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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
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
AGENDA Welcome Introductions Project Management Fundamentals Panelists Questions Close
OBJECTIVES Basic Elements of Project Management Practical Application Feel Empowered
INTRODUCTIONS Overview: Chestalene Pintozzi Overview of Concepts of Project Management Application: Kevin Barclay Public Library Stephanie Atkins Academic Library Lorene Kennard Special Library Perspective
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.
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
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.
Key Steps in Project Management Define the project What is to be accomplished and why Timeline desired or required Parameters Constraints Resources available
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
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
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
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
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
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!
Potential Pitfalls Vague definition of project Inadequate planning of project Failure to communicate/listen to stakeholders Inadequate or inappropriate resources Lack of organizational commitment
Kevin B arclay Assistant Library Director Deschutes Public Library Bend, Oregon
Project Form Action Form Relationship Issue F irst Step Identify the Issue
Chair of project or action team Members of project or action team Project management team Second Step Who Does What?
Third Step -Project Form Improvement Goal Expected Results Success Factors Impacted Resources or RACI Milestones Actions
Roles Who is in charge? R.A.C.I. Responsible Accountable Consulted Informed
Project Steering Committee Keep team on task Review Goal Review Expected Results Review Success Factors Review Timeline Review Milestones
Final Step -Assessment of Completed P roject Report of Improvement Accept and approve deliverables Approve project completion Assessment of oversight/steering committee
Stephanie Atkins Sharpe Head of Access Washington University in St. Louis
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!
Copyright David Dixon and licensed for reuse under Attribution ShareAlike 2.0 Generic Creative Commons license. Communication Organizational Commitment
Senior Management Involvement
Lorene Kennard Past President Special Libraries Association Illinois Chapter
Illinois Chapter President Elect = Program Planner
Project: Plan nine monthly meetings plus one summer outing
Reassess based on new realities: Choose a variety of new locations Provide meetings at a lower cost to members and chapter
Shameless Plugs for Chicago
Evaluate progress half way through the programming year
Need to shake things up even further HOW?
Offer more webinars Even lower cost Reach more members Offer them to other units
Conclusion: Remain nimble and open to changing dynamics Communicate Communicate Communicate
American Library Association Annual Conference Chicago, Illinois June 2013
Close Evaluation Sign in Sheet Follow up Survey
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