Project Management for Non-Profits

Cristy Gies, PMP Strategic Sr. Project Manager

417 Project Management

Introductions

•  BA in Social Work •  PMP Certified •  20+ years project management experience •  10+ years experience in non-profit leadership,

business operations and project management •  Former crisis counselor in a domestic violence/sexual

assault agency; Later promoted to Executive Director and ran 3 DV shelters in a 7 county radius

•  Executive Director of Barceda Familes and Miles for Smiles in SW Missouri

•  Project Manager for non-profit hospital in Bolivar, MO •  Currently independent Sr. Strategic Project Manager/

Consultant in the 417 area

What is a Project?

•  A Project is a TEMPORARY endeavor undertaken to create a product, service or result. It is NOT ongoing operation. •  A Project has a defined beginning and end with a specific scope or goal.

What is Project Management?

•  Managing a project by applying knowledge, skills, tools and techniques to a project to meet the project’s goals and objectives (scope, time, cost, etc.)

Project Management has 5 Phases

INITIATION: Getting the formal approval for the project

1

PLANNING: Planning out the scope of the project, timeline, cost, resources, deliverables, etc.

2

EXECUTION: Executing the plan according to PM best practices

3

MONITOR AND CONTROL: Keeping the project within the defined scope, timeline, budget and quality standards

4

CLOSE: Wrapping up the project and reporting on the success and lessons learned

5

Project Management also

has 10 Knowledge Areas

Scope

Time

Cost

Quality

Human Resources

Communication

Risk Management

Stakeholder Management

Procurement

Integration

The Knowledge Areas are the aspects of a project that you have to monitor and control throughout the life cycle of the project

The Triple Constraint of

Project Management

Time

Quality

Scope

Cost

Basic Steps in Managing a Project

1. Create a Project Initiation Form 2. Develop a Project Charter 3. Obtain Stakeholder Approval 4. Identify and temporarily secure the needed resources

1. Brainstorm everything that needs to be done 2. Sequence the activities 3. Estimate the activities 4. Apply and secure the resources 5. Develop the schedule, budget, risk and communication plan

1. Execute the activities from the Planning phase 2. Manage the resources 3. Manage the level of quality defined by Stakeholder(s) 4. Stay engaged and productive

1. Monitor and control: - Scope - Timeline - Budget - Quality - Critical Path

1. End the project when defined scope is complete 2. Conduct a Retrospective meeting 3. Release all resources 4. Finalize and store all project documentation 5. Report to Stakeholders

Initiation Planning Execution Monitor Control Close

Manage Communication Manage Stakeholders Manage Expectations Manage Risks

Activity: Fundraising Banquet

Scenario: You are the Director of Development of a local non-profit in the SW Missouri area. You have an annual, outdoor fundraising banquet in the spring at a local historic site. The event needs to raise at least $150k to support the organization’s operating budget.

INITIATION: Getting the formal approval for the project

1

PLANNING: Planning out the scope of the project, timeline, cost, resources, deliverables, etc.

2

EXECUTION: Executing the plan according to PM best practices

3

MONITOR AND CONTROL: Keeping the project within the defined scope, timeline, budget and quality standards

4

CLOSE: Wrapping up the project and reporting on the success and lessons learned

5

Activity: Build a DV Shelter in an Adjacent County

Scenario: You are the Executive Director of a local domestic violence shelter in the SW Missouri area. You have a DV shelter in Springfield, MO but your next largest client base is in Branson, MO and desperately needs a local shelter.

INITIATION: Getting the formal approval for the project

1

PLANNING: Planning out the scope of the project, timeline, cost, resources, deliverables, etc.

2

EXECUTION: Executing the plan according to PM best practices

3

MONITOR AND CONTROL: Keeping the project within the defined scope, timeline, budget and quality standards

4

CLOSE: Wrapping up the project and reporting on the success and lessons learned

5

Other Key Concepts in Project Management

•  Triple Constraint: The limitations of the project based on time, cost, quality and scope. •  Critical Path: The work stream(s) on the project that will take

the longest to implement and thus determines the end date of the project. ALWAYS KNOW YOUR CRITICAL PATH and apply techniques here if needed first. •  3 Techniques to bring the project in earlier

•  Crash the Schedule – add additional resources to the project where applicable

•  Descope the project – take away functionality/requirements that take a long time

•  Descope and Crash with Sr. resources

Questions?