Project Management System

Project Management System

Tools & Templates

Project Management ensures continuous measurable progress is being made.

Project Management moves the school organization from primarily information exchange to targeted and effective action.

These Project Management tools can assist you in determining why progress is or isn’t being made.

The greatest barrier to progress is the misidentification of issues and projects and once identified the lack of proper management of each.

This resource is a comprehensive packet of project management templates you may find beneficial in tracking and managing projects. The scope of the project and its associated management will determine the types of templates needed. A broad variance in projects is possible. For example:

The determination of need, selection process and rollout of a student information system (district-wide)
The development or improvement of a course registration process (school and department-wide
The creation of a cross intra-departmental curriculum unit (departments and individual teacher)

Page No.

Performance Improvement Process 3

Project or Issue 4

Initial Project Set-Up Defining Project Responsibilities 5

Stakeholder Analysis 6

Risk Analysis 7

Project Proposal Template - A 8

Project Proposal Template – B 9

Project Task Analysis Template11

Major Milestone Progress Template12

Major Milestone Progress (Stop-n-Go) Template13

Project Status Report Template14

Detailed Project Status Report Template15

Project Modification Template (Internal)16

Project Modification Template (External)17

Performance Improvement – Process

Embedding consistent project management strategies with the (HPT) human/organizational performance improvement system to ensure measurable continuous improvement

Step One: Performance (Needs) Analysis

Formulating the need for a project
Project or issue table
Initial Project Set-Up Defining Project Responsibilities
Stakeholder Analysis
Risk Analysis

Step Two: Cause Analysis – Verification of Need

Project proposal

Project Proposal Template A
Project Proposal Template B
Determinations should be made related to stakeholders, budget resources, general timelines, evaluation strategy, basic communication strategy etc.

If Approved

Step Three: Intervention Selection and Design

Project Task Analysis Template
Detail all action steps
Identify person/s responsible for each step
Develop timeline for action step and overall project completion

Step Four: Intervention Implementation

Schedule project team meetings
Major Milestones Progress Template
Major Milestones Progress (Stop-n-Go) Template
Project Status Report Template
Detailed Project Status Report Template

Step Five: Evaluation

Implementation of project evaluation plan
Formative
Summative
Confirmative
Final Project Report-Out

Project or an Issue

How many times have you heard, “we’ve done this before. . . we’ve talked about this dozens of times, and nothing seems to change.” A primary organizational reason for this the misidentification an subsequent mismanagement of issues vs. projects.

This is a quick checklist to help determine whether the initiative is a project or an issue. For each set of questions below, simply check the ‘yes’ box as it relates to your initiative. The total ‘yes” responses will determine whether you have a project or an issue.

Identifying Question / Project / Issue
OR / Is this a temporary organized effort that creates a new or unique program, service, process, or plan? / Yes / No
Is this a response to a question/concern regarding an existing product, service, process or plan? / No / Yes
OR / Does this require a ‘team’ of individuals from differing areas, departments, to resolve? / Yes / No
May resolution be reached without a team but by simply making a few contacts to obtain answers to some questions? / No / Yes
OR / Is an analysis of the stakeholders needs required? / Yes / No
Do you already know the stakeholders needs allowing a quick modification of current state to resolve the situation? / No / Yes
OR / Are the costs/needs associated with responding to the situation material, financial, or human resource in nature? / Yes / No
Are the costs/needs minimal or non-existent with regard to resolving this situation? / No / Yes
OR / Will the resolution require an extended period of time to resolve (e.g. more than 30 days)? / Yes / No
Can the situation be resolved in a timely manner (e.g. less than 30 days)? / No / Yes
Total of ‘yes’ responses:

Upon completing the checklist above, tally your ‘yes’ responses to each question. The column with the greater amount of ‘yes’ responses indicates how you would classify your situation.
How to proceed:
Issues should be:
Discussed amongst the group involved to reach a resolution to the issue. If resolution cannot be reached the issue can be discussed further to delineate if it is fact something requiring project related action. If not—the issue is dropped.
Present the resolution to those parties affected by the issue
Rule of thumb—Three strikes and an issue is out!

