Lessons Learned: Communications as an Effective Project Management Tool

1
Lessons Learned Communications as an Effective
Project Management Tool
Project Management InstituteKnowledge Exchange
Forum

• Mr. Gino MagnificoDeputy Program ManagerDoD
  Standard Procurement System
• October 26, 2004

2
Talking Points

• Why You Should Care About Communications
• Standard Procurement System 101
• SPS Yesterday, Today, Tomorrow
• From Target to Triumph How Communications Made a
  Difference in SPS
• Lessons Learned
• Questions/Discussion

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Communications The Heart of Every Project

• No Project can reach its true potential without
  successful communications
• Its up to YOU, the Project Manager, to institute
  communications
• Communications can and does make a
  difference
• Users
• Budget
• Media
• Vendors/Partners

Communication lessons learned from SPS can be
applied to any Program or Project
4
Standard Procurement System (SPS) 101

• Automated contracting system
• Standardizes procurement processes across DoD
• 23,000 users, 800 locations worldwide
• Used in FY03 to purchase more than 48B in goods
  and services
• Establishes framework for business intelligence
  tools
• Will replace 70 legacy systems
• Cornerstone of DoD Acquisition Domain
• Only standard business solution in DoD

5
SPS Yesterday, Today and Tomorrow

• A Challenged Program
• GAO Reports
• Low user satisfaction
• Media punching bag
• Today A Different Story
• Prestigious national awards
• Strong budget, stakeholder support
• Increased user satisfaction
• Cornerstone of DoD Acquisition Domain
• Tomorrow
• Replacing 70 legacy systems
• The contracting system for all of DoD

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From Target to Triumph

• SPS was a target
• For Media
• For Congress
• For Disgruntled Users
• Bring the Experts on Board
• Develop a Communications Plan Your Results will
  Depend on Your Strategy
• Goals
• Audiences
• Messages
• Tactics
• Timeline
• Budget
• Measurement

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From Target to Triumph

• Reaching the User Audience
• Monthly, on-line newsletter
• 9,000 readers/month
• Timely, good news
• Sense of community
• Users Conferences
• Face-to-face communication
• Trade Publication Articles
• Exhibits/demos
• Website
• Fact Sheets
• Screensavers
• Videos/Multimedia presentations
• User Satisfaction Manager

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From Target to Triumph

• Audience Stakeholders, Congress, Media
• Website
• Awards
• 2004 American Council for Technology
  Intergovernmental Solutions Award
• 2004 APEX Award for Publication Excellence
• 2004 FOSE Showcase in Excellence Outstanding
  Federal Program
• 2004 Government Computer News Government
  Leadership Award
• 2004 Intergovernmental Solutions Award
• 2004 Finalist Excellence.Gov
• 2003 Fed 100
• 2003 Grace Hopper Government Technology
  Leadership Award
• 2003 Print Media Communicator Awards
• Exhibits
• Trade Publication Articles
• Media interviews
• Media kit
• Folder, fact sheets, bios, brochures
• Speeches
• Users Conferences

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Lessons Learned

• Everything rises and falls on leadership
• Good projects deserve good press
• Good leaders make sure good press happens
• Listen to your communities
• 2-way communication successful communication
• Bring in the experts
• Dont leave one of the most important elements of
  your project success to generalists
• Your results will depend on your strategy
• Money is not the driver strategy is
• Measurement
• You measure other elements of your project (cost,
  risk, etc.), why not communications?

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Questions and Discussion

• More information on SPS www.spscoe.sps.eis.army.m
  il
• Gino MagnificoDeputy Program Manager, (703)
  460-1317
• More information on SPS Communications
• Linda Polonsky-HillmerPresident, CorpComm Inc.,
  [phone]