ASAE Presentation: Managing Enterprise Projects
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ASAE Presentation: Managing Enterprise Projects



Manage Enterprise Level Projects

Manage Enterprise Level Projects



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  • The purpose of today’s topic is to discuss the steps taken to improve communications and how it helps to foster high-performance teams. Think for a minute about a project are you working on… implementing a new CRM system? Integrating systems? Hiring a new IT manager? I am sure you have considered what resources it takes to complete that effort successfully: You might immediately think…. I have a good strategy. I have a strong action plan. I have the budget… Yes!…These are all important. But, have you considered how communications will play a major role? It is the key ingredient to helping establish high performance teams to successfully deliver enterprise level projects. Our goal here today to provide you with TOOLS that will help your communications be PROACTIVE instead of REACTIVE and ultimately help deliver successful projects.

ASAE Presentation: Managing Enterprise Projects ASAE Presentation: Managing Enterprise Projects Presentation Transcript

  • Ingredients to Creating a High Performance Team to Manage Enterprise Level Projects ASAE Jan Collins - CIO, National Education Association Raj Leyl, MBA, PMP – COO, RelianceNet
  • Agenda/Overview
    • Background
    • Plan of Action (Strategic and Tactical)
    • Communication Applied to Projects
    • Wrap-Up Discussion
  • Background - Personal
    • Joined NEA as CIO – Mar 2006
    • Assigned Goals and Objectives
    • Assessed current environment
    • ID Opportunities
    • Acting on Opportunities
    • Establish HIGH PERFORMANCE PROJECT TEAMS to help deliver key enterprise projects
    View slide
  • Background - NEA
    • What does NEA do?
    • Organizational Structure
    • Business Goals coming in
    • Technology Plan alignment
    View slide
  • What is NEA?
    • NEA believes every child in America, regardless of family income or place of residence, deserves a quality education. In pursuing its mission, NEA has determined that it will focus the energy and resources of our 3.2 million members at the national, state, and local levels on improving the quality of teaching, increasing student achievement and making schools safer, better places to learn , and making great public schools a basic right for every student a reality.
    • NEA lobbies Congress and federal agencies on behalf of its members and public schools, supports and coordinates innovative projects, works with other education organizations and friends of public education, provides training and assistance to its affiliates, and generally conducts activities consistent with the policies set by its elected governing bodies.
    • Our members consist of :
      • K- 12 Educators
      • Educational Support Professionals
      • Higher Education
      • Students
      • Retirees
  • NEA Organizational Structure
    • Governance (Elected officials)
    • Management (At will employees)
    • Union Staff (NEA is a union within a union)
  • Business Technology Transformation
    • NEA is undergoing a business technology transformation to create business efficiencies, savings, provide a greater value, and generate non dues revenue opportunities to support the mission, vision, and goals of the Association to make a great public school a basic right for every student a reality.
    • Core Competencies:
    • Effective knowledge leadership
    • Increase membership
  • Align Business & Technology Plans
    • Effective Communications Strategy/Non Dues Revenue generation
      • Upgrade of (Corporate website - younger/tech-savvy constituencies)
      • Creation of InsideNEA (New Intranet /Greater Collaboration and process improvements)
      • NEA (Online Professional Development)
      • Upgrade of NEA Today (Media Convergence)
      • “ New” NEA Book Store and Café (Brick and Mortar solution)
    • Improve Membership management processes and systems
      • Web enablement (new interface)
      • Web services (real-time updates and data manipulation)
      • Business intelligence and reporting (better decision making)
    • Streamline and fine-tune IT systems and
    • infrastructure to reduce maintenance
    • costs and security
      • Basic Assessment of technology
      • Improved Customer Service Tools
      • IT Convergence
  • Plan of Action
    • Assessment
    • Planning
    • Execution
  • Plan of Action Assess and Improve Source: Project Management Institute, Inc 2007
  • Assessment Phase
    • Strategic Alignment of Business and Technology Plans
    • Technology Infrastructure – assess as-is health
    • Business support processes to support project delivery
    • Human Capital – skills and availability
    • Culture – observed dynamics
    • Governance/Organization – formed new teams
    • Data – took inventory
    • OUTPUT  Opportunities Identified
  • Opportunities Identified
    • Optimize technology infrastructure
    • Bridge process gaps for delivering projects
    • Increase opportunities for professional development
    • Introduce tools to help foster a culture of collaboration and team work
    • Get control over data to help eliminate redundancy and inefficiencies
  • Planning Phase
    • Updated Technology Plan
    • Finalized portfolio of projects; IT goals – picking the right projects
    • Determined resource needs to deliver to schedule, scope, and budget constraints
    • Partnered with trusted vendors to bridge gaps
    • Determined processes to optimize
      • PM
      • Communications
      • Governance
      • OUTPUT  Business Case and Plans Finalized
  • Example of some Outputs from Planning Phase
  • Execution Phase – Improvement
    • Strategic
      • Contracted with trusted vendor partners to work with collaboratively with internal NEA team and bridge gaps
      • Got buy-in on plan from executive management
      • Began implementing a PMO
      • Implemented JIT PM training
      • Implemented Proven Communications Plan
      • Established strategic focus groups/committees
      • Kicked off and delivered following Enterprise Projects
        • Infrastructure Technical Assessment
        • InsideNEA .org – Sharepoint intranet portal
        • NEA – E-learning system to facilitate PD
        • Content Management System Requirements Phase
        • Performed Data Inventory analysis
      • OUTPUT  Successful Delivery of Enterprise Projects,
      • Gaps Bridged
  • Mapping of Enterprise Initiatives to Business Goals Goal Initiative Improve Communications and Collaboration
    • InsideNEA – Sharepoint Intranet Portal
    • Began Analysis phase of Document
    • Records Management initiative
    • Media Convergence ( and NEA Today)
    Improve Professional development and member benefits
    • Launched NEA Academy LMS (e-learning)
    • Introduced enterprise online content development tool
    Optimize project delivery supporting processes
    • Hired PMO Manager
    • Initiated the implementation of an
    • Enterprise Program Management Office
    Optimize Technology Infrastructure / Reduce Costs
    • Performed Independent Technology
    • Assessment (partners)
    • Identified opportunities
    • Performed remediation using internal staff
    • Implemented enterprise Help Desk system (HEAT)
    Improve membership management processes/systems and better decision making
    • Performed data inventory study
    • Began web-enabling key data entry processes
    • Business Intelligence
  • Team Performance Enablers – Acted on Opportunities
    • Provide adequate tools to get the job done
    • Develop an effective Communications Plan
    • Establish formal project organization framework
    • Invest in Professional Development
    • Enhance Governance and oversight
    • Optimize supporting processes
    • Set expectations - clear goals, acceptance criteria
    • Build consensus across teams
    • NET RESULT => Help Build High Performance Teams
    • Successful integration of internal staff and external partner resources, complemented with effective communication planning
    • =
    • Successful Delivery of Enterprise Projects
  • Provide adequate tools to get the job done
    • Supporting project delivery processes
    • Project Management Office
    • Best Practice templates
    • Just-in-time training
    • Delivery tools
  • Planning for Success – Delivery of Enterprise Projects
    • Have an effective Communications Plan
    • Have an effective Project Planning Process
    • Introduce Adequate Governance
  • Simplification Tools It Can Be Done…
    • Standardize
    • Consistent Way of Communicating
    • Use Methods to Meet People Preferences
    • Have Consistent Time for Communicating
  • Communication and Project Planning Tools It Can Be Done… Communication Rhythm
  • Communication Tools Communication Rhythm Snapshot
  • Applied to Enterprise Projects Communication Management Plan
    • What information needs to be collected and when?
    • Who will receive the information?
    • Who will prepare and distribute the information?
    • What methods will be used to gather and store the information?
    • Project Roster for team and stakeholders
    • Schedule for distribution of each type of communication
    • Communication Channels complexity (N*(N-1)/2)
  • Applied to Enterprise Projects Communication Management Plan
    • Issue Management Process
    • Change Management Process
    • Continuous Improvement Process
    • Status Reporting process
      • Frequency, Format, Audience
      • Distribution matrix
      • Responsibility matrix
    • Information Management
      • Where, Who, How ?
    • If the Project Doesn't Make Sense on Paper, the Project will not be Completed as Expected.
  • Applied to Enterprise Projects Project Planning Process
    • Define Scope – Project Objective Statement – What, when, how much?
    • Cost/benefit Analysis
    • ID Deliverables, acceptance criteria, target dates
    • Define/clarify deliverables where needed
    • List assumptions and constraints
    • ID external dependencies
    • Determine project organization
    • Define/Clarify roles and responsibilities
    • ID, Assess, and Mitigation of risks
    • Flexibility matrix – prioritize constraints
    • Review Communications Plan with team
  • Applied to Enterprise Projects Sample Project Organization Project Sponsor Program Manager PMO Project Manager Sub Project 1 Project Manager Sub Project 2 Project Manager Sub Project 3 Project Manager Sub Project 4 Project Manager Sub Project 5 Project Manager Sub Project 6 Analyst, Developers, Architects, etc Analyst, Developers, Architects, etc Analyst, Developers, Architects, etc Analyst, Developers, Architects, etc Analyst, Developers, Architects, etc Analyst, Developers, Architects, etc Steering Committee
    • Role of Executives?
    Applied to Enterprise Projects Fostering High Performance
  • Successful Projects Teams – Role of Executives
    • Help organize work into projects
    • Pick the RIGHT projects and perform them at
    • the RIGHT time
    • Develop and maintain close stakeholder and
    • customer relationships
    • Adhere to a suitable project management process
    • Ensure projects follow a documented baselined plan
    • Ensure projects are based on documented requirements
    • Ensure project resources (time, $) are commensurate with needs
    • Engage middle management help
    • Select and develop project managers
    • Establish and defined roles and performance standards
    • Ask the right questions
  • Personal Insights – Conclusion
    • Executive Project Leadership
      • Optimize project portfolio – choose the RIGHT projects
      • Provide mentoring and coaching
      • Choose the right partners (vendors)
      • Stop talking, Start doing
      • Do not be tempted to take path of least
      • resistance – be a change agent!
      • Furnish team with needed tools and training
      • Implement effective communication plans
      • Get executive alignment and buy-in
      • Do not under-estimate executive involvement
      • Bob and weave - Be prepared for push back or possible sabotage
  • Take Home Tools
    • Tools available:
      • Project Management Plan Template
      • Sample Communications Plan
      • Checklists for Success
      • Sample Roles/Responsibilities
      • Soft copy of this slide deck
      • Downloadable at:
  • Jan Collins – [email_address] Raj Leyl – [email_address] Thank You!