Tribally Driven Change Initiatives & Partnership with BIA

A Project Management Approach

Brief Presentation to Tribal Leaders

December 18, 2007 JAG

Why do projects fail?

Lack of clarity on whats really needed Problems avoided, covered up, or minimized Inadequate planning (the devil is in the details) Ineffective process to deal with changes or problems Lack of willingness or discipline to monitor progress Unresolved conflicts Lack of committed, dedicated resources Lack of understanding of project management

What is a project?
Has a goal, defined output or concrete deliverable, and scope Has a defined beginning and ending Resources are dedicated to it, or it has a budget Has a logical sequence of activities that produce the deliverables Is usually unique, never before done, one of kind One person is responsible, the Project Team Leader

Block Diagram Example

Begin

End

Logical sequence of events Time-Lines are included

Project Phases
Phase 1 Definition Steps 1 - 3 Phase 2 Planning Steps 4 - 10 Phase 3 Execution Steps 11 - 12 Phase 4 Closeout Step 13

Planned Systemic Change

(From next page) Phases 1a, 2a, 3a, 4a

Planned Systemic Change

Phase 1a: Clarifying Expectations and Roles for Change Process Phase 2a: Joint Discovery to Identify Priorities for Change
Preparation -- Establishing a Project Team
One of the most powerful means to cultivate collaboration is by working with a project team. No change agent sees all aspects of the situation in the organization -- team members help to see more of those various aspects

Phase 3a: Joint Planning of Organizational Development Activities to Address Priorities Phase 4a: Implementation - Change Management and Joint Evaluation

Phase 1 - Definition
1. Find out what is wanted/needed Key Stakeholders Interviewed Complex or competing needs identified
Alternatives Analyzed Hazards, risks, and factors identified Technical routes and issues identified Elements of Solution/approach identified

2.

Analyze factors, hazards, risks, and elements of practical solution and approach

3.

Define specifically what is to Project defintion: Goal, be accomplished, make it into Objectives, Scope, Constraints a project

Phase 2 - Planning
4. 5. 6. 7. 8. 9. Identify what it will take to do the project Decide the best approach Determine who will do each task Figure out how long it will take Calculate the project completion date and milestone schedule Calculate resource requirements and project costs Work Breakdown Structure of Tasks

Logic Task Network Detailed responsibility chart Work and duration time estimates Pert-CPM Chart Gantt Chart

Workload charts Budget spreadsheets Earned value charts Risks and trade-offs managed Decision paper(s) developed Final project plan

10. Creatively optimize trade-offs to deliver the best results in the shortest time

Phase 3 - Execution
11. Develop a baseline project plan to track progress and control costs Data entered into project management software. Work loads leveled & smoothed Baseline reports and charts produced Final plan signed off by sponsor, champion, project team leader, team, and key stakeholders

12. Establish procedures to track progress against the plan

Agreed procedures: Status reporting Change control

Phase 4 - Closeout
13. Closeout the project Project completed and results delivered Project killed if unable to deliver what is needed Lessons learned captured Documentation completed and filed Final payments made and account closed Project Close Out Report completed

Work Breakdown Structure

Mission
Project Goal Statement

A Work Breakdown Structure decomposes a project into Activities and tasks.

Level 1
Objective Major Step Objective Major Step Objective Major Step

Level 2
Activity Activity Activity Activity Activity Task Task

Level 3
Task Task Task Task Task Task Task Task

Example
Work Breakdown Structure Mission
Project Goal Statement

This would encompass the entirety of the BIA Project

Objective Major Step

Objective Major Step

Objective Major Step

Activity

Activity

Activity

Activity

Activity

Task

Task

Task

Task

Task

Task Task

Task Task

Task

HOW DO YOU WANT TO PROCEED?