oregon central voter registration project success: strong sponsorship, statewide involvement…...
TRANSCRIPT
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Oregon Central Voter Registration
Project
Success: Strong Sponsorship, Statewide Involvement…
Project Management
Presented by: Julie Pearson-Ruthven, PMP
May 3, 2006
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Performance Against
Goals
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Meet Federal HAVA Requirement
•by January 2006
•Statewide Central Voter Registration
•for $10 million
PLUS…
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Oregon Specific Goals
Election Management Application (1/06)
Public Data Base (7/06)
On-going Program (6/06)
Negative Press (Never)
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Actual:
Federal: Goals Met!
State: Almost There
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Project Organization Initiation and Planning
PhasesPROJECT
MANAGEMENT
Peo
pl
e Pro
cess P
rod
uct
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OCVR Initial Project Team
•Project Executive
•Project Administrator
•Technical Lead
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People – Project Executive• Manage Stakeholders
• Gather Functional Requirements
• Communication Plan
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Process - Project Administrator• Contracts
• Schedule
• Budget
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Product : Technical Subject Matter Experts
• Technical requirements
• Infrastructure
• Hardware
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Project Organization Executing, Controlling. and
ClosingPROJECT EXECUTIVEPeople, Process, Product
Ven
do
r
Stakeh
old
er G
rou
ps
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Initiation
From “to me” to “with me”buy-in and support starts here!
Steering Committee
RFP Development Teams
Interviews on Their Turf
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Achieving Change
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Project Planning
Once you have Support and Buy-in
you need to keep it!
• Project Sponsors VERY Involved
• All Stakeholders Continue to be Involved
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Planning – Involve Stakeholders
Weekly Sponsor Status Meetings
Joint Application Development (JAD) Sessions
Requirements Sub - JAD Team
Standards Committee
Inter Governmental Agreement Drafting Team
Data Migration – Dupe Check & Gap Analysis
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The OCVR Team was awarded the State Purchasing Team Award in 2004 for the process used for the RFP development.
Project Planning Communicate and Document
for Success
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Insert map of Oregon all going to one system
Nothing beats Person to Person Interviews
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County Systems Before OCVR
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How the Project Was Managed
Communication Management Status Meetings
JADs
Communication Matrix
Video Conferencing
Statewide conference calling
Go-to-Meetings
Site visits
News Flashes
Annual Conferences
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The Five C’s of Communication
•Connection•Concern•Clarity•Candor•Commitment
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The Four P’s of Planning Communication
•Purpose•Picture•Plan•Part
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AudienceVehicle of
CommunicationFrequency Medium Source Delivered by
Sensitivities
Date Delivered
Expected Result
OCVR In-Sync Team
Meetings Weekly - one hour
in person team members
SOS Project Team
Update absent members timely
Every Monday. 8:30 am-9:30am
Status update- next steps
OCVR Exec Team
Meetings Weekly - one hour
in person, email, phone
OCVR Team Project Director Politics Meetings every
Monday 1:30-2:30, phone and emails as needed
Project Update, new business, Heads-up, executive decisions
Vendor/SOS Team
Meetings Monthly-2 hours in person, email, phone
team members
Project Administrator/Project Executive
timing of meetings. Absent members
Meetings first
Thursday of each month. Phone,
email as needed
Project planning, risk awareness, quality assurance tracking, team communications
HAVA Team/Committee
Meetings Monthly in person team member
Project Director scope, politics, funding
as scheduled
Stay current on HAVA activities and report OCVR status
OCVR Steering Committee
Meetings Monthly-Quarterly depending on project activities
in person, email, video, phone conference
OCVR Team/Members
Project Executive, Deputy SOS
Update absent members timely
As needed Project Update, decisions
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Change Management
Application Issues Tracking
Contract Changes
Business Process and Standards
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Quality Assurance & Support
• Third Party QA
• Interviewed Major Stakeholders
• Quarterly Risk Reports
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Key Lessons Learned
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Learned is the key…Lessons are hard to learn, but sure makes the race to the finish line easier for the whole team!!!
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Questions & Comments
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Julie Pearson- Ruthven, PMP
Office: 503-986-2167
Cell: 503-302-4255
Please feel free to contact me at: