Session 2B - Project Process Feedback & Brainstorming
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The document outlines recommendations from a Project Process Committee to improve the project process based on feedback from EWB-USA stakeholders. The four main recommendations are: 1. Streamline project reporting by eliminating redundancy, separating technical and administrative reports, and limiting template updates. 2. Improve data sharing by creating a central platform to store past reports and allow various levels of access. 3. Enhance technical review by assigning coaches and implementing an external review board process to provide earlier feedback. 4. Provide guided access to educational resources through links, example reports, and assigning members to assist chapters on specialty topics.
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Session 2B - Project Process Feedback & Brainstorming
- 1. Project Process Feedback and Brainstorming Open Discussion with Joe Elsinger, P.E.2015 REGIONAL CONFERENCES
- 2. Photo Caption (delete if not using) 2015 REGIONAL CONFERENCES Ensure quality programs with our community partners Enable members to work effectively and efficiently Inform internal and external stakeholders of project progress Provide continuity for chapters INTRODUCTION Goals of the Project Process
- 3. INTRODUCTION Why Project Process Improvements? Strategic Plan • The project process should better uphold values expressed in EWB-USA’s strategic plan Member Feedback • Many members have expressed frustration at the current process (more later) Organizational Changes • EWB-USA has grown! • Staff and volunteer roles change as organizations grow; the project process must reflect this 2015 REGIONAL CONFERENCES
- 4. INTRODUCTION Project Process Committee Committee Basics • Members are professionals, students, mentors, faculty advisors, TAC members, ARC members, etc. • Five meetings, July through September • Careful review of feedback from EWB-USA stakeholders • Spirited discussions • Output is four recommendations 2015 REGIONAL CONFERENCES
- 5. MEMBER FEEDBACK Online survey • Open to all members; still available online https://docs.google.com/forms/d/11Q9o7xadtO6IXXWnSjbMoPr2ad qp_xnj82Jat71M5aQ/viewform Phone interviews • 50+ phone interviews with members, led by EWB-USA Project Engineer Katrina Myers In-Person Discussions • Professional Workshop in Reston, VA • Denver Professional Chapter Meeting Organizing feedback • Feedback was put in following categories: • Project reporting, TAC, student vs. professional challenges, data sharing, project engineer review, resources & examples, mentors, financials & funding, IT solutions and website, travel approval, policies & flexibility, education, chapter management & collaboration, design standards, PMEL, partnerships, community, & HASP 2015 REGIONAL CONFERENCES
- 6. MEMBER FEEDBACK Key Feedback Top four feedback areas • Project reporting (188) • Technical Advisory Committee (49) • Student vs. professional challenges (37) • Data sharing (35) 2015 REGIONAL CONFERENCES
- 7. RECCOMENDATIONS Overall goals • Make recommendations based on broad input from stakeholders • Demonstrate to volunteers that their concerns about the EWB-USA project process have been heard and are valued Methods of implementation • Pilot each recommendation to allow for adjustments • Implement all recommendations in phased rollouts, clearly communicated to EWB-USA members 2015 REGIONAL CONFERENCES
- 8. RECCOMENDATIONS One: Streamline Project Reporting Process Specific Suggestions • Eliminate redundancy within and between reports • Remove copy/paste sections • Eliminate separate instructions document • Separate technical from administrative reporting • Design Report info in standalone technical report similar to engineering industry documentation • Succinct Scope of Work statement for readers • Remove personally identifiable info to facilitate sharing • Limit template updates to every 2-3 years (after initial major revision) • Establish different reporting templates and/or expectations for different project types Discussion 2015 REGIONAL CONFERENCES
- 9. RECCOMENDATIONS Two: Share Project Information within EWB-USA Specific Suggestions • Project reporting platform will include permanent collection of past reports by chapter and project • IT solution must reduce redundant admin info • Project report platform should allow sharing of reports across the organization • Multiple levels of access likely required • Phased implementation, especially for past reports • Reports will consist of limited access admin info, and shared project info Discussion 2015 REGIONAL CONFERENCES
