Project of the Year (POY) 2017

 POY Award2

PMI-SVC Project of the Year Award Submission Guidelines

Thank you for your interest in applying for The Project Management Institute

Sacramento Valley Chapter (PMI-SVC) Project of the Year (POY). This document provides the Submission Guidelines for your nomination. Please read each section carefully, and sign where directed on the Contact Information form, to confirm that you have read and have complied with these directives. This is a must read document for your application.

PURPOSE OF THE PMI-SVC POY AWARD

PMI-SVC strives to offer a professional award that encourages and recognizes the accomplishments of project managers, project teams and organizations within the reach of the PMI-SVC chapter for superior performance and execution of exemplary project management. 

IMPORTANT DATES 

 

  • The “Call for Nominations” begins on the 1st of October each year.
  • The deadline to submit nominations is the 31st of December the same year
  • Award ceremony is during the following spring

 

ELIGIBILITY 

  • Projects from private or public sector.
  • Projects located within the geographical area of PMI-SVC. However, projects located anywhere in the world may apply as long as the project managers and/or team are located within the boundaries of PMI-SVC.
  • PMI affiliation is not necessary.
  • The project (or a significant phase of the project) had an approved scope, schedule and budget.
  • The project (or a significant phase of the project) is essentially complete at the time of nomination and has been accepted as complete by the Sponsor prior to nomination.
  • The project may have won awards or other recognition from other professional associations.

 

NOT-ELIGIBLE

  • Projects that failed to provide the necessary contact, permissions, and release forms, or to satisfy the criteria defined in this document, will eliminate the nomination from consideration for the PMI-SVC Project of the Year Award.
  • Projects whose one of its members serves as a current judge in the POY award judging panel.

GENERAL EVALUATION CRITERIA 

The project (or a significant phase of the project) would have:

  • Met or exceeded the project and/or business objectives.
  • Met or exceeded budget, schedule or customer satisfaction targets (considering risks, changes and additional value).
  • Applied innovative practices/methods to manage risks and changes.
  • Demonstrated how project team overcame the challenges of the project and, issues, and barriers.
  • Demonstrated effective applications of principles, processes and approaches set forth in A Guide to the Project Management Body of Knowledge (PMBOK®).
  • Followed the guidelines and procedures for nomination and submission.
  • Completed descriptions for each of the ten (10) criteria.

 

NOMINATION AND PROCEDURE AND REQUIREMENTS

  • All submitted material must be in English with a minimum of a 10-pt. font, in 8-1/2” x 11” letter or A4 format.
  • The application shall not exceed twenty pages (two pages maximum per criterion).
  • Any additional documentation in alternate media formats, such as multimedia, will not be evaluated.
  • Submit the response to the criteria in the order noted on the PMI-SVC POY Application (pages 4 and 5).
  • There shall be one designated lead nominator with whom PMI-SVC will communicate regarding the nomination.
  • The lead nominator must have knowledge of the nominated project and the project management principles applied.
  • The nomination package should be sent to the PMI-SVC POY committee at poy@pmi-svc.org.
  • The application must contain contact information for the nominated project manager and primary contact of sponsoring company including contact name, address, phone number and e-mail address.

PROCESS 

The PMI-SVC POY selection process consists of:

Nomination: 

A project may be nominated provided the eligibility, general evaluation criteria, and submission procedure described in this document is followed. Note: this competition is not a preliminary to the International PMI POY Award. However, PMI-SVC is willing to help with the submission to PMI POY or other related award competitions provided those submission criteria have been met.

Screening: 

Initial evaluation is carried out by the designated screener(s), which may be the committee chairperson or other volunteers. The nomination package will be reviewed and verified for completeness according to the eligibility criteria set forth. If required, the screener(s) may contact one or more of the project team for clarification or more information. 

Evaluation: 

The Judging panel will evaluate each of the screened nomination packages in detail. A scoring document is provided to each judge. Each judge rates each criteria description comparing it to PMBOK best practices on a scale of 1-10. When complete, each scoring form is provided to the Judging Coordinator. The Judging Coordinator compiles the scoring sheets, publishes the results to the judges and sets a final meeting with all judges. 

