How to do more with less in Emergency Management:

Institute Fundamental Project Management

Project ManagementRobert E. Jones, MBA, PMP, CEM, MEPExercise & Training Program ManagerOffice of Emergency Management & Homeland Security1300 Quince Orchard Blvd.Gaithersburg, Maryland240-777-2398 (w)301-996-4834 (c)

PM Acronyms

AC BCWP

CPM DD

EV

FS

LOE

OBS

PMBOK

QC

RFP

SOW

TQM

VE

WBS

GERT

IFB

MSNDA

UB

XP

EM Acronyms

DOG ARIESBORSTARCMT

ERT-N-NCR

FCMSSR

GFIRST

HLS-CAM

ICPACC

JSERAKDP

LEMDP

MSLO

NDMSOSC

OMNCSPMTL

QRC

ROWPU

SENTINEL

TIPS

UICDS

VACIS

WAW

AS

XEDO

YCC

ZECP

Useful Acronyms

• ASTRO - Always Stating The Really Obvious • BDU - Brain Dead User• BOHICA - Bend Over, Here It Comes Again

Useful Acronyms

• CHAOS – Chief Has Arrived On Scene• DIMWIT – Don’t Interrupt Me While I’m Talking• DRT – Dead Right There

Useful Acronyms

• DRTTT - Dead Right There, There, and There• DRTAGTSTW - Dead Right There And Going To

Stay That Way• ESO - Equipment Superior to Operator

Useful Acronym

• FLOFTUS - First Lady OF The United States• FOBIO - Frequently Outwitted By Inanimate

Objects• HIVI - Husband Is Village Idiot

Useful Acronyms

• LAMP - Lower Academically-Minded Person• MUPPIE - Middle-aged Urban Professional• PIGINIMBY - Phew I'm Glad It's Not In My

Back-Yard

Useful Acronyms

• SNERT - Snot-Nosed Egotistical Rude Teenager• UBI - Unexplained Beer Injury• VIOT - Village Idiot On Tour

Presentation Objectives

• Discuss the basics of emergency management• Demonstrate how project management

enhances emergency management• Review simple, easy-to-use, project

management tools

Basic Models

• What did you learn when growing up that serves as a basic model for project management?

Project Management Basic Models

On Your Mark

Get Set

Go!

How did we do?

Decision Making Cycle

Deming Wheel – decision making

Project Management Cycle

Emergency Management Cycle

EM Business Continuity Cycle

BCM / COOPCYCLE

EM Exercise Cycle

Emergency Management Planning “P”

Meetings, Meetings, and more Meetings

Here’s another model

Who is an ideal project manager?

h What are the core competencies that you all believe are important?

Who is an ideal project manager?

h A leader who possesses managerial authority

h A matrix manager with absolute “Bottom Line” accountability

h A collaborative communicator

h An expert in implementation

h A Professional (or trained) Project Manager

PM Core Competencies

Competency Important / Extremely Important Percentages

Leadership 94.8Ability to communicate at multiple levels 93.5Verbal skills 87.2Written skills 87.1Attitude 85.3Ability to deal with ambiguity and change 82.9Work history 68.9Experience 67.1Ability to escalate 66.3Cultural fit 57.2Technical expertise 46.1Education 37.7Length of prior engagements 23.0Past team size 18.0PMP certification 15.4

February 2011, Project Management Journal, PMP Certification as a Core Competency: Necessary but not Sufficient by Jo Ann Starkweather and Deborah H. Stevenson, page 37.

Project Initiation Activity

• Hazard Mitigation Plan – What do you think are the high risk hazards in

Montgomery County?

Project Initiation Activity

• Hazard Mitigation Plan – High risk hazards in Montgomery County

• Hurricane / tropical Storms• Windstorms / thunderstorms• Tornado• Blizzard / ice storms• Drought

• Water supply disruption• Haz-Mat Fire• Haz-Mat Spills• Terrorism• Metrorail Emergency

Based on history in the county over the past 10 years, what is missing?

Project Initiation

• Project Charter– vision and objectives– scope of the project– critical project deliverables– customers and stakeholders– key roles and responsibilities– organizational structure– implementation plan– risks, issues and assumptions

Don’t go overboard on the charter. Sometimes a one page charter will do just fine!

Project Planning Activity

• Puzzle Exercise

7Ps

• Proper prior planning prevents piss poor performance.

• Your Task: How many Ps can you make?

40Ps

Procedural Practices and Protocols Permitting, Perspicuous Persistent Painstaking Proper Prior Planning and Purposeful Patient Preparation Potentially Promotes and Predicates Perfect Pristine Perspective, Principally Presenting Positive and Precise Performance, Perhaps Preventing, Primarily, Problematic, Pernicious Piss Poor Perfunctory Projects and Production Processes, and Perennially Plummeting Pre-tax Profits, Period.

Project Planning

• Emergency Operations Plan– What is in an Emergency Operations Plan?

EOP

• Basic Plan• Emergency Support Function Annexes• Incident Specific Annexes• Functional Annexes

Project Planning

• Project is broken into components• Create Project Plan

– Project Information– Executive Summary– Additional Project Requirements– Budget Overview– Project Team Members / contact information– Technical Project Deliverables– Project Plan Documents Summary

• Kick-Off Meeting held to review and finalize the Project Plan

Project Execution Activity

• Continuity of Operations (COOP)– What do we need to consider in maintaining

business continuity?

Project Execution Activity

• What do we need to consider in maintaining business continuity?

• Essential Functions• Interoperable communications• Delegations of authority• Alternate facilities• Vital records• Human capital• Computer disruptions

Project Execution• Each component broken into single task level issues

(Open Action Items)• Control

h OAI list published daily/weekly to an internal and external audience

OAI 01) Issue: (States a definitive action)Owner: (Only one owner assigned)Critical Resolution Date: (Date Item Due) Status: (Open, Closed, Deleted, Hold, Late)Update: (Any notes on issue status)

Project Execution Activity

Do we really need management intervention when things go wrong on our projects?

Project Execution

• Monitoringh Periodic Summary or Status report published to

stakeholders

Periodic Report:• Project Information (name, PM, report period, phone)• Project Status Summary (Green, Yellow, Red)• Key Accomplishments last period (concise and in priority order)• Upcoming tasks for this period (concise and in priority order)• Issues (List major open issues)

Project Closure Activity

• After Action Report – So how did we do?

• What went well?• What can we improve on?

Project Closure

• Ensure all deliverables are complete• Develop project closure documentation• Conduct a project closure meeting much like an After

Action Review (AAR)• Deliver customer survey (Hotwash)

Project Closure Report:• Identifies the project completion criteria• Lists any outstanding activities or deliverables• Creates a plan for passing deliverables • Plans the handover of project documentation• Closes supplier contracts and agreements• Releases project resources • Communicates the closure of the project

Project Tools Review

• Project Charter• Project Plan• Open Action Items• Status Report• Closure Report

EM + PM = Real Success

hA leader who possesses Managerial AuthorityhA matrix manager with Absolute “Bottom Line” AccountabilityhA collaborative communicatorhAn expert in implementationhA Professional (or trained) Project Manager

An Emergency Manager is or should be:

Leadership &

Communications

Emergency Management at Home

• Is your family prepared for an emergency?

What can you do?

• Learn About Hazards that Impact Montgomery County Residents

• Plan for Emergencies• Stay Informed When an Emergency Happens• Make a Kit• Get Involved

Brochures:1. Are you emergency ready?2. Every business should have a plan3. Alert Montgomery: an electronic

notification systemPlan 9 pen

Questions