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PROJECT MANAGEMENT TIPS TO ENSURE IG SUCCESSANDREW YSASI, MS, CRM, CIPM, CIPP, FIP, PMP, IGP

VICE PRESIDENT, ADVOCACY

VITAL RECORDS CONTROL

ARMA Dallas and Fort Worth Spring Seminar

April 10th, 2019

Copyrighted Andrew Ysasi. All Rights Reserved. 2019.

DISCLAIMER

No endorsements are made by me and especially Vital Records Control (VRC).

Logos and information can be found online at the respective source

organization’s website. Information may have changed by the time it was

researched. Andrew is not an attorney and does not provide legal advice.

Andrew is a member of the Board of Directors of i-SIGMA (PRISM/NAID) and

past member of the Board of the ICRM.

ABOUT ANDREW• 20+ Year Pro (12 year IG Pro)

• Former Adjunct Instructor at Davenport University

• Global Project Management and Technology

Capstone

• Writer for ARMA’s Information Governance Body of

Knowledge (IGBOK)

• ICRM Exam Development Committee – 2012-2017

• i-SIGMA (PRISM/NAID) International Board Member –

2016-Present

• Inside the Record Room guest personality

• Masters in Administration from Central Michigan University

AGENDA

Overview of Project Management

01Objections to Project Management

02Project Management as a Profession

03Project Management and IG/RIM

04

What is Project Management?

Project management is the application of knowledge, skills, tools, and techniques to project activities

to meet the project requirements. Project management is accomplished through the appropriate

application and integration of the 47 logically grouped project management processes, which are

categorized into five Process Groups:

• Initiating

• Planning

• Executing

• Monitoring and Controlling

• Closing

Source: PMBOK Guide 5th Edition

What is a project?

• Temporary endeavor with a beginning and an end

• Creates a unique product, service or result

• A series of inputs that rely on tools and techniques to create a specific output

to complete a unique outcome

TEMPORARY AND UNIQUE

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Not projects…

•Operational tasks

•Repetitive tasks or activities

•Activities that sustain the business

ONGOING AND REPETITIVE

Examples of Projects• Erecting a new building

• Moving to a new location

• Expanding on an existing location

• New software or systems

• Upgrading the network

• Human Resource assessment

• ISO 9001 Initiatives

• Marketing Campaign

• SOX Compliance and Technology Options

• Startup Business Plan

What does a project manager have to know?• Project Management Processes

• Scope Management

• Time Management

• Cost Management

• Quality Management

• Human Resource Management

• Communications Management

• Risk Management

• Procurement Management

• Professional and Social Responsibility

“Triple Constraint”

• COST – Total expense of project

• TIME – Duration of project

• SCOPE – What the project will accomplish

AND

• QUALITY – Degree to which the project fulfills requirements

• RISK – Identify and prevent what can go wrong

• CUSTOMER SATISFACTION – Define it!!

Why Project Management?

- 90% of software projects are completed LATE

- 50% of projects will cost almost 200% their original estimates

- 30% of IT projects are scrapped

Source: The Standish Group

Organizations are different!

Functional Organization

• Department managers have authority and work with assigned project managers

Projectized Organization

• Company runs on projects…project managers are the authority

Matrix Organization

• Project managers and functional managers work together at equal levels in various

structures

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Two methodologies are required for successful projects…

• “Life Cycle” – What needs to be done to do the work

• “Process” – What needs to be done to manage the project

Life Cycles work in conjunction with management process…

• Construction - Feasibility, Planning, Design, Production, Turnover and

Startup

• Information Systems – Requirements analysis, high-level design,

detailed design, coding, testing, installation, conversion and turnover to

operations

Plan-Do-Check-Act Cycle

• Compliments of W. Edwards Deming…

• Initiating = Start the cycle

• Planning = Plan

• Executing = Do

• Monitoring and Controlling = Check and act

• Closing = Ends the cycle

Parts of each process…

• Initiating = Select a Project Manager, Develop Charter

• Planning = Scope Statement, Work Breakdown Structure (WBS)

• Executing = Produce Scope, Implement Changes

• Monitoring and Controlling = Measure Progress and Risk, Verify Scope

• Closing = Formal Acceptance, Lessons Learned, Archive Information

Project Charter

• Project Description

• Project Team

• Project Manager

• Project Sponsors

• Resources

• Goals and Objectives

• Business Case

• Costs

• Benefits

• Payback Period

• Formal Approval (Sign Off)

Project Scope

• Project Scope

• The work that must be performed to deliver a product, service, or result with the specified

features and functions.

Project Scope Statement

• The narrative description of the project scope, including major deliverables, project

objectives, project assumptions, project constraints, and a statement of work, that provides

a documented basis for making future project decision and for confirming or developing

a common understanding of project scope among the stakeholders.

Source: PMBOK

Project Scope Statement

• Project Justification

• Product Description

• Major Deliverables

• Success Criteria

• Measurable business results

• Completion Criteria

• Time and Cost Estimates

• Assumptions

• Constraints (Risks)

• Approval Requirements

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Project Work Breakdown Structure (WBS)

• WBS definition

• A deliverable-oriented hierarchical decomposition of the work to be executed by the

project team to accomplish the project objectives and create the required deliverables. It

organizes and defines the total scope of the project work. The WBS is decomposed into

work packages. The deliverable orientation of the hierarchy includes both internal and

external deliverables.

