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How to...
1
Toolkit
Manage Your Implementation
Jan 10
Overview
Manage Your Implementation (web copy download)
Once your business case has been agreed you will need to plan and manage your implementation. Youmay already have a well-established process for managing projects. The AmbITion approach is flexibleenough to allow you to use whatever project management techniques you would usually use.Digital projects are no different than other projects. However, it is likely that you will be working with exter-nal suppliers who are specialists in technology. Making sure that you understand enough about the tech-nology to manage this relationship is key to a successful implementation.
Appoint Project Manager
It is key that you appoint a project manager for your implementation who is responsible for the delivery of the project. This project manager should report regularly to your management team, and should coordinatethe work programme.When working with external consultants (e.g. a web company) they should also assign a project managerto the project, but it is vital that you have your own project manager to coordinate the project from your end.This person should act as a single point of contact with other staff, funders, and external suppliers.
How you will manage the project
It is useful to set up some project management procedures at the start of any new project. These may beones that you already use in your organisation.You might wish to use software tools to plan your project milestones and work packages. Regular minutedmeetings are also a good way of ensuring that the project runs effectively. If the project has a number of different work packages or you have to report to funders or other stakeholders, then some formal reportingmechanisms can be useful.At the start of the project it is useful to set up a system for managing documentation on the project. De-pending on the size of the project this might include a “risk log” or an “issues log.” Having a procedure inplace for authorising changes to the project is useful, in that it can make clear what the project managercan decide for themselves, and what they need to get agreement for.
How to...
2
Toolkit
Manage Your Implementation
Jan 10
Manage Your Implementation (web copy download)
Planning
However detailed your business case, you will almost certainly need to break down your project intodifferent work packages, and these will involve different people or different roles and take place atdifferent times. Managing timescales, activities, budget and resources are all different aspects of goodproject management.
Reporting
Your project is likely to have specific reporting requirements set by your funders, or internally. For longerprojects you may be expected to provide an update every six months or every year.The managed implementation that AmbITion arts organisations undertook included a commitment to reportat a number of key “gateways” or “milestones.” An easy to understand “highlights report” was provided,and this detailed what had been done to date, and what was to come. We also provided a change requestform, to formally agree to any changes to the business case.
Online project management software is often the best way to keep everyone on a project in touch – including your staff and external suppliers. Many web companies will set up a “project space” using software such as Basecamp: www.basecamphq.com.It helps keep a record of any changes to the specification, requirements or
problems.
Templates: Highlights Report
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When working with external suppliers ensure you plan enough time to appoint an appropriate supplier – and,when they have completed the work, that you have time and resources set aside to test the development.
How to...
3
Toolkit
Manage Your Implementation
Jan 10
Manage Your Implementation (web copy download)
Types of Implementation
It is likely that your digital development may involve a number of different activities, particularly if it’s theresult of a grant application. In each case you will be looking to work with a number of different serviceproviders, for instance, web developers, digital artists and digital marketing experts. You also might beusing existing staff, freelancers or interns, developing their skills as they go along.Some general advice around implementation:1. Write a specification – your business case may have identified that you want a new website, butwhat will the website actually provide? This is where writing a specification is important. A simpleweb specification document is provided as a resource below under Website Development.2. Plan your procurement schedule – if you are using external suppliers then it is useful to plan thisprocess. If you’ve already developed a specification ask around for suggestions of who to send itto, or distribute it via your website and through partners. If you haven’t got the necessary technicalexpertise see if you can get someone with expertise to be on the tender panel. They may not havethe time to run the project for you, but they might be able to help you choose the right supplier.3. Do what you can do for yourself – the more work that you put into planning your digital develop-ment the better it is likely to be, since whatever the technology is, you know your organisation betterthan anyone.4. Training and skills – think about what would be better to be done “in house.” You might want toget a website developed externally, as it’s unlikely that you’ll need the skills again. However youmight want to train your staff in making videos for the website or looking after your digitalmarketing, as these activities might happen time and again.5. Get the right equipment – often you might be spending a lot of time and money on using externalsuppliers, because you haven’t got the right equipment yourself and a small investment (for in-stance in video editing software), may be cost-effective.6. Look at your options – we developed an “options summary” during preparation of your busi-ness case, and you might want to look at the options more closely during the implementation. Forinstance, see if you can compare different software or hardware before you’ve bought them, to seewhat it is that you really need. Much software is available as a “trial” or in a cut-down version. Itmight be worth you trying out two or three options before you make a decision.7. See what advice is out there – it’s likely that there are a range of seminars, workshops and
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