First Steps in Project Planning for Libraries

First Steps in Project Planning for

LibrariesEmily Clasper

is For…

roject lanning

roject Temporary Unique Goal Driven Cooperative*

http://pmi.org

rojectSuccess = On Time On Budget On Specs

rojectResources

Time

Money

Scope

Constraints

roject

Library Projects

roject ManagerResponsible for Project: Planning Execution Control Success

roject Manager

Traits and Skills of a Good Project Manager

lanning

lanning

What’s so important about planning?

lanning

Initiate Plan Execu

teContr

ol Close

*

http://flylib.com/books/en/3.170.1.32/1/

lanning rocess

lanning Define Project Detail Work Determine

Resources Develop

Schedule

urpose

urpose

What are you trying to do, and Why?

urpose Mission Goals Objectives Requirements

yramid Mission

Goal 1

Objective

Req 1

Req2Req3

Objective

Req 1

Req2Req3

Objective

Req 1

Req2Req3

Goal 2

Objective

Req 1Req2Req3

Objective

Req 1Req2Req3

Goal 3

Objective

Req 1

Req2Req3

Objective

Req 1

Req2Req3

Objective

Req 1

Req2Req3

urposeReplace the Carpet in the

Children’s room by November 30th with minimal disruption to

staff and patrons.Maintain all Children’s Department Services

Relocate Programming

planned between November 25th and

30thAlternate Space

for programs with:

ADA accessibilityRoom for program

requirementsLow/no cost

Move collection to alternate spaces within the library

Space must be accessible to

staffNew Books and media must be accessible to

patronsRelocation must

be done by November 25th

urpose

Defining the Purpose of your Project

eopleroduct

rocess

is For…

Purpose

eople

eople Who are my

Stakeholders? How are they involved? How are they

impacted? What are their

communication needs?

eople

Managing Expectations

eople Stakeholder

Register RACI Matrix Involvement/

Impacts Communication

Charts

eoplen*(n-1)/2=

Communication paths

eopleCommunication

Plans are Essential!

roduct

roductGo Back to Your Purpose!

Mission

Goals

Objectives

Requirements & Deliverables

roductWhat do we want to end up with?How do we know it accomplishes our Goals?

roductDefining Requirements & Deliverables• Quality Indicators• Evaluation Methods • Minimums for Acceptance• Quality Assurance Planning• Documentation and Communication

roductTools for Requirements Management• Formal Requirements Statement• Requirements Checklists• Requirements Traceability Matrix (RTM)

rocess

rocess Mission

Goals

Objectives

Requirements & Deliverables

Activities

How do we get this done?

rocessActivities Register

Call the plumber!

rocessProject SCOPE

NO MORE, NO LESS

rocess

rocess Activities Register Project Scope Work Breakdown

Structure (WBS)

rocess

rocess

Gantt Chart

https://www.teamgantt.com/guide-to-project-management/how_to_estimate_projects/

rocess Estimate Timeline Estimate Costs Identify Risk Points Develop Schedule Define Task Assignments

A Gantt Chart Allow You To:

roject lanThe

lan

Purpose

Combine the People,

Process, and Product

Considerations to best serve your Purpose

lanWhat goes into a

Project Plan?

lan Stakeholder Register Communication Plan Statement of Goals and

Objectives List of Requirements Scope Statement Project Schedule Project Timeline Project Constraints

Risk Assessment Quality Assurance Plan Resource Management

Plan Procurement Plan Change Management

Plan Budgeting and Expense

Documentation

lan

Planning for Failure

lanWhat are some major risk factors that could

impact your plan’s execution?

roceed

roceed Get the plan

approved Communicate the

Plan Put the Plan into

Action

roceedCommunication of the Plan should be part of

the Plan!

roceedChanging the Plan Why? How? Impacts?

roject Management

roject ManagementResources• Resources Compiled by Me: http://www.eclasper.com/?page_id=150

• Project Management Institute: http://pmi.org • Project Management Podcast:

http://www.project-management-podcast.com/ • All About Project Management: http://

managementhelp.org/projectmanagement/index.htm• Project Management Docs:

http://www.projectmanagementdocs.com/#axzz4O6wR72iT

roject ManagementToolsCapterra: http://www.capterra.com/project-management-software/

http://www.capterra.com/project-management-software/#infographic

*MP• Project Management Professional Certification through the

Project Management Institute, International CAPM Another alternative

• Information at http://pmi.org

• Coursera Project Management Classes• Lynda.com Courses• University Programs and Certifications (Colorado State -

http://www.online.colostate.edu/certificates/project-management-online/)

Emily Clasperhttp://eclasper.com

@eclasper

http://www.slideshare.net/eclasper1