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Project Management Part Two


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Second chapter of half-day pre-conference offered at Electronic Resources in Libraries, Atlanta, GA, March 2008.

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Project Management Part Two

  1. 1. Project Management Part Two Planning the Project
  2. 2. First Thoughts <ul><li>What are you going to do? </li></ul><ul><li>How are you going to do it? </li></ul>
  3. 4. Scope (WHAT) <ul><li>Objectives = what the project is trying to achieve </li></ul><ul><li>SMART Objectives </li></ul><ul><ul><li>Specific </li></ul></ul><ul><ul><li>Measureable </li></ul></ul><ul><ul><li>Agreed upon </li></ul></ul><ul><ul><li>Time framed </li></ul></ul>
  4. 5. Objectives examples <ul><li>Which one is SMART??? </li></ul><ul><ul><li>To investigate color printing options for reference department handouts on campus and in the library. </li></ul></ul><ul><ul><li>To select, configure and install a larger server for web development projects in the Library IT department by the end of fiscal year 2008. </li></ul></ul>
  5. 6. Your Turn: <ul><li>Write an objective for a project in your library that interests you (pie in the sky) or addresses a known need (data driven). </li></ul>
  6. 7. Cost Information <ul><li>How much do you have? </li></ul><ul><li>Have specific purchases been identified? </li></ul><ul><li>Know your limitations </li></ul><ul><li>Know your wiggle room </li></ul><ul><li>Know your institution’s </li></ul><ul><li>purchasing guidelines </li></ul><ul><li>Are there RFP guidelines? </li></ul>
  7. 8. Time <ul><li>How time sensitive is the project? </li></ul><ul><li>Is it crisis-driven? </li></ul><ul><li>Is there a drop dead date? </li></ul><ul><li>Do institutional calendars drive it? </li></ul><ul><li>Do vendor offers drive it? </li></ul>
  8. 9. Deliverables <ul><li>End result </li></ul><ul><li>In Libraries, is usually a service or software </li></ul><ul><li>Can be an object (equipment, room, building) </li></ul>
  9. 11. The Devil is in the Details <ul><li>Task breakdown </li></ul><ul><li>Time estimates </li></ul><ul><li>Cost estimates </li></ul><ul><li>Sequence of tasks </li></ul><ul><li>Schedule </li></ul><ul><li>Milestones </li></ul><ul><li>Resource lists (people, equipment) </li></ul><ul><li>Management plan </li></ul><ul><li>Identified risks </li></ul>
  10. 12. Do you need Workgroups? <ul><li>Size driven (just how big is this project?) </li></ul><ul><li>Cluster similar tasks </li></ul><ul><li>Select members with best skill fit </li></ul><ul><li>Increase efficiency </li></ul><ul><li>Improve organization </li></ul><ul><li>Improve quality </li></ul>
  11. 13. Planning Packet Activity <ul><li>Case study </li></ul><ul><li>Sample worksheets </li></ul><ul><li>Divide up tasks </li></ul><ul><ul><li>Two people do budget </li></ul></ul><ul><ul><li>Two people do sequencing and timeline </li></ul></ul>
  12. 14. Planning Practices <ul><li>Allow extra time </li></ul><ul><li>Allow extra money </li></ul><ul><li>Build in flexibility </li></ul><ul><li>Identify possible weak points </li></ul>