project management for nonprofits norman reiss feb. 12, 2008 nonprofit bridge bridging technology,...

Project Project ManagementManagementfor Nonprofitsfor Nonprofits

Norman ReissNorman ReissFeb. 12, 2008Feb. 12, 2008

Nonprofit BridgeNonprofit BridgeBridging Technology, Communications & DevelopmentBridging Technology, Communications & Development

http://nhr.vox.comhttp://[email protected]@gmail.com

2Norman Reiss | Project Management for Nonprofits | Feb. 12, 2008

AgendaAgenda

IntroductionsIntroductions Basic Project Management Basic Project Management

Principles Principles Project Management for Nonprofits?Project Management for Nonprofits? Project Management Techniques Project Management Techniques

applied to Three Major Nonprofit applied to Three Major Nonprofit InitiativesInitiatives

Questions Questions (but welcome at any time)(but welcome at any time)


Introductions – Norman Introductions – Norman ReissReiss Core strengths:Core strengths:

Internet / Web Site Strategies Internet / Web Site Strategies Online Fundraising / ePhilanthropyOnline Fundraising / ePhilanthropy Project ManagementProject Management CMS / CRM Selection / ImplementationCMS / CRM Selection / Implementation

Moved to nonprofit in 2000 after corporate career, Moved to nonprofit in 2000 after corporate career, mostly in financial services.mostly in financial services.

Currently at Crohn’s & Colitis Foundation. Raised Currently at Crohn’s & Colitis Foundation. Raised over $8 million in online revenuesover $8 million in online revenues

Received PMP certification in fall 2006Received PMP certification in fall 2006 Active in ePhilanthropy Foundation, NTen, Not for Active in ePhilanthropy Foundation, NTen, Not for

Profit Webmaster Roundtable, Project Management Profit Webmaster Roundtable, Project Management InstituteInstitute


Introductions – Norman Introductions – Norman ReissReiss

““Last year I decided to apply for the PMP (Project Management Last year I decided to apply for the PMP (Project Management Professional) certification to enhance my skills in managing Professional) certification to enhance my skills in managing technology projects. I hoped this would be especially useful at my technology projects. I hoped this would be especially useful at my current position as 'Web Project Manager.‘current position as 'Web Project Manager.‘

““When attending meetings of the When attending meetings of the Project Management InstituteProject Management Institute, rarely , rarely have I heard much talk about nonprofit organizations or have I met have I heard much talk about nonprofit organizations or have I met people who focus on nonprofits. Similarly, in my current people who focus on nonprofits. Similarly, in my current organization, I often have to explain the benefits of project organization, I often have to explain the benefits of project management in planning and implementing initiatives.management in planning and implementing initiatives.

““Project management would be helpful in Project management would be helpful in anyany organization yet organization yet nonprofits have been a bit slow to get on the bandwagon. One of nonprofits have been a bit slow to get on the bandwagon. One of the biggest challenges I've faced recently is getting all stakeholders the biggest challenges I've faced recently is getting all stakeholders to participate. If only a few people / departments to participate. If only a few people / departments dominate conversations, it is less likely that the results will be dominate conversations, it is less likely that the results will be acceptable to all who are affected by its implementation.”acceptable to all who are affected by its implementation.”

From my blog, Nonprofit Bridge, March 6, 2007From my blog, Nonprofit Bridge, March 6, 2007


Introductions – About Introductions – About YouYou

Please introduce yourself:Please introduce yourself: NameName OrganizationOrganization Project Management experience?Project Management experience? For Profit? Not for Profit background?For Profit? Not for Profit background? What you hope to learn from today’s What you hope to learn from today’s

sessionsession


Basic Project Management PrinciplesBasic Project Management Principles


Project Management PrinciplesProject Management Principles

PMBOK – Project Management Body of PMBOK – Project Management Body of KnowledgeKnowledge

Characteristics of a ProjectCharacteristics of a Project Temporary - definite beginning & endTemporary - definite beginning & end Create unique product, service or resultsCreate unique product, service or results Progressive elaboration – series of stepsProgressive elaboration – series of steps Specific objective vs. ongoing operationsSpecific objective vs. ongoing operations

Project ManagementProject Management Application of knowledge, skills, tools and Application of knowledge, skills, tools and

techniques to meet project requirements.techniques to meet project requirements.



