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Best Practices in Project Management: Strategies for Success

This comprehensive guide explores project management best practices provided by Monica M. Keith, Director of Advancement Operations. It defines project management, breaks down essential processes, and shares insights from both small and large-scale case studies. You'll learn to effectively apply methodologies to achieve project objectives, define goals, and use tools for planning, implementation, and evaluation. Key elements discussed include resource allocation, stakeholder engagement, and measuring success. Whether you're managing small projects or complex initiatives, this resource is designed to enhance your project management skills.

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Best Practices in Project Management: Strategies for Success

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  1. Project Management: a Best Practice Monica M. Keith Director of Advancement Operations

  2. Learning Outcomes • Define project management • Breaking down the process • Case studies: small and large-scale • Review of tools for project management • Applying project management to your work

  3. Defined… Project management is the application of processes, methods, knowledge, skills and experience to achieve the project objectives. -The Association of Project Management

  4. Project management typically involves: • A short-term project • A specific outcome • Resources – human and capital

  5. The Process • Define goal/outcome • Plan • Time • Cost • Scope • Implement • Evaluate

  6. 1. Define The outcome/goal(s) typically predetermined, and initiates and drives the project.

  7. 2. Plan Planning is the most important step in the process – and most complicated. Planning involves assessing 3 key elements:

  8. Time – deadline, milestones, allocation of work between team members and business as usual. • Cost – the project budget, additional/unexpected costs, staff time, comparable value. • Scope– directly effected by time and cost, and vice versa.

  9. Time, Cost and Roles – clearly defined roles are required to move a project through stages: • Project Manager • Product Owner • Team Members • Stakeholders • Users

  10. Implementation • Strategy • Milestones • Resource allocation • Adjustments • Documentation • Communication

  11. Evaluation • Result • Process • Budget • Lessons learned • Documentation

  12. Project management as a [best] practice is a method of planning and guiding a project from start to finish.

  13. Small Scale Case Study • New president • Interim vice president for Advancement • Request for Executive dashboard • Educational and actionable • Current year and comparative historical data • Data visualization • Representative of broad division goals

  14. Executive Dashboard • Project management process • A clearly defined outcome • Plan • Time: 8 weeks • Cost: time, collaborative opportunity (no budget) • Scope: superior executive style report • Roles: project manager, developers/programmers, stakeholders (internal and external) and partners

  15. Executive Dashboard • Implementation • Review sample dashboards from other institutions • Drafted sample dashboards, secure approval • Assess data in new data warehouse • Assess visualization tools with reporting tool (Microsoft Reporting Services) • Evaluate ability to publish online and schedule delivery

  16. Executive Dashboard

  17. Executive Dashboard • Evaluation • Outcome was met on time/budget • Stakeholder feedback was positive • Options to schedule delivery and publish online and in real time met • Reporting tool was flexible to accommodate reporting changes and enhancements over time

  18. Large scale Case Study • Disastrous database conversion • Many applications tied to old db in shambles • Rebuild Class Agent Portal • Re-engineer back end data with new database • Evaluate volunteer and login structure • Enhance front end user interface

  19. Class Agent Portal • Project management process • Clearly defined goal • Scope: rebuild to function in time for vol training • Time: 5-6 months • Cost: time/labor intensive • Roles: assigned a project manager, multiple staff member roles, stakeholders (Annual Giving staff and volunteers) and partners (ITS)

  20. Class Agent Portal • Process steps • Review former class agent portal • Evaluate all tables, rules, logic for logins • Assess best way to rebuild tables and add enhancements • Carefully stage the tasks and timelines • Assign project milestones and regular communication

  21. Class Agent Portal Colby.edu/mvp

  22. Class Agent Portal

  23. Class Agent Portal

  24. Class Agent Portal Class Statistics

  25. Class Agent Portal • Evaluation • Project completed on time/budget • Stakeholder feedback was positive • Better team approach and cross training • Increased usage each year • Flexibility for enhancements in data or design added each year since

  26. Time + Cost => Scope

  27. Project Management tools - MS software and web version - online project management w/ app • https://basecamp.com/tour - an online project management app • https://www.zoho.com/projects/features.html

  28. Project Prioritization Models

  29. Project Prioritization Models: 4 Quadrants The Four Quadrants time matrix comes from a book by Stephen Covey, First Things First. By using this approach, activities are categorized to fit in one out of four quadrants for time management.

  30. Project Prioritization Models: Matrix A matrix provides a compact way of conveying results, the quality of the tool depends on the quality of the multi-criteria method used to produce the results, including the logic for defining the criteria and the processes used to evaluate projects and assign weights.

  31. Project Prioritization Models: Venn Mission/Business Project Alignment Client(s) or constituencies Resources Venn diagrams are used to compare and contrast sets of data or ideas. They can be used to classify and/or show relationships between sets – and therefore contribute to planning and prioritizing.

  32. Project Management Project management is the application of processes, methods, knowledge, skills and experience to achieve the project objectives. -The Association of Project Management

  33. Questions? Project Management

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