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Project management
- 1. Project Management 2599 (online) By David Hamilton
- 2. Why Project Management • Effectively complete projects • Efficient utilization of organizational resources • Achieves organizational objectives • Systematic organization (organizing chaos) • Manage outcomes through risk and quality management
- 3. Project Management for Curriculum Development • Project Management in academia has been well documented as a best practice • Developing relevant training sessions for employees will ensure organization sustainability
- 4. Planning • Identify Project Manager • Create Charter • Assign Subject Matter Experts • Kick-Off meeting • Identify Student Performance Objectives • Approvals
- 5. Detailed Planning Processes • Develop Project Charter • Plan Scope • Collect Requirements • Create Work Breakdown Structure
- 6. Detailed Planning Processes cont. • Define, sequence and estimate activities • Develop Schedule • Establish funding authority • Determine a budget
- 7. Detailed Planning Processes cont. • Assign Subject Matter Experts • Plan communications • Identify risks and plan response • Identify stakeholders
- 8. Documenting Phase • Draft Lesson Plan (Introduction, Presentation, Summary, Evaluation, Applicability) • Ancillary Presentations (PowerPoint, handouts, videos, tests) • Revisions and editing • Approvals
- 9. Detailed Documenting Processes • Develop draft • Revision history • Validate content • Quality control
- 10. Detailed Documenting Processes cont. • Manage communication • Manage risks • Manage stakeholders engagement
- 11. Piloting • Create a Pilot class, with select sampling of targeting employees. • Utilize all presentation materials • Project Manager, team and students evaluate the class for effectiveness • *Best Practice- Sponsor should attend
- 12. Detailed Piloting Processes • Control Costs • Monitor Quality • Monitor Communications
- 13. Detailed Piloting Processes cont. • Control Risks • Control Stakeholder Engagement
- 14. Implementing • Deliver to the Program Manager • Subject Matter Experts will conduct training sessions for identified staff, in order certify Instructor Trainers • Project team available to assist and advise • Turn over all project documentation
- 15. Detailed Implementing Processes • Deliver to Program Manager • Release Subject Matter Experts • Deliver Project Documents
- 17. Part 2 The Project Plan Template Project Management for Curriculum Development
- 18. Project Plan
- 19. Index
- 20. Section 1
- 21. Section 1 cont.
- 23. Section 3
- 25. Revision History
- 28. Section 7
- 31. Kick-Off Meeting
- 33. Process Flows
Editor's Notes
- It is well established that Organizational Project Management is a best practice for achieving the visions, missions and objectives of any agency. By having a consistent and systematic approach to completing projects, organizations will ensure the most effective and efficient utilization of their resources. Through well thought out planning, project management will aid in the sustainability of your company.
- The employees of any organization are its most valuable assets. By investing in their training programs, you are ensuring their success and the long term sustainability of your organization. A better trained, better informed employee will be better ready to meet the needs of our clients. Project management has been successfully adopted in most career fields, ranging from construction, information technology and academics. That is why I am introducing the use of it into our agency. By utilizing the proven tools and techniques of project management to develop training programs, you will more efficiently be able to achieve objectives in line with the vision and mission statements. A team of Subject Matter Experts will create, implement and evaluate a standardized system of project management. In turn our local, regional and state wide end users will be able to utilize these methods to develop curriculum that will be consistent on all levels. As a result of implementing project management, timely, effective and relevant curriculum will be delivered to employees; increasing their value.
- Through the Superintendent (Project Sponsor) of the Corrections Training Academy, an identified curriculum developer (Project Manager/PM) will be assigned to the creation or revision of a lesson plan. The Project Manager in conjunction with the Sponsor will create the Project Charter for the curriculum. Time management and cost will also be determined. The PM then would immediately begin assigning Subject Matter Experts (SME) to contribute and assist on the project. SME’s will be chosen on both their ability and availability. Depending upon the size and complexity of the project, a determination will be made for the number of SME’s to be involved. A best practice rule of thumb is one to five SME’s with three usually being optimal. A kick off meeting will be held, SME’s within acceptable driving distance (60 miles) will attend in person, and those outside of that distance will attend via video conference. The meeting will entail the justification for the project, along with reading the Project Charter. Critical path, resource matrix, communications plan, and risk management, will also be established. The meeting will conclude with a question and answer period conducted by the Sponsor and PM. The Project Manager and SME’s will begin compiling information from approved, credible and reliable sources. Simultaneously the information will be validated and evaluated for relevancy, accuracy, correctness and completeness. It is unacceptable to relay bad or miss information to employees. Out of the usable information, a determination will be made as to what the Student Performance Objectives will be during the specified training session. The SPO’s along with the validated information will be submitted form the Project Manager to the Sponsor for review, approval or revisions.
