Using Project Management as a Tool to Target Success

Risk Management Service

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Understand the concept and importance of project management

Understand how to use the processes of project management to ensure the success of all approved Consolidated Grant projects

Understand how different tools are used to visualize and track project progress

Share Effective Project Management Strategies

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          - Effective project management is more important now that you will be able to submit 3-year Consolidated Grant program applications
          - There are many tools that you can use to manage your approved projects 
          - We want you to share the strategies that you currently use to manage your projects and how you determine when mid-course correction is needed

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Well-executed strategy increases the likelihood of meeting project goals and 

objectives 

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          - A dart board is a good representation of how tricky it may be to hit the target (achieve the goals and objectives set forth for each project)
          - Different dart throwers will have individual strategies to hit the bullseye (target) –posture, stance, etc.
          - This is true when applied to managing projects—we need to ensure that the right people are assigned to the project to ensure a successful outcome. It’s easy to rush to get a project completed and lose sight of whether it achieved the desired outcome.

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          - When implementing CG projects, what project management strategies have worked? 
          - What do you attribute to the success?

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        - Should align tasks in support of the project
        - Helps translate project strategies into operational and meaningful objectives
        - Tracks performance against those objectives
        - Highlights potential deficiencies, risks and strengths that should be considered during project implementation

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When thinking about the projects that you plan to include in your 3-year CG application, it may be a good idea to map backwards...start with the intended outcome and think about the tasks and subtasks that will be necessary to successfully implement each project. The average number of projects supported annually with CG funds is between 20-70 projects, which means that number could increase to 60-210 projects over a 3-year period, if they’re not continuation projects. 

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        - Focus on outcomes of a project rather than outputs
        - Measure the degree to which a project is on track
        - Help reduce risk of a completed project being a failure by producing the benefits of the outputs

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The benefits of having an effective project management plan should be obvious.  However, managing any project should result in having a focus on outcomes versus a compilation of products and outputs.  The project should have measurable outcomes that support ultimate project success for the students and teachers being served. This may be a good time to think about quality versus quantity and seek to increase student and teacher outcomes with a few effective projects versus a cornucopia of many projects with little evidence of success.  

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It’s no secret that ensuring that projects meet their goals is a time-consuming process, and may be shrugged off for the sake of moving things along.  Too often, projects become a compilation of great ideas without a clearly understood process for reaching the project goals and objectives.  A blind dart throw can result in failing to successfully meet established project goals or hitting the bullseye or result in a failed project.

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The WELL-MANAGED Project

The “UNMANNED SHIP” project
        - Focused direction for project completion 
        - Specific targets and designated individuals to complete subtasks in a timely manner
        - Progress assessed and mid-course correction made, if necessary
        - Project objectives are met
        - Loose and unfocused implementation of project 
        - Nebulous targets and milestones for completing subtasks
        - Progress for meeting project objectives rarely assessed
        - Project goals often unmet 

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Initiate

Plan

Monitor

Execute

Close

Project management includes five distinct processes—initiating, planning, executing, monitoring and closing

The five main processes involved in project management are intended to maintain a focus on what is to be achieved, through specific tasks/subtasks, by designated individuals using limited (budgeted resources) within a prescribed timeframe.  It is easier to initiate, plan and execute a project, but the monitoring and evaluation are often neglected.  Deviations from the initial plan should be part of the monitoring process where mid-course corrections or adjustments are made --- more staff, funds or time required to complete tasks and subtasks.  There should be a point person who is able to oversee the progress of project implementation and immediately identify when change of project direction or termination is needed.  

Does anyone know the layman’s definition of insanity?  Insanity is continuing to do the same thing despite the level of success expecting different results!

Just as a dart thrower would need to become familiar with the dynamics of a dart, a project manager should become familiar with a key aspects of a project management plan.

The Point (Tip) on a Dart are mostly made of steel. Some are available in retractable points which have about a quarter inch of "play" in them. When the dart hits the board, this amount of "give" allows the dart to make better contact and reduces the likelihood of "bounce-out".

The Barrel is the part that you hold when throwing the dart. The barrels are come in many different designs and weights and are usually composed of tungsten, steel or brass.

The Shaft connects the barrel to the flight. Some shafts have a ring at one end which allows the flight to rotate. It allows the flight to turn if it lands very close to another dart on the board. This permits tighter groupings and reduces bounce-outs.

The Flight as the feathers of an arrow stabilize its trajectory, the flight of a dart performs the same function. Flights come in different shapes and sizes. Larger flights have greater stability of trajectory but they also have more air resistance or "drag". Some of the different shapes of flights are - standard, axis, combat, fantail, heart, kite, pear, slim, vortex, and v-wing.

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Project Management

A collection of activities associated with distribution and use of performance 

metrics to continuously track, analyze, and adjust performance to 

meet desired project outcomes

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Project

Specific activity to be implemented with measurable outcomes or results achieved or to be achieved

Management

Tracked actions   taken to achieve desired project goals within an established timeframe 

          - Managing a project should have the end goal articulated at the beginning or initiation of the project.
          - Data should drive decision making, you often have many data sources, but they aren’t targeted or prioritized.  One solution is to develop an internal data collection table that you can track and analyze on a regular basis.  
          - Again, a designated person, such as a project manager, should be able to look at the data and make a determination that a project is on track or going sideways!

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Where Are We?

(MEASUREMENT)

How Can We Get Back on Track?

(CORRECTION)

Where Had We Planned to Be?

(EVALUATION)

Once a project has been initiated, the project manager needs to ask critical questions related to its progress on an ongoing basis! Ignoring these questions will lead to the unmanned ship and a project that is likely to fail to meet its objectives!

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The dart is a simple tool with a specific design intended to hit the bullseye. . .

The Dart

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Remember, just like  dart  has a specific function that is critical to its effectiveness once released from the hand of the thrower. The strategy employed before it’s released can change the overall performance of a dart. Understanding the functions of each part will help any dart player improve their game. Imagine the result of throwing a dart without the point or flight attached—either it won’t penetrate the dart board or have enough momentum to reach the board.

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        -  just as project management processes are intended to ensure the successful achievement of project goals and objectives.

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          - Each process within the project management cycle has a specific purpose for ensuring the success of a project. 
          - Notice on the second graphic that the word “Optimal Outcomes” is used because that should be the goal—to optimize the outcomes of each federally-funded project!

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          - Gantt charts are only one tool that can be used to help project manager and the entire team to visualize projects from start to finish and everything in between!  The project manager needs to establish quick, effective and practical way to assign responsibilities to individuals and teams as well as oversee how a project is progressing and identify any delays. 
          - How many of you use Gantt Charts to track and monitor your projects?

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Gantt charts can be very elaborate or simple.  The ultimate goal is to provide an effective visual for everyone involved in the implementation of a project and to identify any red flags (unexpected problems or delays) along the way.

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          - Now, it’s time to make project management practical.

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Using Monitoring and Evaluation Information Is Useful

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          - This comic strip shows a of a project manager sitting back questioning the need to review a monitoring plan, including relying on useful data to determine the course of a project. 
          - As you can see the project is about to go over the deep end and very close is being in serious trouble!
          - Obviously, the need to employ mid-course corrections was ignored!

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        - Once you return home, use a blank project management template to develop a project management plan, including a simple graphic, such as a Gantt chart, for at least 5 projects that will be included in your ED program application.
        - Pay close attention to how you will incorporate the 5 processes into your plan – initiate, plan, execute, monitor and close. 
        - Reference this plan during meetings with your project teams.

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You may need to determine if any of these projects will be implemented over multiple fiscal years.

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