Project Charters & Prenups for Scientists: Workshop Presentation Slides for the UF Digital Humanities Library Group (201...

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Project ChartersUF Digital Humanities Library Group Training, September 2014Laurie N. Taylor Email: laurien@ufl.edu Phone: 352.273.2902

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Projects often fail.

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Excellently developed projects fail.

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Brilliant project managers have projects that fail.

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Failure has many reasons. Failure takes many forms.

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Some reasons: Unclear goals Disagreement about goals Scope is unconstrained (too much, too open) Disagreement on roles (who does what) Inadequate resources/staffing Disagreements, resentments, burn out

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Project failure comes in expected and unexpected forms.

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Collateral damage

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Legacies of damage

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Projects can be completed in ways that hurt individuals, teams, and team dynamics Projects can complete successfully and still create fail in their aftermath by damaging reputations and careers with postproject handling of publication and attribution

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Projects in the UF Libraries rarely fail, in part because we have many supports for developing projects (Mini Grant program; culture of projects for seeking funding). As we look to collaborate ever more frequently on ever more complex projects, we need more tools for creating projects to ensure success for the project and collateral successes. We want loads of positive broader impacts. We can use project charters for improved project success in all respects, and for more success in the process of doing projects.

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Project Charters protect against expected and unexpected reasons and forms of failure.

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We, the Team, create our p roject c harter.

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In our Project Charter, We, the Team, decide, define, and commit to our project. We, the Team, decide, define, and commit to our ways of working as individuals and team members for the course of the project and in relation to the project in the future.

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Project Chartersa.k.a. Project Definition, Project Statement, Science Prenup Clearly states project scope, objectives, participants, stakeholders, and methods Uses: project sponsorship/authorization; resource allocations; communication device; baseline for benchmarking throughout the course of the project, for all project activities methods and team dynamics

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Project Charters Basic1.Project name2.Description (highlevel statement of your project goal)3.Success criteria (how will we know when the project is done?) SMART goals4.Requirements (deliverables, optionals & out of scope)5.Project team (including roles)6.Milestones/Schedule (highlevel + proposed dates )1.Project Name2.Objective Statement3.Requirements4.Out of Scope5.Team6.Schedule Basic (Jennifer Vinopaul ) One Pager (Tito Sierra)

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Project Charters ElementsProject NameObjective (scope statement, outcomes, deliverables, audience)Team Member Roles and ResponsibilitiesTiming/Schedule and ConstraintsFinancial ArrangementsAccreditation/Credit/AttributionProject AdministrationDeliverables & DisseminationMilestones & Deadlines (Project Plan)Future Phases (Out of Scope)Professionalism, Goodwill (techniques, methods, time box it)

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Project Charter ExamplesNCSU, Project OnePager (slide 17), http :// www.slideshare.net/tsierra/theprojectonepager Columbia University Libraries, Developing Librarian Project: www.developinglibrarian.org/link to google doc for developing our charter/ UNT + UF, TRAC Project Charter, http:// ufdc.ufl.edu/AA00024188/00003

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Creating Our Project CharterDiscussionWrite draftDraft shared with full project teamRevisions for consensusDraft shared with stakeholders (Chairs and Deans)Revisions for consensusApproval of finalized version (scope control)Posted publicly, consulted frequently

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Creating Our Project CharterProject Charter for the Collaborative Project, which is being done within the DHLG Grant ProjectWhat have we already defined from the grant?What are our next steps on this?Due 9/10, or when should this be due?Project management tools (the trick, as always, is adoption!)

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References & ResourcesProject Management (Salo), www.slideshare.net/cavlec/project management -16606291 DevDH http://devdh.org / Prenuptial Agreements for Scientists: http://ori.hhs.gov/preempting discord -prenuptial -agreements scientists Intro to Project Management with Project Charters, and Project Portfolio Management: https :// archive.nyu.edu/bitstream/2451/31750/2/Vinopal_2013_ERa ndL_IntroToPM.pdf Project One -Pager: www.slideshare.net/tsierra/the -projectonepager Library Project Management Toolkit: https :// docs.google.com/document/d/1aCZaScfh1VsvkOH4ksZDh 6exzAH7n8_mMrpnw4yINcI/mobilebasic Time boxing: http:// philly2011.thatcamp.org/files/2012/06/khanna_pm.pptx