Central Office Institute

November 20, 2015

Welcome

3

Our Strategic Framework Journey

Strategic Framework

YEAR 1:Establish SBLT & Develop SIPTheme: Sustained Focus, Reciprocal Accountability

Resource-SBLT Toolkit

Central Office: COMP

Growth MindsetYEAR 2:Strengthen Teacher Teams, MMSD Definition of Great TeachingTheme: Great Teaching Matters!

Resource-Teacher Team Toolkit

Central Office: School Support System

Excellence with EquityYear 3: Strengthen Instructional Coach Approach

Theme: Great Professional Learning Systems!

Resource-Professional Learning Systems Toolkit

Central Office: Project Management

PROFESSIONAL LEARNINGProject Management: Work plans

Project management is about:• Systematically making projects happen

– Planning– Execution

• Helping establish clarity about:– Who is doing…– What…– When

• Delivering on complex, complicated and high profile projects

• Last time we talked about planning and project charters

• This time we will talk about doing the work

What are our plans for 2015-16?

• COMP owners receiving special training and support– Starts October 2 with Public Consulting Group

for in-person PD– What You Need to Know about Project

Management by Fergus O’Connell• Focus our efforts on select priority projects

in the Strategic Framework as reflected in our COMPs

• Try out a project charter to capture details

• Provide you with quarterly PM Spotlights

Project Charters• Project charters capture

details like:– Description– Goals, metrics– Risks– Stakeholders, team

members– Timeline– Resources needed

• COMP priority project owners will do at least one project charter for their part of the Strategic Framework

Do you know SQWT?

S QW T

Our focus today

Scope:• What does the project

do?• How big is it?• How many users?

Quality:• How reliable is it?• How accurate must it

be?• How easy is it to use?

Work:• How many people

work on it?• What skills are

needed?• Who is available?

Time:• How much time will

the tasks take?• What is the deadline?• Can it be done in

phases?

PROJECT WORK PLANSMMSD

Project Work Plans• Work plans serve as the road map for a

project• The work plan contains the tasks that must

be completed, the timeframe for each task, and resource assigned to each task

• The work plan can help the project manager and team determine if the project with the given constraints is realistic

• The level of detail can vary based on the complexity, visibility, and risk factors of the project

• It can be done in various formats and through various tools

Adapted from: PCG presentation of 10-2-15

Work Plan Example - ExcelEnd of Year Celebration Work Plan

Task Start Date End Date Owner StatusCommittee & Meeting Schedule Identify Planning Committee Participants 4/1/2016 4/5/2016 Jane Smith Schedule initial planning meeting 4/2/2016 4/2/2016 Joe Thomas Send planning meeting invites to committee 4/6/2016 4/6/2016 Joe Thomas Hold initial planning meeting 4/10/2016 4/10/2016 Committee Determine additional meeting dates 4/10/2016 4/10/2016 Committee Determine Year End Celebration Date 4/10/2016 4/10/2016 Committee Party Work Obtain quotes from vendors 4/11/2016 4/20/2016 Committee Determine final activities 4/21/2016 4/21/2016 Committee Execute contracts with vendors 4/22/2016 4/24/2016 Legal Office Determine decorations and schedules 4/25/2016 4/27/2016 Committee Request volunteers 4/25/2016 4/30/2016 Committee Notify volunteers 5/1/2016 5/1/2016 Committee Schedule volunteers 5/20/2016 5/25/2016 Committee Permission Slip Process Create Draft Permission Slip 5/1/2016 5/5/2016 TBD Legal Office Review of Permission Slip 5/10/2016 5/15/2016 Legal Office Make any required changes to Permission Slip 5/16/2016 5/17/2016 Committee Distribute Permission Slip to students 5/18/2016 5/18/2016 Committee Track Permission Slip Return 5/19/2016 5/24/2016 Committee Permission Slips Due 5/24/2016 5/24/2016 Committee

Source: PCG presentation of 10-2-15

Work Plan Example – Calendar

Source: PCG presentation of 10-2-15

Work Plan Example – Gantt Chart

Source: PCG presentation of 10-2-15

Critical Path• The critical path is the shortest time in which a project

can be done

• Some tasks are often interdependent so one cannot be started until another is finished

• Other tasks have a minimum timeframe to complete and cannot be shortened by simply adding additional resources

• When planning, additional slack or time may be incorporated into the tasks on the critical path to avoid delays in project completion

PM Spotlights

• ELL Plan– Instructional

example• Long-Range

Facilities Plan– Operational example

English Language Learner Work Plan

(instructional focus)

Creating Equitable AccessFor

English Language Learners(ELLs)

In the Madison Schools

ELL Plan: What are the issues?

For ELLs• Significant gap in academic achievement• Not reaching English proficiency before high

school• Significantly lower high school graduation

rates• Access to bilingual education must be provided

to eligible students as prescribed by state and federal laws

ELL Plan DevelopmentPhase 1Development•Cross-Functional Team Meetings

•Guiding Coalition Meetings

•Staff Meetings at DBE/DLI Sites

•First update meeting to BOE on Bilingual Section of ELL Plan – March 2015

Phase 2Initial Feedback•Cross-Functional Team Meetings

•Guiding Coalition•Community Meetings at six Community Centers

Phase 3Initial Decisions•Summarized Initial Feedback from Community Meetings

•SLT made final Recommendations on Site Selection

•Draft ELL Plan was made public

Phase 4Second Round of Feedback•Online survey was made available

•School Meetings (Parents and Staff)

•Community Meetings (at community centers)

Phase 5BOE Vote•Presentation to BOE for final vote on the plan.

•BOE approved plan.

