16/09
8/6/09
8/6/09
9/28/09 9/28/09
9/30/09 10/22/09
10/23/09 10/23/09
TBD
TBD
100%
100%
100%
100%
100%
05/08/09
05/22/09
06/25/09
07/16/09
08/06/09
Table Exercise
• You have been authorized by your supervisor to attend
EDTECH and report your experience back to your
district.
• You started project planning for EDTECH on 09/07/09
and providing “4 Box” updates.
• Your supervisor has requested you (attendee & project
manager) to provide a “4 Box” update as of 12 PM
today. Use “4 Box” methodology to report status.
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Project
Code
XXXYYNNN
Project
Manager
ATTENDEE
Project
Name
ATTEND EDTECH
Last
Update
Accomplishments - Last 14 Days
 Confirmed hotel reservations
 Finalized travel plans
 Reviewed conference schedule
 Select sessions to attend
 Reassigned work activities during absence
Key Activities to Complete – Next 14 Days
 Confirm supervisor presentation meeting



Project
Health
10/16/09
G
as
of
09/07/09
Risks / Issues
Risk: Registration fee lost due to sickness or family crisis.
Mitigation: Alternate attendee identified
Issue: NONE
Resolution strategy /plan:
Key Milestones / Deliverables
Activity
Submitted Conf. Request
Conference Registration
Attend Conference
Develop supervisor update
Trip reimbursement form
Supervisor presentation
Information Technology
Start
9/7/09
9/21/09
10/14/09
10/19/09
10/19/09
10/26/09
Finish
9/7/09
9/21/09
10/16/09
10/22/09
10/19/09
10/26/09
%C
100%
100%
80%
Actual
09/07/09
09/21/09
PM Resources
• RCSD1 PM Best Practices
http://pmbestpractices.wikispaces.com/
• Project Management Institute
http://www.pmi.org
• Project Management Institute
South Carolina Midlands Chapter
http://www.pmi-midlands.org
• gantthead.com
http://www.gantthead.com
• SC Division of State Information Technology (DSIT)
Project Management Info Center
http://www.cio.sc.gov/productsandservices/pm
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