Projects should be:
Prioritize the project within the scope of other projects currently under management.
Proceed with the project using an adequate project management process.

Initial Project Set-Up: Defining Project Responsibilities

The purpose of project set-up is to ensure all steps beginning with an accurate needs assessment is completed. This gives the project team the greatest probability for project approval, successful completion and organizational/performance improvement.

Project Manager:Date:

Project: / PERSON/S RESPONSIBLE
TASKS/ACTIVITIES

Stakeholder Analysis

The purpose of stakeholder analysis is to inform the project manager and other associated project leaders (administration, department chairs, etc.) who should contribute to the project, where barriers might be, and the actions that need to be taken prior to detailed project planning.

Project:

Project Manager:Date:

Stakeholder / Their interest or
requirement from the project / What the project needs from them / Actions to take

Risk Analysis Template

Typically used for larger, multi-step projects that affect large segments of the organization (unless required through the organization’s PM system)
May be used as part of the project set-up to formulate a rationale
This can be used with (any) project that has embedded in it a known and significant risk.
A common and often overlooked risk is ensuring all stakeholders have complete information and the negative practical and political implications to the project if they don’t.

Nature of Risk or Uncertainty / Likelihood
High/
Medium/
Low / Impact
High/
Medium/
Low / Actions required and who will take responsibility to manage the risk

Project Proposal Template – A

FlorinHigh School supports creative and innovative leadership
Please complete the form below and submit it to the appropriate administrator, department chair, or action-team leader

Name/s:Date:

Purpose of the project (PLEASE KEEP BRIEF):
How does the project support The District’s Bold Goals?
How does the project support FlorinHigh School’s School-Wide Goals?
What are the measurable outcomes?
How will this project improve you as an educator and how do you plan to share this with others?
Project Funding Needs:

Time/Cost
Materials/Cost
Other supporting needs/Cost

Other pertinent information of the project proposal:
Decision:

Yes
No
Date
Decision made by:

Project Proposal Template - B

Project Title: / Project Manager/s: / Date Submitted: / Date Received:
State below the link with the EGUSD Bold Goals as well as FlorinHigh School Action Plans:

Alignment with EGUSD Bold Goals:
Alignment with FHS Action Plans and Key Initiatives

Project Background: What is the need? / How was it determined the project was needed?
Project Objectives: / What are objectives for the project?
Project Deliverables: / What you will be delivering at the end of the project, e.g. curriculum, facilities improvement, improved service levels etc.
This project will include: This section defines the boundaries of the project. Planning details should not be included at this stage. / This project will not include: This section defines the boundaries of the project. Planning details should not be included at this stage.
Success Criteria: / How you will measure the success of the project. NOTE: the success criteria must be measurable.
Necessary Resources: / Examples here must be specific and include professional development, time, and all supporting materials and resources.

Note – Do NOT include funding associated with the resources noted above. A budget will be detailed in a specific section below.

Project Oversight individual, team or committee / Who fulfils these roles and what do they do? NOTE: may not be appropriate for
all projects / Project Team Members: / Who fulfils these roles and what will they do?
Budget
Project Funding Needs: / Proposed Funding Sources:

Personnel/Time
Materials
Other

Total costs (attach an itemized budgetary breakdown if applicable or requested)

Start Date: / Projected Completion Date:
Project Manager: / Signature: / Date: / Comments:
Approval from Sponsor: / Signature: / Date: / Comments:
Denial from Sponsor: / Signature / Date: / Comments:

Project Task Analysis Template

This is to be used by the project development team after approval of the project. It includes all action steps and accompanying information pertaining to the design, development, implementation and evaluation of the project.

Project Title: / Date Updated:
Project Manager:
Task No. / Task Description: / Person/S responsible / Proposed date of completion / Actual date of completion / Notes:
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20

Major Milestone Progress Template

To be used as a means of documenting major project milestones. Questions for consideration include: What are the Major milestones that are essential for completion of the overall project? When are they scheduled for completion and who are the people responsible?
Tracking milestones is an essential “formative” management practice to ensure the project is on track for a timely completion within all operating parameters (budget, resources, etc.)

