Oregon Central Voter Registration

Project

Success: Strong Sponsorship, Statewide Involvement…

Project Management

Presented by: Julie Pearson-Ruthven, PMP

May 3, 2006

Performance Against

Goals

Meet Federal HAVA Requirement

•by January 2006

•Statewide Central Voter Registration

•for $10 million

PLUS…

Oregon Specific Goals

Election Management Application (1/06)

Public Data Base (7/06)

On-going Program (6/06)

Negative Press (Never)

Actual:

Federal: Goals Met!

State: Almost There

Project Organization Initiation and Planning

PhasesPROJECT

MANAGEMENT

Peo

pl

e Pro

cess P

rod

uct

OCVR Initial Project Team

•Project Executive

•Project Administrator

•Technical Lead

People – Project Executive• Manage Stakeholders

• Gather Functional Requirements

• Communication Plan

Process - Project Administrator• Contracts

• Schedule

• Budget

Product : Technical Subject Matter Experts

• Technical requirements

• Infrastructure

• Hardware

Project Organization Executing, Controlling. and

ClosingPROJECT EXECUTIVEPeople, Process, Product

Ven

do

r

Stakeh

old

er G

rou

ps

Initiation

From “to me” to “with me”buy-in and support starts here!

Steering Committee

RFP Development Teams

Interviews on Their Turf

Achieving Change

Project Planning

Once you have Support and Buy-in

you need to keep it!

• Project Sponsors VERY Involved

• All Stakeholders Continue to be Involved

Planning – Involve Stakeholders

Weekly Sponsor Status Meetings

Joint Application Development (JAD) Sessions

Requirements Sub - JAD Team

Standards Committee

Inter Governmental Agreement Drafting Team

Data Migration – Dupe Check & Gap Analysis

The OCVR Team was awarded the State Purchasing Team Award in 2004 for the process used for the RFP development.

Project Planning Communicate and Document

for Success

Insert map of Oregon all going to one system

Nothing beats Person to Person Interviews

County Systems Before OCVR

How the Project Was Managed

Communication Management Status Meetings

JADs

Communication Matrix

Video Conferencing

Statewide conference calling

Go-to-Meetings

Site visits

News Flashes

Annual Conferences

The Five C’s of Communication

•Connection•Concern•Clarity•Candor•Commitment

The Four P’s of Planning Communication

•Purpose•Picture•Plan•Part

AudienceVehicle of

CommunicationFrequency Medium Source Delivered by

Sensitivities

Date Delivered

Expected Result

OCVR In-Sync Team

Meetings Weekly - one hour

in person team members

SOS Project Team

Update absent members timely

Every Monday. 8:30 am-9:30am

Status update- next steps

OCVR Exec Team

Meetings Weekly - one hour

in person, email, phone

OCVR Team Project Director Politics Meetings every

Monday 1:30-2:30, phone and emails as needed

Project Update, new business, Heads-up, executive decisions

Vendor/SOS Team

Meetings Monthly-2 hours in person, email, phone

team members

Project Administrator/Project Executive

timing of meetings. Absent members

Meetings first

Thursday of each month. Phone,

email as needed

Project planning, risk awareness, quality assurance tracking, team communications

HAVA Team/Committee

Meetings Monthly in person team member

Project Director scope, politics, funding

as scheduled

Stay current on HAVA activities and report OCVR status

OCVR Steering Committee

Meetings Monthly-Quarterly depending on project activities

in person, email, video, phone conference

OCVR Team/Members

Project Executive, Deputy SOS

Update absent members timely

As needed Project Update, decisions

Change Management

Application Issues Tracking

Contract Changes

Business Process and Standards

Quality Assurance & Support

• Third Party QA

• Interviewed Major Stakeholders

• Quarterly Risk Reports

Key Lessons Learned

Learned is the key…Lessons are hard to learn, but sure makes the race to the finish line easier for the whole team!!!

Questions & Comments

Julie Pearson- Ruthven, PMP

Julie.pearson@state.or.us

Office: 503-986-2167

Cell: 503-302-4255

Please feel free to contact me at: