CE&L Training Development Project Management Workflow and Roles
For CE&L internal use only
Why are we developing this model? 9 9 9 9 9
A simpler project management model - tailor made for CE&L training development A model that can be applied to all our training development projects To clarify through clear descriptions the different roles and responsibilities within a CE&L training development project To increase recognized project management skills within CE&L To engage our KEs in a more efficient, structured and mutually respectful way
How CE&L training development projects are identified and performed 9 Projects are identified by Partners/Partner Leads from regular discussions with client line management and/or from improvement projects 9 Partner secures KE resources as well as resources from CE&L 9 Partner and Senior Developer set up the Project Charter (replaces previous ‘CE&L Learning Contract’) and agreement with sponsor 9 Partner and Senior Developer agree on project specific roles and responsibilities in the training development project set up 9 When Knowledge Experts are appointed Partner (or Senior Developer if agreed) sets up a kick off meeting.
N.B.! We realize that this simplified model, role descriptions, tools and documents will differ somewhat from the current OPI´s – and that the OPI´s may have to be adjusted.
CE&L Project Organisation In general, the characteristics of a CE&L training development project, are: • • • •
The organization is used to handle this type of tasks Few environmental dependencies Limited need for reconsideration during realization Low uncertainty of project outcome and/or medium need for project coordination • Limited extent of the task As illustrated in this picture, the organization of a CE&L training development project, is similar to that of a full fledged project, except that the project team is smaller and the referenced network (Knowledge Experts - KEs), consists of fewer members.
CE&L Project Roles and Process CE&L roles and corresponding roles in a traditional project management framework The purpose of role descriptions is to clarify the primary tasks of each individual in each project. The tasks of each role are not static and can overlap for good results. For the project to be successful, the people involved must understand their roles and responsibilities. The roles in a CE&L training development project organisation are: • Project sponsor – responsible for assigning KE • Project team • Partner/Partner Lead (Project Manager) – is overall responsible for the agreed project deliverables • Senior Developer (Production Manager) – is managing the production of training material and leads the production team • Knowledge Experts (KEs) – are appointed by sponsor • Developer (Producer) – larger projects may require one or more developers since the Senior Developer will be pre-occupied with the production management • Logistics Coordinator (Course Administrator) - when applicable • GLMS Coordinator (LMS Administrator) - when applicable • CE&L Line Manager (Resource owner) – is responsible for assigning CE&L resources • Customer/Internal receiver The project organisation´s members’ motivation and ability to focus efforts on the task are crucial to the project.
This chart describes where and when - in a CE&L training development project - the different roles in the project organisation are involved.
Project Charter Start Decision
Partner presentation and discussion with client
Project Sponsor Partner/Partner Lead (Project Mngr) Sr Developer (Production Mngr) Resource owner
Knowledge Expert Developer (Producer) Logistics Coord. GLMS Coord.
CE&L Training Development Project Roles Client (Project Sponsor) The Sponsor assists in identifying and securing key project resources (KEs, Editors, CPICs e t c), and works closely with the Partner/Partner Lead (Project Manager) when a training development project has been identified. Responsibilities: • Clarifies the business, learning and project objectives and evaluates them • Signs off the Project Charter • Secures resources (KE) for the project • Anchors, protects and removes obstacles • Anchors the project with stakeholders, the management and resource owner Supports the Partner/Partner Lead (Project Manager) • Ensures that the Partner/Partner Lead (Project Manager) gets involved in time to be able to deliver according to agreed time-lines • Secures results and utilization • Approves project closure, monitors the handover to customer and that the responsibility for the results is transferred to the internal receiver (Customer) • Follows up on results, learning and gives feedback
Decides in collaboration with the Partner/Partner Lead (Project Manager) when and how the evaluation/measurement of the business objectives will be done. Good interaction with the Partner/Partner Lead (Project Manager), in which both understand the other’s role and situation, is a key ingredient in a succesful project.
Partner/Partner Lead (Project Manager) Partner/Partner Lead (Project Manager) is overall accountable for reaching the project objectives. Responsibilities:
• The Partner/Partner Lead identifies a training need from regular discussions with customers • The Partner/Partner Lead (Project Manager) familiarizes him/herself with the project’s background, project/learning objectives, project objectives and conditions (QPG etc) • Works with the Project Sponsor to formulate the draft Project Charter, with learning, business and project objectives, deliverables, timelines and milestones, and agrees with Project Sponsor • Aligns the Project Charter with Senior Developer (Production Manager) before signing • Writes resource requests and agrees with the resource owners (Project Sponsor and CE&L Line Managers) on the use of resources • Handle uncertainties in the project to follow the progress • Keeps the Project Sponsor informed • Keep the tempo up through active management of the project • Motivate the project team members • Aligns expectations of the KE (time spent on project and contribution) and initiates kick-off meeting or delegates it to Senior Developer • Answers to the Project Sponsor for the achievement of the project objectives • Delivers the project’s results to the customer and turns over responsibility • Holds a lessons-learned seminar - when applicable One of the Partner/Partner Lead´s most central tasks is to set up the project team and production team, and create conditions and eliminate obstacles to the project so that everyone can work, interact and communicate easily. The responsibility for the production of the training material is delegated to Senior Developer.