Project:

Project Manager:

MILESTONES / Person/s Responsible / Projected Completion Date / Comments

Major Milestone Progress (Stop-n-Go) Template

To be used as a means of monitoring progress of major milestones. This focuses the team on progress, obstacles to progress and actions needed to overcome obstacles to progress.

Project:

Project Manager:

Milestones due / Due date / R/B/G* / Action to take to bring deliverable or task back on schedule

* R = Red flags [off schedule or definitely will be of schedule - describe in detail: Specifically identify obstacle/s]

B = Blue Flags [almost off schedule or likely will be off schedule - describe in detail: Specifically identify obstacle/s]

G = Green flags [on schedule or better – describe potential improvements such as early implementation, cost savings, etc.]

Project Status Reporting Template

To be used as a tool for scheduled reports to the individual project sponsor or sponsoring team, committee, or governing body.
The project manager and sponsor will agree upon a status reporting system prior to the start-up of the project.

Project Title: / Date;:
Project Sponsor: / Project Manager:
Progress Report / Report No.
RBG Status*:RED / Blue / GREEN
Notable Reds:
Notable Yellows:
Notable Greens:
Tasks, Milestones, Outcomes delivered this period / Completion dates
Tasks, Milestones, Outcomes / Comments / Plan / Actual
Major Risks and IssuesInclude an assessment of the impact and any actions taken
Recommendations and Requests for Decisions or Support
Tasks, Milestones, Outcomes scheduled for next period / Completion dates
Tasks, Milestones, Outcomes / Comments / Plan / Forecast
RED / R = Red flags [off schedule or definitely will be of schedule - describe in detail: Specifically identify obstacle/s]
Blue / B = Blue Flags [almost off schedule or likely will be off schedule - describe in detail: Specifically identify obstacle/s]
GREEN / G = Green flags [on schedule or better – describe potential improvements such as early implementation, cost savings, etc.]

Detailed Project Status Report Template
To be used ONLY for major, projects that affect the overall organization and frequently cover multi-year implementation timelines
Project Name:
Reporting Period: / Project Manager: / Project Sponsor:
Prepared by: / Date Prepared: / RBG Status / Project Phase:
Notes: / Project End Date: / dd/mm/yyyy
Key Deliverables Completed this period / Key Deliverables Outstanding this period / Key Deliverables for next reporting period
Delivery Date / Delivery Date
Risk Management / Issue Management / Change Management
Log No / Risk / Action/Status / Log No / Issue / Action/Status / Req No / Details / Approved
Financial Statement
Capital / Revenue / External
Source / Budget / Actual / Remaining / Forecast / Source / Budget / Actual / Remaining / Forecast / Source / Budget / Actual / Remaining / Forecast
0 / 0 / 0

Project Modification Template (Internal)

This is used internally with the project team only.
This is sued for minor project modifications that should not result in major timeline or deliverable changes.
This is submitted to the project manager for approval.

Project:

Project Manager:

Activity name /No. / Description / Date to be delivered / Revised Date to be delivered / Reason for delay. / Affect on project

Project Modification Template – (External)

To be used when proposing a major change or modification to the project.
This should only be used if the proposed change will affect (+ or -) time, money, necessary resources, or the scope/objectives of the project outcome.
This is to be submitted to the project sponsor, sponsoring team, or governing body

Project Title / Project Number
Project Manager
CHANGE REQUEST
Originator of request: / Date of request: / Request Submitted to:
Items to be changed: / Estimated cost and time to implement:
Description of change (reasons for change, benefits, date required)
Priority / Constraints (impact on other deliverables, implications of not proceeding, risks)
CHANGE EVALUATION
What is affected:

/ Cost/Change Benefit Analysis:

Notes or Comments:
Name of evaluator: / Date evaluated: / Signature:
CHANGE APPROVAL
Accepted Rejected Deferred / Name / Signed / Date
Comments
CHANGE IMPLEMENTATION
Specific changes completed on Task Analysis Table:
Yes:
No: / Project Manager: / Date completed: / Signature