Source: PMBOK

• A hierarchy of “work packages” to be performed to complete the project

Source: Me

Project Work Breakdown Structure (WBS)

• WBS is

• Comprehensive classification of the project scope

• Used to create a project management plan

• Estimating Duration, Cost, Resources

• WBS is not

• List of tasks

• Schedule

• Project plan

• Responsibility assignment matrix

• Strategy map

Project Work Breakdown Structure (WBS)

• 100% Rule

• Over – Over project requirements

• Gold Plating…increased costs

• Under – Did not meet requirements

• Risk of project failure (not meeting “triple constraint”)

Bar Chart or (Gantt Chart)Bar Chart (Gantt Chart) for SharePoint Implementation

Source: Microsoft Project Templates at Microsoft.com

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Critical Path Method

• The critical path is defined as the longest path in the diagram and in our example it is path B-C-D that is

the critical path of 9 weeks.

Source: Selektco – selektco.wordpress.com

Agile Project Management

• Agile project management is an iterative approach to planning and guiding

project processes. Just as in agile software development, an agile project is

completed in small sections called iterations.

Source: http://searchcio.techtarget.com/definition/Agile-project-management

How is Agile different?

Source: https://agileforstartups.wordpress.com/

OBJECTIONS TO PROJECT MANAGEMENT

1. Only for stars

2. Doesn’t fit culture

3. Won’t work due to project size (too large or small)

4. Requires a certified person

5. Doesn’t work globally

6. Just jargon

Source: http://www.forbes.com/sites/stevedenning/2012/04/17/the-case-against-agile-ten-perennial-management-

objections/#1a67523f715e

Projects Fail!

1. Poor goal and vision

2. No leadership

3. Stakeholder issues

4. Team or employee issues

5. Bad estimating

6. Poor risk management

7. Poor communication

8. No discussion about quality

9. Approval issues

10. Over budget

Source: http://calleam.com/WTPF/?page_id=2338

DEFINE FAILURE

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Terms of Warning

1. Scope Creep – uncontrolled growth or changes in the

project scope

2. Gold Plating – error of continuing to work on a project

or task well past the point where the extra effort is

worth the value it adds

3. “Golden Creeper” – adding items to the project because

they look good – Andrew Term

PROJECT MANAGEMENT AS A PROFESSION

Project Management Certification and Educational Options

• PMI Project Management Professional (PMP)

• PMI Certified Associate Project Manager (CAPM)

• PMI Program Management Professional (PgMP)

• PMI Agile Certified Practitioner (ACP)

• CompTIA Project+

• Certified Scrum Masters

• Online and On-ground Workshops

• Bachelor and Master Degrees

• Graduate Certificates

How does one obtain Project Management experience?

• Volunteer on projects at work

• Read about project management

• Talk to a project manager

• Attend seminars and webinars on project management

• Explore a networking group

Annual Salary Information for Project Managers (2017-2019)

Construction

• $96,000-$135,000

Information Technology

• $78,000-$115,000

General

• $69,000-$108,000

Source: Salary.com

PROJECT MANAGEMENT AND IG/RIM

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Examples of RIM Projects

1. Creating a RIM program

2. Creation of record retention schedule

3. Document imaging initiatives

4. Acquisition of document or electronic content management systems

5. Upgrading network and servers

6. Moving a record center

7. Rolling out a software package

8. New IG initiative

9. Moving an application or data to the Cloud

10. First time audit of RIM program

IG/RIM functions where PM tools work

1. What should be captured

2. Handling and collecting records

3. Retention schedule updates

4. Disposal of records

5. Developing a policy and handbook

6. Scheduling and budgeting for additional resources

7. Establishing legal or tax holds

8. eDiscovery functions

Andrew’s TOP 10 for project success

1.Be a leader

2.Be objective

3.Be ethical and socially responsible

4.Follow the communication plan

5.Know and find ALL stakeholders – Keep them updated

6.Follow and monitor the “Triple Constraint”

7.Plan, plan, and plan some more!

8.Know the culture of the organization

9.Have the right people in the right positions

10.Perform a Work Breakdown Structure (WBS)

IG GURU

• Educational Resource for

Information Governance

Professionals

• www.igguru.net

• Free to sign up!

VITAL RECORDS CONTROL

• Founded in 1988 in Memphis, Tennessee

• Serves over 45 Markets in the US

• Network of High-Quality RIM Solutions for Your Information

Governance Needs

• Records Management & Storage – VitalWeb

• Document Scanning – VitalScan

• Secure Shredding – VitalShred

• Data Backup & Media Vaulting – VitalVault

• Health Information Management & Release-of-

Information– VitalChart

• www.vitalrecordscontrol.com

GRACIAS!

E-mail: aysasi@vrcnetwork.com

Twitter:

@andrewysasi @vitalrecordctrl

@admovio @1gguru

LinkedIn:

www.linkedin.com/in/andrewysasi/

Twitter:

www.twitter.com/andrewysasi