Project Management for IT Operations in a K12 World

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Project Management for IT Operations in a K-12
World

• How to apply Project Management Institute
  Methodologies to an Information Technology
  Educational Organization

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Presenters

• Robert J. Gravina
• Chief Technology Officer
• Poway Unified School District
• rgravina_at_powayusd.com
• 858.679.2694
• Robert NelsonLeadership, Learning Technology,
  LLC
• nelsonrw_at_sbcglobal.net
• 414-507-5024
• Prithvi Arthur
• Program Manager
• Poway Unified School District
• parthur_at_powayusd.com
• 858.668.2735

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Where PMI Started

• Construction World
• 40-50 years
• IT and Business World
• 6-8 years
• Education
• 2-3 Years

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Problems IT Departments Face

• Lack of resources
• No lack of projects
• Requirement/Scope changes in the middle of a
  project
• Not enough money to complete projects
• Growing IT demands and mandates with stagnant or
  reduced staff and resources

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Benefits of PMI?

• Organizational tool
• Improved Communication
• A better ability to understand client needs
• Allows IT to stay within scope
• time, budget, deliverables
• Budget building
• Sign Off
• Resource justification

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Resource Justification

• Shows resource allocation in black and white
• (eg. Programmer 2406 weeks)
• Number of hours assigned per staff per project
  included in the budget

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What to Expect

• Resistance
• Change is hard for everyone
• Lack of understanding
• Lack of commitment
• Go slow, but not too slow

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Information Technology Services Organizational
Chart
CTO
Admin Asst
Office Specialist
Program Manager School Site Support
Program Manager Business Support Services
Program Manager Personnel Support Services
Program Manager Learning Support Services
Office Assistant ll
TechnologyTrainer
Supervisor Communication
Network Services Support Technician
LAN Coordinator
Cabling (2)
LANS (23)
Telecom Technicians (2)
PROJECT 4
PROJECT 3
PROJECT 2
PROJECT 1
Electrical Technicians (2)
System Administrator
System Engineer
System Engineer
System Engineer
Programmer Analyst II
System Administrator
System Administrator
System Administrators
Programmer Analyst III
Programmer Analyst I
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(No Transcript)
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Project Description

• Give a summary of the project in 15 to 20 words.
• To allow parents to fill out registration forms
  online (web based) and submit information
  electronically to the appropriate school site.
  This information will go into a database, which
  will help expedite the process. Parents will also
  be able to make an appointment online at their
  school site with a counselor or attendance clerk
  to register their student.

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History/Background

• Reasons for recommending the project, including
  background information, business problem, etc

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Business Objectives/Goals

• What the project is trying to accomplish Give
  specific, measurable, attainable, realistic,
  time-bound, concrete objectives for achieving the
  goal.

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Business Benefits

• What business will be like after the project is
  completed. Why are we doing this?
• How is it related to the District Goals

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Scope

• What will be delivered as part of this project
• AND
• What will not be delivered as part of this
  project

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Benchmarks/Milestones/ Deliverables

• Description
• Person Responsible
• Date Due

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Communication Plan

• Type
• Description
• Frequency
• Format
• Recipients

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Other Components

• Budget
• Risk Assessment
• Initial Assumptions and Constraints Type
• Description

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Sign Off Page

• Sponsor
• Requestor
• Program Manager
• Dates for each

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Technology has MANY ROLES

• Develop multiple layers concurrently

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Some starter questions
What is your core business? Who is your
customer? Who owns the project? How will this
project support your core business? Why
technology (technologies)? Can you afford it? Who
are the project champions? How are things going?
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Project Description
Create a standards-based communications
infrastructure that will deliver integrated
voice, video and data services to 4400 classrooms.
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Project Status Report (February 24)
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(No Transcript)
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Go slow but not too slow (March 23)
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For a more complete description http//www2.mi
lwaukee.k12.wi.us/pt3
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Project Management Processes-Links Between
Processes
Initiating Processes
Initiating Processes
Planning Processes
Executing Processes
Controlling Processes
Closing Processes
PMBOK
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Project Management Knowledge Areas

• Project Integration Management
• Project Scope Management
• Project Time Management
• Project Cost Management
• Project Quality Management
• . Continued

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Project Management Knowledge Areas

• Project Human Resource Management
• Project Communications Management
• Project Risk Management
• Project Procurement Management

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Advantages of Following PMI PM Methodologies
Contact www.pmi.org