Project PlanProject Plan StakeholdersStakeholders Selecting Your TeamSelecting Your Team Risk ManagementRisk Management Communications StrategiesCommunications Strategies

probably the most important project probably the most important project management skillmanagement skill

Handling Change RequestsHandling Change Requests Must have process in place from beginning Must have process in place from beginning



Project management involves:Project management involves: Identifying requirementsIdentifying requirements Establishing clear & achievable objectivesEstablishing clear & achievable objectives ‘‘Triple constraint’ – changing one must change Triple constraint’ – changing one must change

others: others: TimeTime CostCost ScopeScope also Qualityalso Quality

Adjusting specifications, plans and approach to Adjusting specifications, plans and approach to meet concerns / expectations of stakeholdersmeet concerns / expectations of stakeholders


Project Management TermsProject Management Terms

Program – group of related projects managed Program – group of related projects managed togethertogether

Portfolio – collection of projects and programs Portfolio – collection of projects and programs managed togethermanaged together

Project Management Office (PMO) – oversees Project Management Office (PMO) – oversees management of projects, programs, or management of projects, programs, or combination of bothcombination of both

Scope Creep – have a formal process in place to Scope Creep – have a formal process in place to evaluate proposed changes then approve or evaluate proposed changes then approve or reject.reject.

Critical Path – tasks that must be done to finish Critical Path – tasks that must be done to finish project on timeproject on time


Project Management Project Management ProcessesProcesses

Initiating – defines, authorizes projectInitiating – defines, authorizes project Planning – plans actions required to achieve Planning – plans actions required to achieve

objectives and scopeobjectives and scope Executing – integrates people and other Executing – integrates people and other

resources to carry out planresources to carry out plan Monitoring / Controlling – regularly Monitoring / Controlling – regularly

measures and monitors progress to identify measures and monitors progress to identify variances from plan so corrective action can variances from plan so corrective action can be takenbe taken

Closing – formalizes acceptances of product, Closing – formalizes acceptances of product, service or results and brings project to endservice or results and brings project to end


More Project Management More Project Management ConceptsConcepts

Project objectives (SMART):Project objectives (SMART): SpecificSpecific MeasurableMeasurable AchievableAchievable RealisticRealistic Time specificTime specific

Project staff varies depending on project – usually no direct Project staff varies depending on project – usually no direct reporting relationshipreporting relationship

Reasons for project failureReasons for project failure Fear – team members need to protect their own interestsFear – team members need to protect their own interests Misaligned expectations – project deliverables not clear to allMisaligned expectations – project deliverables not clear to all Confusion – over roles, responsibilities or processConfusion – over roles, responsibilities or process Loss of momentum – problems not dealt with when they come upLoss of momentum – problems not dealt with when they come up Team member job dissatisfactionTeam member job dissatisfaction Lack of commitment to success of project – not part of ‘job Lack of commitment to success of project – not part of ‘job

description’description’ Staff inexperienceStaff inexperience


Project Management Project Management ApproachesApproaches

Traditional / Waterfall – series of steps in linear Traditional / Waterfall – series of steps in linear sequencesequence

Agile / Extreme / Radical – work best when Agile / Extreme / Radical – work best when requirements are vague, organization is requirements are vague, organization is undergoing change, or risk is highundergoing change, or risk is high Project split into small phasesProject split into small phases Requirements modified as you goRequirements modified as you go Constant interaction between developers and usersConstant interaction between developers and users Short timeframesShort timeframes Used mostly in software and web site developmentUsed mostly in software and web site development Rapid feedback from usersRapid feedback from users Adapt to change if you can’t predict itAdapt to change if you can’t predict it Agile manifesto – Agile manifesto – www.agilemanifesto.orgwww.agilemanifesto.org


