MANAGING INFO ORGANIZATIONS
MANAGING INFO ORGANIZATIONS INF 387C
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This 26 page Class Notes was uploaded by Maryse Herman on Monday September 7, 2015. The Class Notes belongs to INF 387C at University of Texas at Austin taught by Staff in Fall. Since its upload, it has received 15 views. For similar materials see /class/181913/inf-387c-university-of-texas-at-austin in Information Studies at University of Texas at Austin.
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Date Created: 09/07/15
Strategic IT Project Management Mary Lynn RiceLively PhD Objectives 0 Definitions 0 Identifying the project 0 Organiling planning and implementing the project 0 PM techniques 0 PM evaluation What is a Project 0 Application of knowledge skills tools and techniques to project activities to meet or exceed stakeholder needs and expectations How to Recognize a Project 0 Constrained by limited 0 Planned executed resources to help you and controlled achieve objectives and Performed by People mallquot mm 0 llas a beginning and Uses a prescribed an and methodology Project Management Defined The application of the systems approach to the management of technologically complex tasks or projects whose objectives are explicitly stated in terms of the time cost and performance parameters lelmd nndl ng 1988 Newsflash 0 Establishing a committee is not project managemen 0 Just about everything that characterizes committees is oriented toward recommendations 0 A project is or ted to results Appointing a project manager is not by itself establishing a roject Martin 1976 Characteristics of PM 0 Defined goals 0 Designated resources 0 Organilationally specific 0 Prescribed methodology Stages of PM EL E Project Management Skills 0 Motivation 0 con ict Communication management Delegation 0 Problem solving Supervision 0 Team building 0 Negotiating Project Definition Identifying a Specific Project 0 Define objective 0 Scope the project 0 Identify constraints Prepare initial plan 0 Prepare business case Get approval The Plan 0 Who does what 0 Role of the project manager 0 Role of each team member 0 Reporting and tracking methods Objectives of Planning 0 Specific Measurable Attainable with difficulty 0 Time frame Planning Steps 0 Needs assessment 0 Problem identification 0 Goal setting 0 Implementation Taslt analysis Staging Scheduling 0 Evaluation Project Plan 0 Group members Define role of eatll member Iear picture of product Statement of outtomes 0 Tools and techniques Plan for quality management 0 Timeline Project Group Members 0 Define role of each group member 0 Make use of task allocation chart Product Description and Scope Statement 0 Deliverables and format 0 Project objectives with quantifiable criteria to be met for project success 0 Constraints and assumptions 0 Quality management Tools and Techniques PERT ritical path method PM 0 Risk analysis 0 Project Management Software Gantt Chart Gantt charts are a project planning tool used to represent the timing of PM ect tasks Simple to understand and easy to construct Each task takes up one row Dates run along the top in increments of days weeks or months The expected time for each task is represented by a horilontal bar Tasks may run sequentially in parallel or overlapping To mark quotmilestonequot events and mark them with a special symbol PERT and PM PERT Program evaluation and Review technique Depict task duration and dependency information CPM Critical Path Method Critical Path Method PM charts are similar to PERT charts and are sometimes known as PERTPM The critical path consists that set of dependent tasks each dependent on the preceding one Gantt Chart Jlnlliry ale lslizlisllelzuulzvl ramw lzlslslulumlzu was l 1 11 12 13 14 15 16 2 1 22 23 3 5 51 52 Task Name Brainstorm concepts Select top 2 concepts nted MQ Prese 39 Pro le motor power Design test stand Identify customers Interview 10 customers lnterpret requirements mam ha I 7 Build test stand my Task pnssm mam Type 511 mummywarpw v n39nw 1 ld39ly sswpmnl 1 Zwtcks cmuuural Dclmlmcm rim5 5 ntccv 3 mgmwnua cmaiudula wankl Sw aks saaunulal 4 Project Management Software 0 Microsoft Project 0 Visio 0 Inspiration 0 Literally hundreds of choices Start simplell Quality Management 0 Identify quality standards and how to satisfy them 0 Determine how to evaluate overall project performance on a regular basis 0 Outline quality control measures Tips from the Experts 0 Establish common means of communication 0 Develop clear timeline for project development 0 lleep eye on the big picture on the product on the time 0 Base decisions on facts Criteria for Evaluation 0 Goal relatedness Feasibility Efficiency 0 Effectiveness Reasons Why Projects Fail 0 People skills of project manager 0 Poorly organilecl 0 Lack of responsibility or accountability for outcome 0 Money 0 Unrealistic goals 0 Buyin Organizations Planning amp Financial Control 0 2nd Faceto Face Part 2 Money Can anyone remember when times were not hard and money not scarce Ralph Waldo Emerson 18031882 Budgets Organizational controls Budgets what why how Fund development strategies Budgetary and Fiscal Controls What Is a Budget Forecast Cash Sources Cash Expenditures Organization as a financial statement Covers fiscal year Budget A Bit of History from the OED 1453 A pouch bag wallet usually of leather Obs exc dial 1580 A kind of boot in a carriage adapted for carrying luggage 2 Obs exc dial 1733 A statement of the probable revenue and expenditure for the ensuing year with nancial proposals founded thereon annually submitted by the Chancellor of the Exchequer on behalf of the Ministry for the approval of the House of Commons Why Budget Enhance success by Information provided Forecasting needs Cash required for Forecasting pro ts bar and materials Forecasting cash Start P 005 s ow Daytoday maintenance costs Revenues needs Expected pro t What to Consider Variable costs Fixed costs Semivariable costs Inflation and other adjustments Profit or not Budgeting for Nonprofits Assess realistic levels of resources Ask Wnat activities are most important Wnat activities can be supported Remember every activity has a cost Budget Format Examples Budget Planning 3 Budget Proosal How to set up a successful budet Line item budet Formula see example Program see example Zerobased Budetin Formula Budget Basic collection 85000 volumes Allowance per FI39E faculty 100 volume Allowance per FI39E student 15 volumes