- 10. RECCOMENDATIONS Three: Improve Technical Review Specific Suggestions • Identify ways for TAC & SCC members to engage with chapters earlier in the process • Give EWB-USA project engineers the option to assign an additional volunteer reviewer to struggling chapters/projects before 525 • Give TAC access to past project reports to provide context • Increase project staff at HQ so they have time to give substantive review • Ensure projects going to TAC are appropriately matched with technically-suited reviewers • Discipline-based TACs? • Pool of “on-call” specialists? • Better define role of TAC and train TAC members yearly to increase consistency between TACs and emphasize their role 2015 REGIONAL CONFERENCES
- 11. RECCOMENDATIONS Three (continued) Draft Project Coaches & Review Board Process Chapter Level: REIC & Mentor Team • Roles will remain very similar. REIC signs off; attends review board, participates in coaching/comment review process HQ: Project Engineer • Roles will remain similar. Will help facilitate new process. External Level: Coaching • Two volunteers: Health and Safety Coach and Project Coach • Entry dates not finalized, but by 523 at the latest • Project coaches assigned based on expertise & ability External Level: Review Board • Made up of 8-10 TAC members, mix of expertise • Scheduled once per week • Not necessarily regional (but will probably start that way) • Presentation similar to TAC • Approved (maybe with comments), or declined Discussion 2015 REGIONAL CONFERENCES
- 12. RECCOMENDATIONS Four: Provide Guided Access to Specific Educational Resources Specific Suggestion • Gantt and flow charts to explain project process (Next cycle of document revisions) • Resource groups of individuals (including from TAC and/or SCC) who are brought into project process early to provide specialty mentorship • Links to resources by project type, example reports, and contact for TAC/SCC members with expertise • Also relevant external resources • Project engineer directs chapter to specific resources when project starts • Project engineer can require chapters that have issues to work with specific TAC/SCC members to rectify potential problems with early intervention • Develop resource database for NGOs and Peace Corps volunteers • Encourage chapters to contribute to this database Discussion 2015 REGIONAL CONFERENCES
- 13. IT SOLUTION We are developing the requirements for this system now… Overview of requirements • Cloud-based, database with online forms and e-submittals • Levels of access and security – staff, members, public • Workflow driven system that is expandable and revisable with changes to the process • Query and minable data • Chapters will have access to their project information, as well as some information between chapters • Robust reporting and exporting 2015 REGIONAL CONFERENCES
- 14. ADDITIONAL DISCUSSION Questions • What other feedback do you have on the project process? • Do these recommendations address your most important concerns? • What else are we missing? Thank you for your feedback. If you have any questions or comments, please contact • Katrina Myers • Katrina.Myers@EWB-USA.org • 720-744-2188 2015 REGIONAL CONFERENCES
Editor's Notes
- Introduction: Joe Elsinger, member of EWB since 2006 first as student and since 2009 as professional member. On ARC, student chapter mentor, various other roles over the years. I have seen EWB transition through a number of phases as an organization in the 10 years since joining. The focus of this presentation is to: Present the results of significant feedback from many EWB-USA members Explain what the ad-hoc Project Process Committee has been working on Present Committee recommendations Hear your thoughts on the recommendations, and the project process as a whole DISCUSSION WILL OCCUR IN SECOND HALF OF PRESENTATION
- Present briefly.
- Present briefly. No need to go into more depth than bullets.
- Mention survey URL:
- Consider brief explanations of categories, if you are getting any blank stares.
- This presentation is a part of each regional conference, feedback on recommendations will then be incorporated.
- 5-7 minutes discussion for this section When I was a student member I wrote technical engineering reports for designs (with problem statement, proposed solutions, discussion of design, implementation, etc) and referenced it in the 525….. ASK if chapters use instruction documents.
- 5-7 minutes discussion for this section I believe this is an area where we have struggled as an organization at many levels
- 5-7 minutes discussion for this section
- 10-12 minutes for this section
- 5-7 minutes for this section
- Present information. We will probably not have a whole lot of info beyond what’s here, unless a project engineer or other EWB-USA staff member is in the room.
- Last chance for feedback!