Modern Project Management
July 14, 2023
100 Holliday Street
Baltimore, MD 21202
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Roxana Beyranvand
Sr. Program Manager
Office of Performance and Innovation
Your content expert
Thank You and Welcome!
Icebreaker
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In one word, what does project management mean to you?
Put your answer in the chat!
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Agenda
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Project Management 101
(5 min)
Fundamentals and tools
(15 min)
Q&A
(10 min)
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If you don’t know where you are going, how can you expect to get there?
Basil S. Walsh
Project Management 101
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Project Management is the process of managing and delivering a project by:
Project Management 101
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Initiating�Scoping, visioning | Planning Timeline-ing, coordinating people | Executing Meeting, Action items | Monitoring �& Measuring�KPIs and sprints | Closing�Handoff, file preparation |
Project Managers keep a holistic view on projects and deliverables. A project manager:
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Project Management 101 | Example
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How might we reimagine the process for setting up projects with our city agencies to achieve our mutual goals?
Goal: �Create more structure with a framework for our scope of work and ways of working to keep us on the same page
Audience: �Innovation Team & City agencies
Needs & Tensions:
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Solution & Iteration
Creating a Project Charter that outlines the scope, timeline and responsibilities of each participant.
In a document or through regular meetings, the cadence of project management should follow a similar process.
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Project Management 101
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Identifying your project goals
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Goals are the starting point for every project.
�Questions to consider:
Try gathering your team around the last question. Have everyone write independently, then discuss for a few minutes. Plan to repeat this process with partners.
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Identifying project goals | Tools
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We started with a rough brainstorm online. This helped us articulate our previous tensions and hopes for building a criteria.
Refining Project Scoping Process
Goal: Identify ways we could improve our project scoping framework and scoping process.
i-team Tool: Jamboard
Other Tools: �Miro, Microsoft Whiteboard, Asana
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Identifying project goals | Tools
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We then grouped and refined the brainstorm to build our questions and themes.
The outcome was the development of our Scoping Criteria, which supports us as we decide what projects in the city to focus on.
Refining Project Scoping Process
i-team Tool: �Plectica
Other Tools: �Mural, Wrike, Monday.com, Trello
Designing a timeline to meet your goals
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Planning
out the roadmap
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At the end of this stage, the Project Manager should be able to establish:
Consider how you will bring and keep people focused through the process to achieve the project goals. Use a variety of tools to help the team stay on track!
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Drafting Timeline | Tools
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Tried and True Tips:�Add dates and some context; this is meant to give an overview and be easy to digest. Consider color-coding to distinguish different phases.
Steps or Phases �of your process
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Month 1
Month 2
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How long you’ll be focused
Month 3
Month 4
Building a �Gantt Chart
Gantt charts visualize the work, timing and sequence. They record progress by comparing the actual versus planned activities.
i-team Tools: �Excel, Word
Other Tools: �Wrike, Trello
Deliverables, tasks, or schedule of activities
Milestone 1
Milestone 2
Milestone 3
Milestone 4
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Drafting Timeline | Tools
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Housing Dept. & �i-team Project
Goal: Drafting a high-level Gantt chart to show the overall schedule and milestones
i-team Tools: Excel
Other Tools: �Mural, Wrike, Monday.com, Trello
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Drafting Timeline | Tools
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Contact �Tracing Project
�Goal: �Develop a more detailed Gantt chart breaking down specific activities and tasks each week
i-team Tools: Excel
Other Tools: �Asana, Wrike, Adobe Workfront, Monday.com
Tried and True Tip:�Add holidays and vacation days of the team. You can also use calendar reminders to keep you on track. Don’t forget, accountability and checking in is key to staying on top of a timeline.
Preparing your resources
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Resources
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Setting up your resources
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Budget�Draft an estimated budget and plans for project materials | Staff Time Allocate the necessary time and capacity individually and collectively for the team | Brainstorming Make space for brainstorming sessions with partners |
Team Roles Identify respective roles and responsibilities for internal team members and partners | Communication Styles Great for understanding processes and being proactive | Co-create Agreements Use this to set ground rules that everyone agrees to moving forward |
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Resources | Tools for Budgeting
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Digital Equity Project
Goal: Estimate a budget specifically for community outreach efforts
Tips:
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i-team Tools: Excel
Other Tools: Microsoft Word, Smartsheet, Google Sheets
Measuring success
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Consider how success will be measured for the project:
After the project:
→ Record completed and outstanding actions
→ Debrief with your team about learning moments
→ Close the loop with partners
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Measuring Success | Tools for Tracking
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Youth Justice Project
Goal: Create a new tracking system to establish more efficient methods to track youth diversion processes
Outcome: Improved data tracking and reporting system for the City’s Diversion Coordinator
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i-team Tools: Excel
Other Tools: Microsoft Word, Smartsheet, Google Sheets
Project Charter Worksheet
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Expect the best, plan for the worst, and prepare to be surprised.
Denis Waitley
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Questions?
Let’s talk project management, tools
and best practices!
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