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Project Management: The Prize is in the Process

Project Management: The Prize is in the Process. Helene Blowers, Director of Digital Strategy Macrina Gilliam, Applications Project Manager Columbus Metropolitan Library. Why do projects fail?. Columbus Metropolitan Library’s Project Management Life Cycle. Scalability.

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Project Management: The Prize is in the Process

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  1. Project Management:The Prize is in the Process Helene Blowers, Director of Digital Strategy Macrina Gilliam, Applications Project Manager Columbus Metropolitan Library

  2. Why do projects fail?

  3. Columbus Metropolitan Library’s Project Management Life Cycle

  4. Scalability No matter the size of the library or project, a good project management process can adapt to fit.

  5. Project Management Life Cycle 1. INITIATE 2. PLAN 4. CLOSE 3. EXECUTE

  6. Typical Roles • Project Sponsor • Process Owner/Product Owner • Project Manager • IT Advisor • Subject Matter Experts (SMEs) • “Blue Zone”

  7. 1. INITIATE PLAN 1. INITIATE INITIATE Identify opportunity Decide to proceed iterative rapid prototyping PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional LitDoes it… Engage Enrich Empower! TRANSITION TO PROCESS OWNER Plan for support, next steps Monitor for continuous improvement 2. PLAN SCOPE/PLAN Write Scope Identify Resources Do Risk Assessment PLAN USER INPUT 4. CLOSE KICK OFF Define Team Roles Create Work Plan Dev Communication Plan EVALUATE Identify Lessons Learned Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle DISCOVERY ID USER PREFERENCES Identify primary requirements CONTROL Monitor to ensure goals met MEASURE USER SATISFACTION PROTOTYPING: DESIGN & BUILD Create Prototypes Beta designed/built Develop content Test to prep for beta launch DELIVER/ LAUNCH Launch product Invite Process Owner to launch 3. E X E C U T E BETA Conduct beta test USERS “PLAY & SAY” Finalize requirements Prep for launch

  8. 1. INITIATE PLAN 1. INITIATE INITIATE Identify opportunity Decide to proceed iterative rapid prototyping PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! TRANSITION TO PROCESS OWNER Plan for support, next steps Monitor for continuous improvement • INITIATE • Identify opportunity • Make decision to proceed • Why are we doing this? 2. PLAN SCOPE/PLAN Write Scope Identify Resources Do Risk Assessment PLAN USER INPUT 4. CLOSE KICK OFF Define Team Roles Create Work Plan Dev Communication Plan EVALUATE Identify Lessons Learned Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle DISCOVERY ID USER PREFERENCES Identify primary requirements CONTROL Monitor to ensure goals met MEASURE USER SATISFACTION PROTOTYPING: DESIGN & BUILD Create Prototypes Beta designed/built Develop content Test to prep for beta launch DELIVER/ LAUNCH Launch product Invite Process Owner to launch 3. E X E C U T E BETA Conduct beta test USERS “PLAY & SAY” Finalize requirements Prep for launch

  9. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN SCOPE/PLAN Write Scope Identify Resources Do Risk Assessment PLAN USER INPUT 4. CLOSE • SCOPE/PLAN • Write Scope • Identify Resources • Risk Assessment • Plan User Input • Concept/Vision Review KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan EVALUATE ID Lessons Learned Archive Docs Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle CONTROL Monitor product/process to ensure goals are met ID opps for continuous improvement MEASURE USER SATISFACTION DISCOVERY Create Prototypes ID USER PREFERENCES Finalize requirements PROTOTYPING: DESIGN & BUILD Interface designed Functionality/Design Coded Testing Content Dev/Loading Monitor scope, risk, quality Update Stakeholders DELIVER/ LAUNCH Launch and test Fixes, if needed Update Stakeholders 3. E X E C U T E BETA/ TRAINING Conduct pilot/beta test and/or training USERS “PLAY & SAY” Employ Fixes Final Testing Launch Prep

  10. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN SCOPE/PLAN Write Scope/Prelim Plan Risk Assessment ID Resource/Procurement Needs ID Project Team Concept/Vision Review PLAN USER INPUT • PRE-PLAN • Strategic Planning • Think Tanks • Consult Management • Library Visits • Research It • Professional Literature • Does it… • Engage Enrich Empower! 4. CLOSE KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan EVALUATE ID Lessons Learned Archive Docs Conduct closing audit Stakeholder Assessment CML ProjectManagement Life Cycle CONTROL Monitor product/process to ensure goals are met ID opps for continuous improvement MEASURE USER SATISFACTION DISCOVERY Create Prototypes ID USER PREFERENCES Finalize requirements PROTOTYPING: DESIGN & BUILD Interface designed Functionality/Design Coded Testing Content Dev/Loading Monitor scope, risk, quality Update Stakeholders DELIVER/ LAUNCH Launch and test Fixes, if needed Update Stakeholders 3. E X E C U T E BETA/ TRAINING Conduct pilot/beta test and/or training USERS “PLAY & SAY” Employ Fixes Final Testing Launch Prep

  11. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN SCOPE/PLAN Write Scope/Prelim Plan Risk Assessment ID Resource/Procurement Needs ID Project Team Concept/Vision Review PLAN USER INPUT 4. CLOSE KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan EVALUATE ID Lessons Learned Archive Docs Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle • KICK OFF • Secure Team • Define Roles • Create Detailed Work Plan • DevelopCommunication Plan • Involve those outside team who • will support the project CONTROL Monitor product/process to ensure goals are met ID opps for continuous improvement MEASURE USER SATISFACTION DISCOVERY Create Prototypes ID USER PREFERENCES Finalize requirements PROTOTYPING: DESIGN & BUILD Interface designed Functionality/Design Coded Testing Content Dev/Loading Monitor scope, risk, quality Update Stakeholders DELIVER/ LAUNCH Launch and test Fixes, if needed Update Stakeholders 3. E X E C U T E BETA/ TRAINING Conduct pilot/beta test and/or training USERS “PLAY & SAY” Employ Fixes Final Testing Launch Prep

  12. 1. INITIATE PLAN 1. INITIATE INITIATE Identify opportunity Decide to proceed DISCOVERY ID USER PREFERENCES Identify primary requirements PROTOTYPING: DESIGN & BUILD Create Prototypes Beta designed/built Develop content Test to prep for beta launch BETA Conduct beta test USERS “PLAY & SAY” Finalize requirements Prep for launch iterative rapid prototyping PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! TRANSITION TO PROCESS OWNER Plan for support, next steps Monitor for continuous improvement 2. PLAN SCOPE/PLAN Write Scope Identify Resources Do Risk Assessment PLAN USER INPUT 4. CLOSE KICK OFF Define Roles Create Work Plan Dev Communication Plan EVALUATE ID Lessons Learned Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle CONTROL Monitor to ensure goals met MEASURE USER SATISFACTION DELIVER/ LAUNCH Launch product Invite Process Owner to launch 3. E X E C U T E

  13. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN SCOPE/PLAN Write Scope/Prelim Plan Risk Assessment ID Resource/Procurement Needs ID Project Team Concept/Vision Review PLAN USER INPUT 4. CLOSE KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan EVALUATE ID Lessons Learned Archive Docs Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle CONTROL Monitor product/process to ensure goals are met ID opps for continuous improvement MEASURE USER SATISFACTION DISCOVERY ID USER PREFERENCES Identify preliminary requirements • DISCOVERY • Research • Identify User Preferences • Identify primary requirements PROTOTYPING: DESIGN & BUILD Interface designed Functionality/Design Coded Testing Content Dev/Loading Monitor scope, risk, quality Update Stakeholders DELIVER/ LAUNCH Launch and test Fixes, if needed Update Stakeholders 3. E X E C U T E BETA/ TRAINING Conduct pilot/beta test and/or training USERS “PLAY & SAY” Employ Fixes Final Testing Launch Prep

  14. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN SCOPE/PLAN Write Scope/Prelim Plan Risk Assessment ID Resource/Procurement Needs ID Project Team Concept/Vision Review PLAN USER INPUT 4. CLOSE KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan EVALUATE ID Lessons Learned Archive Docs Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle • PROTOTYPING: DESIGN & BUILD • Create Prototypes • Beta product designed, built • Develop content • Test to prep for beta launch CONTROL Monitor product/process to ensure goals are met ID opps for continuous improvement MEASURE USER SATISFACTION DISCOVERY Create Prototypes ID USER PREFERENCES Finalize requirements PROTOTYPING: DESIGN & BUILD Create Prototypes Beta product designed/built Develop content Test to prep for launch DELIVER/ LAUNCH Launch and test Fixes, if needed Update Stakeholders 3. E X E C U T E BETA/ TRAINING Conduct pilot/beta test and/or training USERS “PLAY & SAY” Employ Fixes Final Testing Launch Prep

  15. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN SCOPE/PLAN Write Scope/Prelim Plan Risk Assessment ID Resource/Procurement Needs ID Project Team Concept/Vision Review PLAN USER INPUT 4. CLOSE KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan EVALUATE ID Lessons Learned Archive Docs Conduct closing audit Stakeholder Assessment • BETA • Conduct pilot/beta test/training • Users “play and say” • Finalize Requirements • Prep for Launch CML Project Management Life Cycle CONTROL Monitor product/process to ensure goals are met ID opps for continuous improvement MEASURE USER SATISFACTION DISCOVERY Create Prototypes ID USER PREFERENCES Finalize requirements PROTOTYPING: DESIGN & BUILD Interface designed Functionality/Design Coded Testing Content Dev/Loading Monitor scope, risk, quality Update Stakeholders DELIVER/ LAUNCH Launch and test Fixes, if needed Update Stakeholders 3. E X E C U T E BETA Conduct pilot/beta test and/or training USERS “PLAY & SAY” Finalize Requirements Launch Prep

  16. DISCOVERY PROTYPYING BETA • Iterative development saves time later • Increases input and buy-in • Higher quality result • Let go of being prefect purfect perfect!

