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DTS Project Management

DTS Project Management. A new approach Gracemary Smulewitz Rebecca Martinez Jamie Maguire. Why Project Management?. While we still perform our routine responsibilities, much of our time is also committed to projects.

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DTS Project Management

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  1. DTSProject Management A new approach Gracemary Smulewitz Rebecca Martinez Jamie Maguire

  2. 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.

  3. 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

  4. 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?

  5. 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?

  6. 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.

  7. DTS Project Spreadsheet

  8. 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

  9. 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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