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Strong project management capacity within a Local Authority is a critical factor in the efficient planning, successful delivery and improvement of Children's Centres.
Why? Quite simply, project management disciplines provide the process and disciplines via which better outcomes for children can be achieved; it is very clearly "process with a purpose". |
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It may seem an obvious statement that good project management makes a difference but it is often overlooked. Together for Children has been working with Local Authorities in England for a year now. We have been impressed bymany examples of good practice within authorities and we are keen to share these experiences. Equally, we have encountered a number of themes which appear regularly on the agenda - capital programme management (which can be supported by NPS and Atkins colleagues) and project management capacity.
Lesley has reflected on the TfC experiences to date and has developed a few pointers for Local Authority managers involved in the planning and delivery of Children's Centres.
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Be clear on your goal - which is designation of centres. If services are not developed and brought to the designation stage we cannot even begin the journey towards improved outcomes for children. The requirements for designation are clear and the designation criteria must drive the plan; particularly design of services, staffing and relationships with partners.
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Ensure all your critical milestones are in your project plan and addressed at the earliest possible opportunity. There are some key dates which just cannot be missed, for example, Ofsted registration of childcare (including any variations) now and QTS recruitment byJanuary at the latest.
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For each of the "must-do" activities to get to designation, try and be as realistic as possible regarding the time it will take to achieve these and also be clear on the sequencing of activities. For example, getting sign-off and approval for a particular decision is often dictated bya governance process that is not within your direct control. Factor these dependencies into your plans as early as possible.
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A plan for each individual CC is critical but so is a programme-wide view of all Centres within your authority. This will enable you authority to group activities and therefore make efficient progress efficient in areas which impact across many centres, for example, staff recruitment, engagement with Jobcentre Plus, engagement with PVI sector.
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The ability to juggle is critical for project managers! In delivering Children's Centres, there are several streams of activities which need to be progressed at the same time. A one page view of your overall plan can help you stay on track with all activities. See the example in the
Project Management Toolkit on the TfC website.
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Try and ensure that you reflect the key linkages and dependencies between your capital programme and service design plans. However, don't over-complicate the picture and focus on managing the major risks and blockages to designation delivery. Also, draw in the Extended Schools activities as there may be joint communications or consultations which could take place.
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A plan is only a good plan if it supports delivery! Manage your milestones and activities actively. Ensure decision-makers are engaged and understand what needs to be done, bywhom and bywhen. Present the information in a way which is easy to understand, easily updated and not overly technical. Again, we have a number of tools on our website which you may want to reference and use -
Project Management Toolkit
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An assumption that designation will take place on Monday 31st March 2008 is scary! Where is your breathing space if something goes wrong? What remedial action can you put into action at that late stage if the worst happens? Bring forward your designations dates if at all possible.
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Good information is essential. The CC Tracker Tool provides reporting and progress tracking functionality - an easy source of good information if data is kept up to date. So, firstly, please make sure it is populated and then use it to drive out reports to support your designation delivery. Equally important, share these reports frequently with your Lead Officer and DCS to ensure everyone is sighted on progress and can help resolve problems should they arise. One of the keys to success is to ensure there are no unwelcome surprises for anyone!
Link to Children's Centre Tracker Tool
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All Project Managers need support. It can feel quite lonely when you are driving delivery and pushing people to make decisions. Don't try to do it alone. Find a sponsor to help you deliver. Find the champion within your authority and use them as coach, advocate and critical friend.
Written by Lesley Fordyce (Previous Programme Delivery Director, TfC)
Finally, please contact your TfC Local Programme Adviser if you need any project management support and help.
Contact details can be found here