  17. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN SCOPE/PLAN Write Scope/Prelim Plan Risk Assessment ID Resource/Procurement Needs ID Project Team Concept/Vision Review PLAN USER INPUT 4. CLOSE KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan • DELIVER/LAUNCH • Launch • Conduct post-launch test • Invite key stakeholders to launch • and have them help test EVALUATE ID Lessons Learned Archive Docs Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle CONTROL Monitor product/process to ensure goals are met ID opps for continuous improvement MEASURE USER SATISFACTION DISCOVERY Create Prototypes ID USER PREFERENCES Finalize requirements PROTOTYPING:DESIGN & BUILD Interface designed Functionality/Design Coded Testing Content Dev/Loading Monitor scope, risk, quality Update Stakeholders DELIVER/ LAUNCH Launch and test Invite key stakeholders to launch 3. E X E C U T E BETA/ TRAINING Conduct pilot/beta test and/or training USERS “PLAY & SAY” Employ Fixes Final Testing Launch Prep

  18. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN SCOPE/PLAN Write Scope/Prelim Plan Risk Assessment ID Resource/Procurement Needs ID Project Team Concept/Vision Review PLAN USER INPUT • CONTROL • Monitor product/process to ensure goals are met • ID opportunities for immediate improvement • Measure User Satisfaction 4. CLOSE KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan EVALUATE ID Lessons Learned Archive Docs Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle CONTROL Monitor product/process to ensure goals are met MEASURE USER SATISFACTION DISCOVERY Create Prototypes ID USER PREFERENCES Finalize requirements PROTOTYPING: DESIGN & BUILD Interface designed Functionality/Design Coded Testing Content Dev/Loading Monitor scope, risk, quality Update Stakeholders DELIVER/ LAUNCH Launch and test Fixes, if needed Update Stakeholders 3. E X E C U T E BETA/ TRAINING Conduct pilot/beta test and/or training USERS “PLAY & SAY” Employ Fixes Final Testing Launch Prep

  19. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN • EVALUATE • Conduct closing audit • Identify Lessons Learned • Stakeholder Assessment SCOPE/PLAN Write Scope/Prelim Plan Risk Assessment ID Resource/Procurement Needs ID Project Team Concept/Vision Review PLAN USER INPUT 4. CLOSE KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan EVALUATE Conduct closing audit ID Lessons Learned Stakeholder Assessment CML Project Management Life Cycle CONTROL Monitor product/process to ensure goals are met ID opps for continuous improvement MEASURE USER SATISFACTION DISCOVERY Create Prototypes ID USER PREFERENCES Finalize requirements PROTOTYPING: DESIGN & BUILD Interface designed Functionality/Design Coded Testing Content Dev/Loading Monitor scope, risk, quality Update Stakeholders DELIVER/ LAUNCH Launch and test Fixes, if needed Update Stakeholders 3. E X E C U T E BETA/ TRAINING Conduct pilot/beta test and/or training USERS “PLAY & SAY” Employ Fixes Final Testing Launch Prep

  20. 1. INITIATE PLAN TRANSITION TO PROCESS OWNER Develop plan for Maintenance/Support Plan next phase New Tactic? Monitor opps for continuous improvement PRE-PLAN Strategic Planning Think Tanks Management Library Visits Research Professional Lit Does it… Engage Enrich Empower! 2. PLAN SCOPE/PLAN Write Scope/Prelim Plan Risk Assessment ID Resource/Procurement Needs ID Project Team Concept/Vision Review PLAN USER INPUT • TRANSITION TO PROCESS OWNER • Create a plan for the transition • - Maintenance/Support • - Plan next phase • Monitor opportunities and user needs • for continuous improvement - ongoing 4. CLOSE KICK OFF Secure Team Define Roles Detailed Plan Update Stakeholders Explain DSIT Role Dev Communication Plan EVALUATE ID Lessons Learned Archive Docs Conduct closing audit Stakeholder Assessment CML Project Management Life Cycle CONTROL Monitor product/process to ensure goals are met ID opps for continuous improvement MEASURE USER SATISFACTION DISCOVERY Create Prototypes ID USER PREFERENCES Finalize requirements PROTOTYPING: DESIGN & BUILD Interface designed Functionality/Design Coded Testing Content Dev/Loading Monitor scope, risk, quality Update Stakeholders DELIVER/ LAUNCH Launch and test Fixes, if needed Update Stakeholders 3. E X E C U T E BETA/ TRAINING Conduct pilot/beta test and/or training USERS “PLAY & SAY” Employ Fixes Final Testing Launch Prep

  21. Successful Project Management • Is scalable and sustainable • Clarifies goals • Allocates adequate time and resources • Increases buy-in and minimizes risks/costs • Has admin/management support • Increases customer/staff input • Sets up environment for continuous improvement

  22. Questions? The prize is in the process

  23. Thank You! PowerPoint Presentation and Handouts will be available at http://cmlpresentations.pbwiki.com

  24. Project Ideas • Add a fine payment option to check out machines • Add PCs at each location where customers can apply for a library card themselves • Upgrade to the new version of your event management or [fill-in-the-blank] software • Add an instant message widget to your site • Add a genealogy or [fill-in-the-blank] blog to your website • Create an information-sharing wiki for reference staff. • Create a wiki as your staff intranet

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