Presented by: Julie Pearson-Ruthven, PMP May 3, 2006

1. Oregon Central Voter Registration ProjectSuccess: Strong Sponsorship, Statewide Involvement… Project Management Presented by: Julie Pearson-Ruthven, PMP May 3, 2006

2. Performance Against Goals

3. Meet Federal HAVA Requirement • by January 2006 • Statewide Central Voter Registration • for $10 million PLUS…

4. Oregon Specific Goals • Election Management Application (1/06) • Public Data Base (7/06) • On-going Program (6/06) • Negative Press (Never)

5. Actual: Federal: Goals Met! State: Almost There

6. ProjectOrganization Initiation and Planning Phases PROJECT MANAGEMENT Process Product People

7. OCVR Initial Project Team • Project Executive • Project Administrator • Technical Lead

8. People – Project Executive • Manage Stakeholders • Gather Functional Requirements • Communication Plan

9. Process - Project Administrator • Contracts • Schedule • Budget

10. Product : Technical Subject Matter Experts • Technical requirements • Infrastructure • Hardware

11. ProjectOrganization Executing, Controlling. and Closing PROJECT EXECUTIVE People, Process, Product Stakeholder Groups Vendor

12. InitiationFrom “to me” to “with me”buy-in and support starts here! • Steering Committee • RFP Development Teams • Interviews on Their Turf

13. Achieving Change

14. Project PlanningOnce you have Support and Buy-in you need to keep it! • Project Sponsors VERY Involved • All Stakeholders Continue to be Involved

15. 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

16. Project Planning Communicate and Document for Success • The OCVR Team was awarded the State Purchasing Team Award in 2004 for the process used for the RFP development.

17. Nothing beats Person to Person Interviews Insert map of Oregon all going to one system

18. County Systems Before OCVR

19. 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

20. The Five C’s of Communication • Connection • Concern • Clarity • Candor • Commitment

21. The Four P’s of • Planning Communication • Purpose • Picture • Plan • Part

22. Audience Vehicle of Communication Frequency 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

23. Change Management • Application Issues Tracking • Contract Changes • Business Process and Standards

24. Quality Assurance & Support • Third Party QA • Interviewed Major Stakeholders • Quarterly Risk Reports

25. Key Lessons Learned

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

27. Questions & Comments

28. Please feel free to contact me at: Julie Pearson- Ruthven, PMP Julie.pearson@state.or.us Office: 503-986-2167 Cell: 503-302-4255