Change, it always happens
Change is inevitable, right?
Allow me to evaluate the circumstances, research the needs, and find the ways to make your projects and organization a greater success.
These are just a few of the projects that presented great challenges along with great success to the organization.
Telecommunications 2019 - 2020
Project Objective:
Explore digital phone systems as Company nears the end of its multi-year vendor contract with established telecommunications vendor.
Role:
As IT Project Manager, conducted interviews with potential VoIP vendors and provided a cost-benefit analysis to internal key stakeholders. Consulted an external stakeholder (Account Manager at phone broker's) for advice about the current marketplace.
Expert judgement and lessons learned from 2016 Phone Exploration and Implementation Project used to provide reminders and guidance for this project. Decision tree analysis and brainstorming used in team meetings to determined if "now" is right time, best course of action, and evaluate project plan critical paths. Developed cost baseline.
After a stakeholder debate and vote, it was decided to explore options to determine if there was a better phone system option that had added benefit compared to the system-in-place.
Vendor interviews, market analysis, and relationship building and consulting (with external business leaders) used to rank vendor options.
The currently implemented system was chosen largely due to the communication skills of their sales team. Compared to their competitor that we almost signed a contract with, they provided better engagement during contract negotiation.
Responsible for guiding staff in testing of the new system and procurement of new headsets.
Managed communications with internal and external stakeholders to manage a painless rollout and return of the prior vendor's equipment; updated asset inventory register. Designed new customized training materials; used push communications, live training sessions along Q&A sessions, and shared recorded and simplified processes through all communication channels.
Outcome:
Successful implementation with new telecommunications vendor that satisfied all Company team members. Project completed on time and within budget.
Reduce procurement expenses by finding a solution that did not require major equipment purchases but improved the Company's scalability and quality of service. Improved quality control and reduced risk due to the better reliability of this phone system. Simplified operations processes for users. Reduced both hardware overhead and monthly recurring costs for the Company.
Deliverables:
Phone system training material customized for each level of user (end user agent, phone supervisors, admins).
Project documents include the vendor contract and Service Level Agreement (SLA).
Revised internal Policies and Procedures.
Closed contract of prior phone vendor.
Windows 10 - pre-pandemic preparation
Project Objective:
Evaluate the current Operating System (OS) version of all computers that staff and contractors use to access our systems and refurbish or replace old hardware so that the Company avoids lowered security due to Windows 7 and Windows 8 becoming legacy & unsupported after the start of 2020. Upgrade remote user laptops and office workstations.
Role:
As IT Project Manager, used market research, internal questionnaires, internal documentation, and expert knowledge as tools to develop project scope and charter for a company-wide technology hardware upgrade. Evaluated each user's needs individually and inspected their home networks to verify current security parameters are met.
Used market research and vendor negotiation for bulk orders to make hardware make/model decision. Developed cost analysis for procurement of laptops (and required accessories as needed) and presented to stakeholder leadership for approval.
Maintained assumptions log and updated Asset Inventory register. Established parameters for new Windows 10 profiles. Trained and managed contracted IT staff to verify equipment quality, customize Windows Profiles as outlined in Project Scope, pack and ship new equipment out to remote users.
Outcome:
Completed a month later than initially projected, but ultimately, the project was a success. All users satisfied with their upgraded equipment and new features.
OPA documents updated with new system requirements for anyone using personal equipment to access our network.
(Delayed outcome: Incredible satisfaction with internal and external key stakeholders that our Company was perfectly poised ahead of the Covid crisis with all of our users on modern laptops well before the supply chain shortages. We were able to pick up business that other organizations lost due to being underprepared for a crisis.)
Deliverables:
Every active user upgraded to more reliable hardware and a more secure operating system.
Updated asset inventory workbook.
Security Awareness Project
Project Objective:
Develop and Implement a customized Security Awareness (SA) Training Program for our Company that meets all EEF and OPA requirements and follows industry standards for the healthcare and information technology. Document new OPA as policy that requires training material to be annually updated and process for scheduling and documenting that all staff participates annually.
Role:
As IT Project Manager, used focus groups, expert knowledge, brainstorming, and checklists to verify that our training material covered all industry-related requirements and addressed the most current recommendations from external consultants. Organizational learning was used to customize materials so our users would be more receptive to the training materials.
Established policy that every user that undergoes SA Training is required complete a 15-question quiz to verify knowledge of the subject matter. Quizzes are collected and recorded in a participation register then archived.
Materials are updated every year prior to company-wide annual training sessions.
Outcome:
Successful completion of this project modernized Company's best practices in a presentable formal and outlined format. Staff members of every level now undergo Security Awareness Training when they are onboarded as new employees and on an annual basis.
Staff member's ability to follow SA guidelines is now addressed during performance reviews.
Deliverables:
Security Awareness Training PowerPoint presentation and slide notes
Security Awareness Quiz (and answers)
Phishing Awareness Quiz (and answers)
Revised internal Policies and Procedures
SA training participation register