Project Management

Projects are defined by two key characteristics:

• A project is temporary, with a clear beginning and end.
• A project is undertaken to create a product, service, or result that is unique.

By this definition, the creation of a new network infrastructure is a project, but the maintenance and operation of this new network infrastructure is not a project.

According to the Project Management Institute, "project management is the use of specific knowledge, skills, tools and techniques to deliver something of value to people."

Project management focuses on planning, organizing, and executing the processes necessary to reach a project's objectives while working within the primary constraints of schedule, budget, and scope.

To learn more, visit pmi.org.

The project charter is the document that formally authorizes the project and provides a high level view of the project plan.  The charter is typically written by the project manager and signed by the project sponsor.

The charter should be simple, straightforward, and short, but should contain these key elements:

• People involved
• Project description
• Project scope
• Objectives or success criteria
• Project deliverables
• Identified risks and mitigation strategies
• Project schedule and milestones
• List of which tools will be used in the project

To learn more, see the Resources section.

Not at all.  The beauty of project management is that you choose the methodologies and tools that can enhance your work.  If a specific methodology or tool doesn't fit the project you are under no obligation to use it.

If you're looking for somewhere to start, the project charter is one of the most effective tools you can use to improve the outcome of your projects.  To learn more, see the Resources section.

The EPMO is currently focused on managing internal projects, with plans to extend our services to San Diego County local educational agencies in the future. If you'd like to learn more, email us at EPMO@sdcoe.net.

We provide the following resources and training to San Diego County local educational agencies:

• EPMO Toolkit with templates and samples - see the resources section for some examples.
• K-12 Project Management Workshops (specialized topics)
• K-12 Project Management Academy (full methodology)
• K-12 Project Management Conference

If you'd like to learn more, email us at EPMO@sdcoe.net.

Our team uses monday.com to manage projects, but the best tool is the one that works for you.  Some other popular platforms are Microsoft Project, ClickUp, and Smartsheet.

• Conference Technology Upgrade & Renovation Project: Support the technology refresh in SDCOE's most heavily used meeting spaces with focus on supporting a hybrid workforce 
• K-12 Project Management Conference (2023): Design, develop, and deliver an engaging and impactful two-day virtual conference that covers a variety of project management topics to help California K-12 IT departments improve the quality of their tech projects
• K-12 Project Management Workshops (2022-23): Design, develop, and deliver five free and unique workshops to K-12 IT staff in California.  Attendees will learn about project management tools and concepts such as the project charter, building a project schedule, organizational change management, and more
• PeopleSoft Recruiting Project (Phase 2): Assist districts with the full-scale adoption and deployment of the Recruiting technology and other related system functionality or technology platform(s)
• Video Streaming System: Support the discovery and implementation of SDCOE's new live and on-demand video streaming platform

Infrastructure and Security

• Red Herring Marketing Project - Final Report [PDF]: Enhanced Red Herring, SDCOE’s phishing simulation software, and created videos, FAQs, and presentations to support its marketing
• SDCOE Secure Access / MFA Project (Wave 1) - Final Report [PDF]: Discovery, testing, training, organizational change management, and implementation of multi-factor authentication (MFA) for over 1,000 permanent employees at SDCOE
• Unified Communications Project - Final Report [PDF]: Implemented Microsoft Teams and a unified communications system for calls, video conferencing, chat, and file sharing for all SDCOE employees, including the deployment of new desk phones and phone numbers, early adopters, training, and an Advisory Team with representatives from all divisions to facilitate communication and feedback about the project