Allowance per undergraduate 350 volumes major or minor field Allowance per master39s field 3000 volumes Allowance per 6th year degree 6000 volumes Allowance per doctoral field 25000 volumes Program Budget ISCHOOL AT A GLANCE VlCeS 118650 Kilgarlin Center 122055 Fund Development for Nonpro t Organizations Introduce basics of no profit management Determine What must happen before fund development Explore fundamentals of fund development and grant writing Identify sources for fundraising ideas and grant writing Nonpro t Management Basics Nonprofit organizations perform a differentfunction than corporate or governmental agencies Most library and information service are nonprofit organizations Product of nonprofits is a changed human being Drucker Challenges for Nonprofits Offer community and common purposes Transform good intentions into results Focus on What the organization does best defining the competencies of the organization Convert donors into contributors How to Respond to Challenges Defining your mission and goals Grow strategies from mission and goals Marketing Define your market Meaning of Fund Development Recognize potential for growth and development of a donor Cultivate them to be an advocate for your program Encourage donor to take ownership in program Requires long term strategy Who to target for contributions Board trustees Advisors Constituents Foundations private community amp corporate Government agencies Tailor Approach to D Individuals Research interests Identify something that connects them to your organization Board members Require donation for board membership Develop ownership in your program Tailor Approach to Donor Group cont d Fou ndation Explore grant submission requirements Identify their funding target areas Note when their board meets Government agencies Locate grant proposal deadlines Understand grant proposal guidelines Grant and Proposal Writing Resources Foundation Center httfdncenteror Short course in proposal writing 1m Fund Development for Nonprofit Organizations Review basics of nonprofit management Determine what must happen before fund development Explore fundamentals of fund development and grant writing Identify sources for fundraising ideas and grant writing 0 scuba 8r n f39 r imlion Nonprofit Management Basics Nonprofit organizations perform a different function than corporate or governmental agencies Most library and information service are nonprofit organizations Product of nonprofits is a changed human being Drucker 0 55Hde Br foor manon Challenges for Nonprofits Offer community and common purposes Transform good intentions into results Focus on what the organization does best defining the competencies of the organization Convert donors into contributors O s ch Bo39i Br n f39 r imlion How to Respond to Challenges Define your mission and goals Grow strategies from mission and goals Marketing Define your market 0 556601 Br Information Meaning of Fund Development Recognize potential for growth and development of a donor Cultivate them to be an advocate for your program Encourage donor to take ownership in program Requires long term strategy 0 s ch Boi Br n f39 r imlion Who Should Be Responsible for Fund Development Director CEO Manager Individual employees Development professional 0 556601 Br foor malion How to Create a Development Goal Project budget Constituent pressure Transformational idea to address societal issue 0 568601 Br r n f39 r imlion Who to target for contributions Board trustees Advisor Individuals Foundations private community amp corporate Government agencies 0 556601 Br Informalion Philanthropy Statistics Charitable giving accounted for 21 of the gross domestic product Average annual contribution is 1620 86 of wealthy donors say they are motivated to meet critical needs and 83 say they want to give back to society 0 s ano39i 8r i n f39 r imiion Tailor Approach to Donor Group Individuals Research interests Identify something that connects them to your organization Board members Require donation for board membership Develop ownership in your program 0 s ribdi Br inor maiicn Tailor Approach to i Donor Group cont d Foundation Explore grant submission requirements Identify their funding target areas Note when their board meets Government agencies Locate grant proposal deadlines Understand grant proposal guidelines 0 5311501 Sr39i n r r inaiion Grant and Proposal Writing Resources Foundation Center httpfdncenterorg USAgov httpwwwusagovBusinessNonprofitshtml i not 0 School of information community assessment TLA planning efforts seek to reinvent the organization 0 TLA planning efforts seek to reposition the organization 0 How 7 Measure image 7 Image 2 sum of beliefs ideas impressions that individuals has have of an objectorganization etc Road to Needs Assessment A Review 10908 10908 de netheconununny Who is the assessment attempting to inform influence or persuade What purpose is the needs assessment intended to accomplish Whose needs are to be assessed What questions need to be asked Do you already know the answers Can you do anything to change the situation How will the information be used What resources are available to do needs assessments de nMons 0 image management 7 familiarity favorability measurement Never heard Heard of Know a little Know a fair Know very of bit amount well Very Somewhat Indifferent Somewhat Very unfavorable unfavorable favorable favorable 10908 definitions 0 needs assessment 0 group wants to take action influence policy change things around or shake things up community needs assessment studies are an effective way to find out what people are thinking and how they feel needs assessment 7 information about attitudes and opinions regarding precisely defined issues problems or opportunities 7 participants rank issues problems and opportunities in order of importance and urgency 7 participants voice in determining policy goals and priorities 7 determine support for initiatives 7 evaluate current programs and policies 7 end speculation about quotwhat people are thinkingquot or quotwhat people really want image management cont d semantic differential 7 content of its image Small Large Unfriendly Friendly Dated service paradigm Modern service paradigm direct attitude measurement 0 Beliefs about the positive and negative consequences of taking action or not taking action 0 Weights attached subjectively to each of the consequences 10908
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