Top 10 Reasons for Project Top 10 Reasons for Project SuccessSuccess

(Standish Group)(Standish Group)

User involvementUser involvement Executive management supportExecutive management support Clear business objectivesClear business objectives Optimizing scopeOptimizing scope Agile processAgile process Project manager expertiseProject manager expertise Financial managementFinancial management Skilled resourcesSkilled resources Formal methodologyFormal methodology Standard tools and infrastructureStandard tools and infrastructure


Top 10 Project Top 10 Project Management SkillsManagement Skills

(Tech Republic)(Tech Republic)

1. Define project1. Define project 6. Manage risks6. Manage risks

2. Plan work2. Plan work 7. Manage 7. Manage communicationcommunication

3. Manage work plan3. Manage work plan 8. Manage 8. Manage documentationdocumentation

4. Manage issues4. Manage issues 9. Manage quality9. Manage quality

5. Manage scope5. Manage scope 10. Manage metrics10. Manage metrics


Project Management Project Management SoftwareSoftware

Microsoft ProjectMicrosoft Project BasecampBasecamp Central DesktopCentral Desktop OmniPlan (Macintosh)OmniPlan (Macintosh) DreamTeam (SalesForce add-in)DreamTeam (SalesForce add-in) Active CollabActive Collab Microsoft Office (Word, Excel etc.)Microsoft Office (Word, Excel etc.)


Dealing with Dealing with StakeholdersStakeholders

Stakeholder – individual or organization Stakeholder – individual or organization whose interests may be affected by projectwhose interests may be affected by project

Importance of identifying all stakeholders Importance of identifying all stakeholders at the beginning of projectat the beginning of project

Project success depends on how you Project success depends on how you manage stockholders, so engage them in manage stockholders, so engage them in decision making and keep lines of decision making and keep lines of communication open. communication open.

Meet individually with stakeholders to Meet individually with stakeholders to advise of updates and adjust expectations.advise of updates and adjust expectations.


Managing NonprofitManaging NonprofitTechnology ProjectsTechnology Projects

Recent conference was first to focus Recent conference was first to focus on project management at nonprofit on project management at nonprofit organizationsorganizations

Sponsored by Idealware & AspirationSponsored by Idealware & Aspiration Wiki - Wiki - http://mntp.aspirationtech.orghttp://mntp.aspirationtech.org

Idealware – Six Views of Project Idealware – Six Views of Project Management Software – Management Software – http://www.idealware.org/articles/fgt_project_management.phttp://www.idealware.org/articles/fgt_project_management.phphp


Project Management for Nonprofits?Project Management for Nonprofits?


Establishing Project ManagementEstablishing Project ManagementWithin Your OrganizationWithin Your Organization

Project success measured by whether objectives Project success measured by whether objectives are met AND whether team members found work are met AND whether team members found work rewarding.rewarding.

Educate organization on how Project Educate organization on how Project Management can helpManagement can help

If organization is not ‘project friendly,’ need If organization is not ‘project friendly,’ need more authority and/or money to succeed.more authority and/or money to succeed.

PM isn’t only useful for technology projectsPM isn’t only useful for technology projects PM isn’t the same as software developmentPM isn’t the same as software development


Establishing Project Management Establishing Project Management Within Your OrganizationWithin Your Organization

Don’t use IT terms with non IT peopleDon’t use IT terms with non IT people Find a supporter on business sideFind a supporter on business side Use a variety of communications Use a variety of communications

techniquestechniques Start small to build successesStart small to build successes Must understand business side of Must understand business side of

organizationorganization Address organization’s points of painAddress organization’s points of pain


‘‘Project Friendly’ Project Friendly’ OrganizationsOrganizations

(Rob Purdie, Important Projects)(Rob Purdie, Important Projects)

Management balance between tasks Management balance between tasks & people& people