- • Develop Charter- The Project Charter is a written document that is created by the Project Sponsor authorizing the project Manager to begin the work and utilize organizational recourses. The Project Charter will include the following: Scope Statement, Deliverables, Milestones, Technical Requirements, Limits and Exclusions. • Plan Scope- The Project Manager and Sponsor will develop a plan to meet the overall needs of the project. The Scope Statement will be detailed statement, with clearly defined boundaries of what the Project Manager will produce in conjunction with the Project Team. • Collect Requirements- The Project Manager will be responsible for gathering the requirements for the project from the sponsor and key stakeholders. Additionally the Project Manager Will collect all necessary documents (Ohio Revised Code, Court decisions, Administrative Rules, Policy, Standard Operating Procedures) necessary to provide the Project Team a successful completion of the project. • Create Work Breakdown Structure (WBS)- The WBS is a hierarchical chart used to systematically subdivide work packages into smaller more manageable units. WBS in curriculum development can typically be separated into four process: Planning, Documenting, Piloting and Implementing.
- • Define, Sequence and Estimate Activities- The Project Manager along with the team will define what activities need to be preformed, sequence those activities (placing them in a logical order to achieve the greatest efficiency of resources based on project constraints), and estimate the completion time of each activity, which will establish the time frame of the project. • Develop Schedule- Analyzing the logical sequence of activities, the Project Manger in along with the Project Team will develop a schedule of activities to be preformed for the project. An proven tool for this is a Gantt Chart. • Establish Funding Authority- Identify the source who (Regional Directors, Managing Officers) can authorize any funds and method of the funds (i.e., capital budget, general revenue fund, appropriated receipts, grant funds) approved for the project. • Determine a Budget- Under normal circumstances, no additional funding will be authorized for curriculum development projects. The only authorized expenditure will be time, which is already accounted for in payroll. Any further policies must adhered to established policies and procedures.
- • Assign Subject Matter Experts- The Project Manager and sponsor will select Subject Matter Experts based upon their knowledge, skills and abilities of the curriculum being developed. Contingent upon acceptance to the Project Team, their manager will be notified and they will be reassigned according the resource matrix. This will be a volunteer team. • Plan Communication- The Project Manager will develop an appropriate approach to communications that will meet the needs of the Project Sponsor, key stakeholders and the Project Team. The plan will include type of communication, who receives it and mandatory distribution times. • Identify Risk and Plan Response- The Project Manager along with key stakeholders will determine what risks could impact the project, and create options that would enhance opportunities and reduce threats to the projects successful completion and implementation. • Identify Stakeholders- The Project Manager and the Project Sponsor will identify key stakeholders (i.e. Directors Office, Regional Directors, employees) or organizations (i.e. Federal Government agencies, other public or private entities) that could impact the projects outcome.
- Upon the approval of the SPO’s, a draft of the lesson plan and any ancillary presentations (PowerPoint, video, tests) will be completed. The Project Manager will edit the draft for content, grammar while ensuring it is within the scope of the project. The SME’s will make the recommended revisions and upon completion; the Project Manager will submit to the Sponsor for review, approval or further revisions.
- • Develop Draft- A draft of the lesson plan (Introduction, Presentation, Summary, Application, Evaluation) will be completed by the identified team member according to the resource matrix and submitted to the Project Manager. • Revision History- The Project Manager will note changes in the scope, lesson plan and presentations, documenting them on the Revision History matrix. This will play a significant role in Lessons Learned. • Validate Content- The Project Manager will validated all content for relevancy, accuracy, correctness and completeness. It is unacceptable to relay any deceptive or miss information to employees . • Quality Control- The content of the lesson plan and all ancillary presentation material must be within the scope of the project.
- • Manage Communication- The Project Manager will oversee the creation, collecting, distributing, storing, retrieving and the final delivery of all communication according to the communications plan. • Manage Risk- The Project Manager along with key stakeholders and team members will define on how to conduct risk management activities throughout the project. • Manage Stakeholder Engagement- It is the Project Managers responsibility to communicate and work with the stakeholders to ensure that expectations are being met.
- The Project Manager will select a sampling of the targeted employees to receive the training and conduct a pilot class using all the presentation material (lesson plan, PowerPoint, etc). It will be during this class that the project team will establish how the information is presented to coincide with the project plan, while meeting all objectives. The Project Manager, SME’s and students will evaluate this class and determine what, if any revisions need to be made. A best practice for this stage of development is to have the Project Sponsor attend this pilot class. The more complex/controversial the curriculum, the higher the priority their attendance. The final products (documents, lesson plans, PowerPoint's, video, tests, handouts) will be submitted to the Sponsor for final approval or further revisions.