Stakeholder GroupsTeam/Stakeholder Group Purpose

Cross-Functional Team -CO and school-based teachers and administrators-Met bi-weekly throughout duration of work-Interwove content development and decision-making processes in order to produce recommendations

Guiding Coalition -Members from community organizations who have a overlapping purposes (WIDA, MATC, UW-Madison, private industry, HEC, LEC, BOE member, etc)-Met once a month-Provide feedback to emerging recommendations

Phase 1 Staff Meetings (7 sessions)

-Held feedback sessions at schools with DBE/DLI programs

Phase 1 Community Feedback Sessions (6 sessions)

-Held feedback sessions at community centers

Stakeholder GroupsTeam/Stakeholder Group Purpose

Phase 2 Staff Meetings (4 sessions) -Held feedback sessions at schools identified in ELL Plan for DLI programming

Phase 2 Parent and Community Feedback Sessions (6 sessions)

-Held feedback sessions at schools identified in ELL Plan for DLI programming, as well as in community centers

Online Surveys Surveys were available on line in English, Spanish, and Hmong

Work Plan Excerpt

ELL Plan Presented to the BOE•Summarized feedback from school meetings and online surveys•Provided additional data to address concerns around DLI program implementation and impact on non-DLI sections •Adjusted timeline for DLI program implementation based on feedback

Long-Range FacilitiesWork Plan

(operational focus)

Purpose Statement• A long-range facility plan is urgently needed. • It will provide a useful fact-based resource for

future facility-related decision making that is supportive of the District’s Strategic Framework.

• Long-range facility planning will set a logical course for capital improvements and facility management decisions for the next ten years.

• The outcome will be a living, web-based, long-range facility plan that will be re-examined and updated on a two-year review cycle.

·Facility Condition ·Accessibility·Safety & Security·Air Conditioning & Energy efficiency·Athletic facilities·Community Use

·HS Pathways ·Locations (DLI, 4K) & Alternative School Sites·Schedule and Calendar ·Technology Readiness·Personalized Learning

A: Attendance Areas • Review Policy • Document Existing Areas • Examine Feeder Patterns • Which Schools are Paired & Why • Report Ride Times To/From School• Develop Issues List• Extensive Public Engagement• Possible Improvements?

Map: MMSD Existing Attendance Areas

B: Building Conditions

• Facility Condition Index • Safety and Security• Technology Readiness• Energy efficiency• Accessibility• Air Conditioning• Curb Appeal• Athletic Facilities

• Internal review by Building Services

• Perceptions of parents, students, staff, community

Input From All Users of School Facilities

C: Community Growth and Future Enrollment

• Historical Enrollment Data• Cohort Survival Projections• Forecasting Population Change• Forecast Demographic Changes• Neighborhood Level Changes• Other Factors

– Open Enrollment– Independent Charters– Private Vouchers– Private/Parochial Enroll

D: Instructional Design

o Programs

o Delivery Methods

o Instructional Design

E: Engagement• Stakeholder Engagement occurs throughout the

planning process• Stakeholders include parents, students, staff,

taxpayers, partner organizations, etc.• Proactive effort to identify issues and systematically

assess input: – Neighborhood meetings – Key partnership organization meetings – Multiple Surveys – Web-based input – Staff and Student input

Project Tools: Work PlansFor Illustration

Review Policy Start Date End Date Owner StatusReview BoundariesFeeder PatternsNeighborhood SchoolsPaired SchoolsTransportation

Attendance Areas Work Plan

Task Start Date End Date Owner StatusFacility ConditionAssessibilitySafety and SecurityEnergy Effi ciencyAthletic FacilitiesCommunity Use

Building Assessment Work Plan

School Capacities Start Date End Date Owner StatusEnrollment HistoryFuture ProjectionsDemographic ChangesOpen EnrollmentPrivate/Parochial Schools

Community Growth Work Plan

Alternative School Sites Start Date End Date Owner StatusPathwaysLocations (DLI, 4K)Personalized LearningSchedule and CalendarTechnology Readiness

Instructional Design

Surveys Start Date End Date Owner StatusFocus GroupsNeighborhood MeetingsWeb-based Input

Community Engagement Work Plan

Project Tools: Gantt ChartFor Illustration

Task Name Start Date End Date Owner Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Attendance Areas 1/1/2016 2/15/2016 M.B. Building Assessment 1/15/2016 4/1/2016 C.W. Community Growth 4/4/2016 7/1/2016 A.S. Instructional Design 6/1/2016 9/18/2016 M.H. Community Engagement 9/15/2016 12/30/2016 A.S.

Project Tools:Scoping & Planning a Project in a Day

from the Book of Fergus

• Identify key people needed to scope and plan• Focused, uninterrupted planning session • Establish objectives, requirements, create buy-in• Create a clear picture of how project will unfold• Produce work plans and timeline• Project actually running by end of day

Assign Project RolesProcess Owners

Senior leader(s) responsible for the project and its performance

Steering Committee

Core group of administrators each responsible for an aspect of the project

Advisory GroupA representative cross section of stakeholders serving as a sounding board-a place to test ideas and challenge initial findings

Consulting Roles

Quantitative data on population, demographics, enrollment projectionsStakeholder engagement and public facilitationArchitectural services for general planning and estimating

Define Your Project Outcome • A comprehensive, fact-

based resource for future facility-related decision making, built upon: – Reliable data and

reasonable planning assumptions

– Thorough stakeholder engagement and public input

– Insights based on a broad scope of factors impacting school facilities

• A web-based work product which is:– Dynamic, interactive– Links to supporting

documentation and practice research

– Ongoing content additions

– Transparent and public-facing

Turn & Talk• What work plans are

impacting your daily work?

• What did you learn from the ELL Plan/Long-Range Facilities Plan example(s) that could inform your project or a work plan you support?