Balance between output and Balance between output and processesprocesses

Teamwork / cooperation is focus vs. Teamwork / cooperation is focus vs. dept ‘silos’dept ‘silos’

Tolerance for conflict / taking risksTolerance for conflict / taking risks


Top Project Strategy Top Project Strategy MistakesMistakes

Identifying a new technology, then trying to Identifying a new technology, then trying to develop ways to apply itdevelop ways to apply it

Failing to insure projects are business drivenFailing to insure projects are business driven Failing to access projects and capabilities Failing to access projects and capabilities

before committing to plan and schedulebefore committing to plan and schedule Not identifying possible risksNot identifying possible risks Not learning from poorly performing projectsNot learning from poorly performing projects Inadequate communication with business Inadequate communication with business

staffstaff Not integrating new systems with old Not integrating new systems with old Inadequate metrics, documentationInadequate metrics, documentation


Top 10 Technology Top 10 Technology ProjectsProjects

Which Apply to Nonprofits? (Baseline Magazine)Which Apply to Nonprofits? (Baseline Magazine)Business Process Business Process

Management / ImprovementManagement / ImprovementBreak down business functions, figure out better Break down business functions, figure out better

ways of executing them, building technology ways of executing them, building technology systems to do them.systems to do them.

Disaster Planning / RecoveryDisaster Planning / RecoveryPreparing for the worst.Preparing for the worst.

Customer (Constituent) Customer (Constituent) Relationship Management Relationship Management

(CRM)(CRM)Universal need of for profit and not for profit Universal need of for profit and not for profit

organizations.organizations.

Intrusion Detection and Intrusion Detection and PreventionPrevention

Do you know where your laptops are and what Do you know where your laptops are and what information is on them?information is on them?

Business Analytics / Business Business Analytics / Business IntelligenceIntelligence

Analyzing what’s happening and figuring out how Analyzing what’s happening and figuring out how to respond.to respond.

Server UpgradesServer UpgradesAre you prepared for organizational growth by Are you prepared for organizational growth by

increasing capacity?increasing capacity?

Desktop / Laptop UpgradesDesktop / Laptop UpgradesDo you have a schedule or do you wait until Do you have a schedule or do you wait until

something breaks?something breaks?

Enterprise Systems PlanningEnterprise Systems PlanningGetting systems to work together after a mergerGetting systems to work together after a merger

Web ServicesWeb ServicesEarly adopters – financial services, governmentEarly adopters – financial services, government

Financial ReportingFinancial ReportingFor nonprofits, how does your fundraising For nonprofits, how does your fundraising software talk to your accounting software?software talk to your accounting software?


Project Management Techniques Project Management Techniques Applied to Three Major Nonprofit Applied to Three Major Nonprofit

InitiativesInitiatives


Project Management Techniques Project Management Techniques Applied to Three Major Nonprofit Applied to Three Major Nonprofit

InitiativesInitiatives

Web Site RedesignWeb Site Redesign Use of agile techniquesUse of agile techniques Identifying and updating all stakeholdersIdentifying and updating all stakeholders

Introduction of Content Management SystemIntroduction of Content Management System Planning who will update web sitePlanning who will update web site Ease of use vs. total flexibilityEase of use vs. total flexibility

Introduction / Enhancement of ePhilanthropy ToolsIntroduction / Enhancement of ePhilanthropy Tools Jointly involving all departments that will be affected Jointly involving all departments that will be affected Selecting products that integrate with existing softwareSelecting products that integrate with existing software

How would project management strategies improve how projects are implemented at How would project management strategies improve how projects are implemented at your organization?your organization?


Questions?Questions?

Nonprofit BridgeNonprofit BridgeBridging Technology, Communications & DevelopmentBridging Technology, Communications & Development

http://nhr.vox.comhttp://nhr.vox.com [email protected]@gmail.com

project management for nonprofits norman reiss feb. 12, 2008 nonprofit bridge bridging technology,...

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nonprofits norman reiss

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