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Lessons Learned: Communications as an Effective Project Management Tool

Project Management Institute Knowledge Exchange Forum. Lessons Learned: Communications as an Effective Project Management Tool. Mr. Gino Magnifico Deputy Program Manager DoD Standard Procurement System October 26, 2004. Talking Points. Why You Should Care About Communications

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Lessons Learned: Communications as an Effective Project Management Tool

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

  3. Communications: The Heart of Every Project • No Project can reach its true potential without successful communications • It’s 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

  6. 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

  7. 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

  8. 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 • Briefings

  9. 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 • Don’t 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?

  10. Questions and Discussion • More information on SPS: www.spscoe.sps.eis.army.mil • Gino MagnificoDeputy Program Manager, (703) 460-1317 • More information on SPS Communications: • Linda Polonsky-HillmerPresident, CorpComm Inc., (540) 834-2467

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