- • Control Costs- If additional funds are authorized, the Project Manager is ultimately responsible to control the budget and receive prior approvals pre policy for any baseline changes. • Monitor Quality- The Project Manager will ensure the project does not deviate from the scope or approved content. Any authorized changes must be documented in the revision history log. • Monitor Communication- The Project Manager will oversee the monitoring and controlling of all communications throughout the project lifecycle to ensure the informational needs of the Project Sponsor, stakeholders are met, and team members are kept informed.
- • Control Risk- The Project Manager and key team members will monitor risks, implement risk response plans, identify new risks and evaluate the risk plan throughout the project. • Control Stakeholder Engagement- The Project Manager will be responsible for monitoring and controlling the stakeholders engagement throughout the projects lifecycle.
- Upon final approval from the Sponsor, the lesson plan along with all presentation material will be turned over to the Program Manager who will responsible to facilitate and supervise the class. The SME’s will conduct training classes for all identified employs tasked with becoming instructors. This will establish Instructor Trainers within the program and will help ensure consistency in its presentation. The Project Manager and key SME’s will be available for any consultation with the Program Manager and their instructors if needed.
- • Deliver to Program Manager- Upon final approval from the Project Sponsor, conducting Instructor Trainer sessions and implementing the new curriculum, the Project Manager will deliver documentation of all lessons plans and presentation material to the receiving Program Manager. • Release Subject Matter Experts- The Project Manager will ensure that key Subject Matter Experts are available for consultation with the Program Manager should the need arise, also for future revisions. • Deliver Project Documents- The final set of all project documents will be delivered to the Project Sponsor and placed in the organizational assets for future revisions.
- Quick overview of Project Management in curriculum development using a Work Breakdown Structure.
- Part 2: Describing the Project Plan Template. The slide hereafter will establish the template I have created for my methodology. This is a adaptable, flexible plan that can be utilized to create and develop lesson plans through a wide range on complexities. In the words of the immortal Bruce Lee……”Absorb what is useful, reject what is useless, and add what is specifically your own.”
- Page 1: Project plan cover sheet with sponsors authorization.
- Page 2: Index page
- Page 3: Section 1 Overview. This section will identify why the curriculum needs to be developed/revised along with the objectives and scope of the project. Known success factors will be noted to ensure that the project is on track and assumptions to the development of the project will be documented.
- Page 4: Section 1 cont.
- Page 5: Communications and Milestones. Communications is vitally important so the project stays within the Triple Constraints (Time, Scope, Budget). It is the Project Managers responsibility to ensure that the communications plan is adhered to. The major milestones in curriculum development (Planning, Documenting, Piloting, Implementing) will be established by the Project Manager in conjunction with the team.
- Page 6: Section 3 Project Organization, Risk Management and Structure. The Human Resource Matrix identifies individuals and there tasks/responsibilities to the project and the team.
- Page 7: Section 3 continued, Risk Management Plan. All projects have risks. They must be identified (ex. No management support, employee injury or illness due to training session) and responses established. Risk management is an ongoing process, even through implementation phase and beyond.
- Page 8 Revision History. Any changes to the scope, objectives or overall plan will be approved by the Sponsor and documented in the Revision History log.
- Page 9: Completion Summary. By documenting the duration of activities, will better enable future curriculum developers to schedule projects. It will also verify if the project is on schedule or not.
- Page 10: Lessons Learned forms. Maintaining Lessons Learned documentation in the organizational assets, will enable future revisions of this lesson plan to be more efficiently revised.
- Page 11: Section 7 Appendix index
- Page 12: Project Charter Example. This example sets the expectations of what a Project Charter should establish. Simple, clear and concise, telling what the objectives are and are not. The Deliverables will be named in the charter as well as the potential milestone schedule. It is understood if an major incident takes place, the project will be delayed. The technical requirements and limits/exclusions will be determined collaboratively by the Sponsor and Project Manager. The reviewer will always be the Superintendent of the Corrections Training Academy.
- Page 13: Project Charter Template. This is a generic template that can be used as is, or make adjustments to fit your specific needs.
- Page 14: Kick-Off Meeting Agenda. After the Subject Matter Experts have been assigned, the Sponsor, Project Manager and the team will meet either in person and/or video confronting. During this meeting the Project Charter will be read, expectations established and a Q&A with the Sponsor to clarify any objectives.
- Page 15: Work Breakdown Structure- This hierarchical chart illustrates the priorities in the creation and development of curriculum. The constant theme is the end of each phase is the required approval of the Sponsor and/or key stakeholders before work begins in the next phase.