PMI HONOLULU CHAPTER PRESENTS PROJECT MANAGEMENT INSTITUTE EDUCATION FOUNDATION (PMIEF) RESOURCES

PMIEF provides free resources for teachers and students to explore and use. Our PMI Honolulu PMIEF Liaison, can walk you

through the resources and provide assistance with resource application. PMIEF’s fastest growing program area seeks to change the way children learn, live and plan for the future through knowledge and application of project management. PMIEF’s work in this area is largely carried out through the creation and dissemination of project management related educational resources to primary and secondary school teachers.

Joslyn Sato is PMI Honolulu Chapter's PMIEF liaison.

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Contact Joslyn T. P. Sato, D.M., PMP, Director, Academic Outreach, PMI Honolulu Chapter, Liaison to the PMIEF for more information at: academicoutreach@pmihnl.org.

 

PMI HONOLULU, HAWAII CHAPTER ANNOUNCED PARTNERHSIP WITH PROJECT MANAGEMENT INSTITUTE EDUCATION FOUNDATION (PMIEF) IN HAWAII: TAKING OUT THE CHAOS OF HOMECOING PLANNING 

By Dr. Joslyn Sato, Director of Academic Outreach, PMIHNL

In early September 2018, McKinley High School’s Student Council Advisor, April Nakamura informed me that her student council team performs many school projects with short timelines and limited resources.  One of their biggest projects, Homecoming, is a crazy period because not only is it in the first quarter but also the students have many activities they need to coordinate and perform. 

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A few words stuck out; “crazy period” and “activities”.  Immediately I thought “Schedules”!!!  I began to investigate what the student council was using and what we could enhance or improve.  Through my collaboration session with April, we developed a draft of an enhanced project schedule tool for the student council team to use.  We selected pertinent information and made it simple for the students and for April.  In addition, we discussed status reporting to streamline communication and ensure that project tasks were briefed so actions could be taken proactively. 

After our session, April shared the scheduling tool with her student council team and spent an entire day developing the tasks and activities, resource scheduling, and other details to plan out the Homecoming project.  After introducing the tool as their Event Management Template (EMT), and a few weeks the student council members began to understand the tool and process that was implemented.  According to April, “Now that Homecoming and the craziness of first quarter is over, I can 100% say that the project management template made my life at work a lot easier and allowed my students to stay on top of things.  There were times when I thought something was missing, we couldn't be this prepared with time to spare.  The only thing that was missing was the final moments of stress right before an event.”  April was excited that not only did she see the benefit of the scheduling tool but also that the students informed her that they, “knew what to do next, and when they were done with their tasks they'd look at the status of others on their team and was able to jump in and help them out, too.”  As for improving student follow-ups and the time spent tracking down task status, April would review the EMT 1-2 times a week and focus on providing student support for items marked red or yellow. 

As project managers, a project schedule and status reporting are just part of our daily operations.  But for others unfamiliar with project management, a simple tool like a schedule and a simple process of reporting status is a huge improvement for minimizing the craziness and overwhelming feeling of last minute actions.  What impressed me the most was that not only did the students from McKinley use the tool for one of their largest projects but did so within a short time period; and saw the benefits!

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For the McKinley High School Student Council, this common tool was a new way for the team to plan, to manage, and to achieve project success. Their experience and feedback form their testimonies on the benefits they gained show us how valuable project management can be even for our keiki.

“The Event Management Templates (EMTs) gave out team a clear and detailed visual of our status in accomplishing our ultimate goal of each event. The system kept us organized and on track, leading everyone into the right direction. The EMTs were introduced to our executive council in the midst of hectic preparation for homecoming week. Thankfully, the templates were easy to get accustomed to and made a complex occasion seem fairly simple. As Ms. Nakamura would say, “homecoming week is like drinking form a fire hose.” Although that is true, the EMTs helped us condense an erupting firehose to numerous water fountains – making it easier for our team to handle the overwhelming situations. We thank you, Ms. Sato, for the valuable gift.” ~ Jett Kaler

“My name is Karla Sales, a student body from McKinley High School. During our homecoming week, we had to plan events throughout the whole week from dress up days to our prominent traditions. Basically, it was event on events type of week. However, thanks to the Event Management Timeline that were introduced just few weeks before our homecoming week. It helped us target the small details that we needed accomplish. Having the EMT was a big help for our council, as well as our advisor, because it was a communication in a paper. Whenever we did not know what to do, or we were stressed out to think about every small detail we just had to write it down into our EMT, for everyone to see the status of our event or if we needed to help one another. Having to see the tasks that needed be done was more stress free than thinking about it in our heads. I believe that the Event Management Timeline was a big portion that helped our homecoming week events ran smoothly. Without it, I know that we would have missed the small details of our events.”

“I feel that the EMTs were very helpful in showing us what needed to be accomplished and what tasks people were struggling with for each event. It made communication within our group much easier, and so this allowed us to get things done on time and to have to stress too much at the last minute. I really enjoyed using the EMTs through updating my status and checking on others, and I feel like a lot of people should learn how to use this project because it does make working in groups a lot easier. ~ Madison Cristobal.

We (in the profession) often take our practices in scheduling for granted and think of them as the things we do “at work”, but what we do with what we know and what we share with others to help them organize and plan out their tasks become practical skills that can be used by anyone at any age with any experience … even our School Student Leaders!

A special thank you to April Nakamura for learning the tool and integrating in within her student’s projects!

If you know of a school, teacher, advisor, or student group that could benefit from learning about project management or integrating project management within their projects please contact me at AcademicOutreach@pmihnl.org.