Software and Systems

• Adobe Sign Implementation Project - Celebration [PDF]: Implementation of the Adobe Sign software and conversion of existing forms to Adobe Sign forms, web forms, and workflows for all full-time employees at SDCOE, including training, communication, and organizational change management through the support of Division Leads, or representatives from all divisions
• Electronic and Digital Signatures Data Collection - Stakeholder Presentation [PDF]: Collected and reviewed all existing forms and routing workflows from SDCOE divisions for conversion to Adobe Sign forms, web forms, and workflows
• Electronic and Digital Signatures Vendor Product Assessment - Stakeholder Presentation [PDF]: Determined requirements and business needs, then evaluated various electronic and digital signature software to make a selection for the entire organization
• HR Systems Integration Project (Fallbrook Elementary) - Kickoff Meeting [PDF]: Created an integration from PeopleSoft HCM to Infinite Campus SIS to eliminate the need for double-entry of staff demographic and assignment data in the SIS
• Monday.com Rollout Project - Case Study [PDF]: Developed templates, identified standard use, created a Champions team, and trained the entire SDCOE ITS division on how to use Monday.com to manage project-based work
• PeopleSoft ACH for Vendors Project - Final Report [PDF]: Provided functionality for districts to pay goods and services provided by their suppliers using electronic payment (ACH) and eliminating physical handling and mailing of paper commercial warrants
• PeopleSoft Correct History Project - Celebration [PDF]: Supported the discovery, implementation, and training to provide districts and charter schools the ability to make corrections to their PeopleSoft HCM data
• PeopleSoft Recruiting Project (Phase 1) - Kickoff Meeting [PDF]: Implementation of the PeopleSoft Recruiting solution for 10 districts, encompassing onboarding, offboarding, and implementation of integration framework tools such as activity guide composer, and smart forms
• PeopleSoft Tools 8.58 - Project Charter [PDF]: Implementation of Tools 8.58 for SDCOE and all PeopleSoft LEAs to modernize the interface and improve PeopleSoft’s security, ease of maintenance, system performance, reporting, lifecycle management, usability
• Planning and Budgeting Cloud Solution Project - Kickoff Meeting [PDF]: Replaced the on-premises, legacy Hyperion system with the new Oracle Planning and Budgeting Cloud Solution for 17 districts
• ServiceNow Education for SDCOE Employees Project - Final Report [PDF]: Enhanced ServiceNow, developed support materials, and educated SDCOE employees on how and why to use ServiceNow to submit tickets for tech issues and requests
• ServiceNow Request Management Project - Final Report [PDF]: Revamped the ServiceNow request functionality, including streamlined forms, issues resolution, and new catalog items, workflows, and notifications

Web and App Development

• SDCOE Finalsite Website Redesign: Supported the redesign of the SDCOE website to improve the user experience and have a more modern looking website that represents the innovative work happening at SDCOE 
• Emergency Apps Project (canceled): Development and deployment of an emergency contacts application with self-reporting capabilities in ServiceNow for SDCOE staff 
• Statewide Reopening Dashboard Project (canceled) - Celebration [PDF]: Created a web portal and three Power BI dashboards for 36 data points for the California Collaborative for Educational Excellence (CCEE)

Professional Development and Community

• ITS Managers Training Program - Final Report [PDF]: Designed, developed, and implemented an interactive three-part training program for ITS Managers, with topics centered around communication, performance management, and coaching and feedback
• K-12 Project Management Conference (2022) - Final Report [PDF]: Designed, developed, and delivered an engaging and impactful two-day virtual conference that covered a variety of project management topics to help California K-12 IT departments improve the quality of their tech projects
• K-12 Project Management Academy (Fall 2022) - Final Report [PDF]: Conducted three all-day training sessions for the second cohort of the Academy.  The Academy is a “deep dive” into how to effectively plan, execute, and close tech projects for 31 IT staff from 23 LEAs from within San Diego County and beyond, with curriculum designed by the EPMO
• K-12 Project Management Academy (Spring 2022) - Celebration [PDF]: Designed, developed, and delivered an all-new K-12 Project Management Academy to 27 IT staff across 18 LEAs in San Diego County. The Academy is a “deep dive” into how to effectively plan, execute, and close tech projects

Facilities

• Badge and Access Control Project: Supported the implementation of new employee badges for SDCOE staff to check in/out via a scanner when visiting worksites
• Project Safeguard: Supported the planning to increase security and safety for SDCOE employees by installing a new alarm system, security cameras, and access control, plus creating a path of travel for ADA compliance 

• CITE Regional Community Award (2022): In November 2022, the San Diego County Office of Education (SDCOE) Enterprise Project Management Office (EPMO) received the Regional Community Award from California IT in Education (CITE), a not-for-profit association supporting tech professionals working in schools. The annual award recognizes one information technology team from an educational organization across the state for strengthening their community through their service. The EPMO team was honored to receive this award and strives to continue to share project management resources, strategies, and templates with the K-12 I.T. community. For additional details about the award, please see this article.