Senior Developer (Production Manager) Senior Developer (Production Manager) is the person who manages the actual production and leads the production team such as producers (Developers) and contributors (KEs) and ensures that the learning solution deliverables are produced according to project charter. Responsibilities:
• Senior Developers (Production Managers) familiarize themselves with the project’s background, project/learning objectives and conditions, • Aligns the Project Charter with Project Manager (Partner/Partner Lead) before signing • Forward/bring back to Partner/Partner Lead (Project Manager), issues that cannot be decided by production team • Are responsible for ensuring best suited practice, methodology and technology • Making suggestions about the learning solution concept and output (e-learning,classroom etc) • Initiates kick-off meeting if delegated by Partner/Partner Lead • Sets up a detailed plan for the production and makes sure agreed timelines are met • Hand over appropriate tasks to Logistics Coordinator - when applicable • Contributes to the necessary conditions and eliminate obstacles so that everyone in the production team can work, interact and communicate easily • Keep the tempo up through active management of the production • Motivate the production team members • Keep the Partner/Partner Lead (Project Manager) informed on production progress • Are answerable to the Partner/Partner Lead (Project Manager) to ensure that the production objectives are met and that they harmonize with other projects – if applicable • Participate in the lessons-learned seminar together with Partner/Partner Lead (Project Manager) - if applicable
Knowledge Expert (KEs) Knowledge Experts are assigned by their Line Manager to contribute with their expertise for correct content in the training. Knowledge Experts are invited to the kick-off meeting by Partner/Partner Lead or a delegate (Senior Developer). Responsibilities:
• Familiarize themselves with the project’s background, project/learning objectives, limits and conditions • Participate in suggesting and formulating the business, learning and project objectives as well as the project planning • Are responsible for giving their expert input in content in the training (tasks and process) • Are responsible for consulting their colleagues to ensure global input to the training • Are responsible for communicating changes on project workload and/or timelines to their line manager • Are responsible for handover to other KEs if he/she is replaced due to increased workload • Are responsible for completing their agreed tasks according to agreed timelines, such as; content delivery, content reviews and approvals • Work with other team members to achieve the project objectives • Contribute to a good working climate • Report status and results to Senior Developer (Production Manager)
Developer (Producer) The Developer (Producer) – or Senior Developer - is the person carrying out the production tasks necessary for creating a working learning solution. Responsibilities: • Familiarize themselves with the project’s background, project/learning objectives, limits and conditions • Contribute in formulating the project objectives and planning • Are responsible for ensuring best suited practice, methodology and technology • Are responsible for communicating changes on project workload and/or timelines to the Senior Developer (Production Manager) • Are responsible for completing the agreed tasks • Work with other team members to achieve the project objectives • Contribute to a good working climate • Suggest improvements • Report status and results to the Senior Developer (Production Manager)
Logistics Coordinator (Course Administrator) Logistics Coordinator (Course Administrator) is the person helping out with the training course administration, coordination and logistics Responsibilities: • Acts upon request from Senior Developer (Production Manager) • Participates in production meetings when requested/appropriate • Book rooms, equipment and refreshments • Book Webex, Intercall and TCs etc • Arrange purchase orders and invoices in Spira and Elin • Administer CE&L Calendar • Handles training course communication
GLMS Coordinator (LMS Administrator) GLMS Coordinator (LMS Administrator) is the person publishing any training courses and/or course registration facilities onto the AZ Global Learning Management System (GLMS) upon request from the Senior Developer (Production Manager) or the Developer (Producer). Responsibilities: • Post delivered eLearning training course onto the GLMS – when applicable • Post training course offerings onto the GLMS for registration – when applicable
CE&L Line Managers Are responsible for assigning CE&L resources to the project. Responsibilities: • Address requests for competencies and resources from the Partner/Partner Lead (Project Manager) • Are responsible for ensuring that the allocated human resources have the necessary competencies and can follow the project routines and processes • Communicate with the Partner/Partner Lead (Project Manager) and/or Senior Developer (Production Manager) regarding the need for any other competencies and resources – if applicable • Reallocate resources if necessary.
Customer/Internal receiver The person who will receive and utilize the project’s delivery. Often the same person as the Sponsor. Responsibilities:
• Providing final approval • Provides feedback on evaluation, real life usability and business impact • Provides feedback on the collaboration
If you have any
further questions please do not hesitate to contact a fellow CE&L Partner or Partner Lead
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