K-12: Project Management Tuesday, November 15, 2011 Jamey Ereth (MT)

1. K-12: Project Management Tuesday, November 15, 2011 Jamey Ereth (MT) • Jessica Perez-Rossello (MA) Ken Wagner (NY)

2. Jamey Ereth -- Montana

3. K-12: Project Management -- MT Project Management GEMS Project Develop Project Documents • Project Charter • Project Management Plan • Communications Plan • Project Schedule • Obtain sign off from Executive Team members Weekly Status Meetings – Internal team Weekly Status Meetings – Contractor Bi-Weekly Executive Status Meetings Daily Stand Up meetings

4. K-12: Project Management -- MT Project Management GEMS Project Central location for all documents – SharePoint • Provides ability to share links to documents rather than send a whole document. • Provides version control • Saves space in email inbox • All team members have the same information • All team members can refer back to historical documents • Store Agenda/Meeting minutes for each meeting • Build upon from week to week • Tracks decisions being made and questions to follow up on • Track action items

5. Jessica Perez-Rossello -- Massachusetts

6. K-12: Project Management -- MA MA Goals for Increase PM Maturity Manage scope, cost and resources Help manage the increased number of projects • identify and manage inter-dependencies across projects Improve customer relationships and delivery of their needs Provide consistency on project management deliverables regardless of contractors

7. MA PM Roadmap Feb 2010 Oct 2010 June 2011 Nov 2011

8. Tools used Schedules in Project Web Access for all projects Project Documents: Charters, Change Request, Risk/Issues, Meeting Notes in Sharepoint Monthly Report for Sponsors and Customer Representatives

9. K-12: Project Management -- MA Lessons learned… Benefits • Use of same language. Agreement on scope and priority before IT builds • Collaborative approach between IT and business users Challenges • Keeping qualified project managers • Controlling change and new initiatives • Culture changes

10. Ken Wagner – New York

11. K-12: Project Management -- NY Lessons learned… Policy/Data • Policy drives data collection; data analytics sharpen policy • Data “at the table” during senior leadership decision-making Program (Business) / IT joint leadership Navigating contracts and fiscal “Message” a comprehensive and compelling agenda; but protect scope Project supports… Credible and effective project manager Forward driven with empowered decision makers Stakeholder engagement and governance

13. K-12: Project Management Contact Info and Resources: Jamey Ereth, jereth@mt.gov Jessica Perez-Rossello, jperez-rossello@doe.mass.edu Ken Wagner, kwagner@mail.nysed.gov To Request SST Support: Fill out a TA Request Form on GRADS