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Project Management – A Skill Set Every Leader Needs

Permanent Link: http://ufdc.ufl.edu/AA00016209/00001

Material Information

Title: Project Management – A Skill Set Every Leader Needs
Physical Description: Mixed Material
Language: English
Creator: Smith, Bonnie J.
Pintozzi, Chestalene
Barclay, Kevin
Atkins, Stephanie
Kennard, Lorene
Publisher: University of Florida
Publication Date: 2013

Notes

Abstract: Presentation given at the American Library Association 2013 Annual Conference sponsored by the Library Leadership and Management Association (LLAMA) Human Resources Section (HRS) Staff Development Committee and Leadership Skills Committee. Speakers presented specific examples of how they have used project management skills for successful implementation of library projects. The program was designed to give participants a good understanding of the basic elements of project management and how they have been used in a public, academic and special library settings and feel empowered to apply project management principles to your own library’s projects!

Record Information

Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the submitter.
System ID: AA00016209:00001

Permanent Link: http://ufdc.ufl.edu/AA00016209/00001

Material Information

Title: Project Management – A Skill Set Every Leader Needs
Physical Description: Mixed Material
Language: English
Creator: Smith, Bonnie J.
Pintozzi, Chestalene
Barclay, Kevin
Atkins, Stephanie
Kennard, Lorene
Publisher: University of Florida
Publication Date: 2013

Notes

Abstract: Presentation given at the American Library Association 2013 Annual Conference sponsored by the Library Leadership and Management Association (LLAMA) Human Resources Section (HRS) Staff Development Committee and Leadership Skills Committee. Speakers presented specific examples of how they have used project management skills for successful implementation of library projects. The program was designed to give participants a good understanding of the basic elements of project management and how they have been used in a public, academic and special library settings and feel empowered to apply project management principles to your own library’s projects!

Record Information

Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the submitter.
System ID: AA00016209:00001


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Project Management A Skill Set Every Leader Needs Library Leadership and Management Association Human Resources Section Sponsors : Leadership Skills Committee Staff Development Committee

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American Library Association Annual Conference Chicago, Illinois June 2013 Library Leadership and Management Association (LLAMA) Human Resources Section (HRS) Sponsors: Leadership Skills Committee Staff Development Committee

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AGENDA Welcome Introductions Project Management Fundamentals Panelists Questions Close

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OBJECTIVES Basic Elements of Project Management Practical Application Feel Empowered

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INTRODUCTIONS Overview: Chestalene Pintozzi Overview of Concepts of Project Management Application: Kevin Barclay Public Library Stephanie Atkins Academic Library Lorene Kennard Special Library Perspective

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Project Management in Context Project management is an approach a process a tool that can enable organizations to effectively and efficiently make progress toward desired goals.

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Requirements for Success The organization must have a clear understanding of its Vision, goals, and priorities Full and deep commitment from administration and leadership A clearly defined process and core group of trained people

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Macro Overview of Project Management Several variations or project management exist including: Project Management Institute (PMBOK) Agile/Scrum project management Processes taught by various consultants All can work if well managed. This overview uses general terminology.

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Key Steps in Project Management Define the project What is to be accomplished and why Timeline desired or required Parameters Constraints Resources available

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Ownership/Management of Project Admin level owner sponsor, steering committee, champion, other to monitor at macro level and help clear the way Project manager/leader assigned to lead the process, and the project team, and serve as communication link/point person between project and the organization Project team appointed based on criteria to accomplish the work of the project

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Plan the Project Identify major components of work/deliverables Define the tasks required to complete work Estimate the time required for tasks Identify dependencies Assign owners of tasks/deliverables Establish, test and revise baseline schedule

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Risk Management & Communication P lans Identify and assess potential threats to project Develop risk management plan for major threats Identify critical stakeholders and develop plan to communicate with and seek input and feedback from those affected by or with a stake in the success of the project Obtain administrative level support to proceed with project

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Project Execution and Reporting Project manager monitors progress and works with team to resolve issues or problems as they arise Timeline may need to be adjusted or additional resources may be needed Communication with sponsor and stakeholders must be frequent and clear

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Completion and Handoffs If a project will result in ongoing or one time work, the project team needs to negotiate where and by whom this work will be done Project team needs to verify completion of project with administrative owner Assess success of project and develop and hand off process to assess ongoing work

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Closeout and Recognition Formally handoff any ongoing or one time work remaining Conduct formal closeout session with administrative owner Organization recognizes accomplishments of project Project team celebrates completion!

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Potential Pitfalls Vague definition of project Inadequate planning of project Failure to communicate/listen to stakeholders Inadequate or inappropriate resources Lack of organizational commitment

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Kevin B arclay Assistant Library Director Deschutes Public Library Bend, Oregon

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Project Form Action Form Relationship Issue F irst Step Identify the Issue

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Chair of project or action team Members of project or action team Project management team Second Step Who Does What?

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Third Step -Project Form Improvement Goal Expected Results Success Factors Impacted Resources or RACI Milestones Actions

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Roles Who is in charge? R.A.C.I. Responsible Accountable Consulted Informed

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Project Steering Committee Keep team on task Review Goal Review Expected Results Review Success Factors Review Timeline Review Milestones

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Final Step -Assessment of Completed P roject Report of Improvement Accept and approve deliverables Approve project completion Assessment of oversight/steering committee

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Stephanie Atkins Sharpe Head of Access Washington University in St. Louis

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High Density S helving F acility (2004 2005) Goal: Prepare and transfer 700,000 volumes to the new facility Timeline: 2 years Implementation: Library staff contribute time Donate student employee wage monies Conclusion: Transferred over 800,000 volumes by the end of 2005!

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Copyright David Dixon and licensed for reuse under Attribution ShareAlike 2.0 Generic Creative Commons license. Communication Organizational Commitment

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Senior Management Involvement

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Challenges

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Lorene Kennard Past President Special Libraries Association Illinois Chapter

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Illinois Chapter President Elect = Program Planner

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Project: Plan nine monthly meetings plus one summer outing

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Reassess based on new realities: Choose a variety of new locations Provide meetings at a lower cost to members and chapter

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Shameless Plugs for Chicago

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Evaluate progress half way through the programming year

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Need to shake things up even further HOW?

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Offer more webinars Even lower cost Reach more members Offer them to other units

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Conclusion: Remain nimble and open to changing dynamics Communicate Communicate Communicate

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American Library Association Annual Conference Chicago, Illinois June 2013

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Close Evaluation Sign in Sheet Follow up Survey

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American Library Association Annual Conference Chicago, Illinois June 2013 Thank you Library Leadership and Management Association (LLAMA) Human Resources Section (HRS) Sponsors: Leadership Skills Committee Staff Development Committee