Selection: 

Once consensus is achieved during the meeting (scores may be adjusted during this meeting), the Judging Coordinator informs the POY Committee Chairperson of the result – the nomination with the highest overall score. The PMI-SVC POY Committee as a whole will review the selection from the Judging panel and ratify the selection as the winner. 

Award:

Formal announcement of the winner will be made at the PMI-SVC Technical (dinner) meeting in March or April. All those who submitted nominations for consideration will be recognized in some manner depending on number of submissions.

GENERAL TERMS AND CONDITIONS

Applicant must agree that: 

  • The nomination package will be completed in close conformance with the established format.
  • All necessary clearances, releases and permissions needed for public release of all submitted materials will be obtained in writing.
  • Expenses will neither be reimbursed for assembling the nomination package nor for any presentation materials that may need to be created should the project be selected as the winner.
  • If a research or development project (or a significant phase of the project) contains proprietary or confidential, technical or commercial information, the nominator should disclose that fact. There can be no restrictions on the use of the submitted information after the final date of submission.

         

PMI SVC Project of the Year Award Application

 

All applications for consideration of the PMI Project of the Year Award must use this form as a template and must address each of the criteria listed below preferably in two pages or fewer (no more than 20 pages in total). 

 

1. INTRODUCTION/SUMMARY

This section provides the project background as the basis for evaluating the answers to the following sections. 

  1. Provide a brief overview of the project.
  2. Describe the organizational need addressed by the project.
  3. Briefly describe the solution/approach that was implemented.
  4. List the top three reasons why this project should be selected to receive the PMI-SVC Project of the Year Award. Consider factors such as innovative practices/solutions, significant obstacles identified and overcome, benefits to the community, etc.

2. SPONSOR LETTER

The sponsor letter must be signed by the project sponsor.

  1. Confirm that the business objectives were achieved to your satisfaction.
  2. Describe the business value that this project delivered to your organization and/or your organization's clients.

3. BENEFITS/VALUE 

Show that the benefits/value of your project were realized by answering the following: 

  1. Identify the expected positive benefits/value of the project on the organization.
  2. Identify the expected positive benefits/value of the project on society (if applicable).

4. SCHEDULE

Show that the project schedule was effectively developed and managed by answering the following:

  1. Describe what processes/tools were used to develop and manage the schedule.
  2. Describe what schedule-related complexities had to be overcome.

5. COST

Show that the project cost was effectively developed and managed by answering the following:  

  1. Describe what processes/tools were used to develop and manage the cost.
  2. Describe what cost-related complexities had to be overcome.

6. SCOPE

Show that the project scope was effectively developed and managed by answering the following: 

  1. Describe what processes/tools were used to document and manage the project scope.
  2. Describe what scope-related complexities had to be overcome.

7. STAKEHOLDERS & COMMUNICATION 

Show that stakeholder expectations and communications were effectively managed by answering the following: 

  1. Describe what processes/tools were used to manage stakeholder expectations and communication.
  2. Describe what stakeholder-related complexities had to be overcome.

8. RISK

Show that risks were effectively managed during the project by answering the following:   

  1. State are the top 3 risks and explain why they were key to your project.
  2. Describe what processes/tools were used to document and manage risks.
  3. Describe how effective management of risks contributed to the project’s success.

9. PROJECT CHANGE MANAGEMENT

Show that proposed changes to project scope, cost, and schedule were effectively managed by answering the following: 

  1. State the key changes during your project and why they were key to your project.
  2. Describe what processes/tools were used to document, manage and approve changes.
  3. Describe how effective management of change contributed to the project’s success.

10. LESSONS LEARNED

Show that lessons learned from previous projects (if any) and from the submitted project were effectively integrated into the project and/or organization by answering the following: 

  1. State the key lessons learned and why they were key to your project and/or organization.
  2. Describe how the lessons learned were integrated into the project.
  3. Describe how the integration of lessons learned contributed to the success of the project.

         

PMI Contact Information Form

This document does not count toward the page count maximum. 

Project Name: …………………………………………………............................................. (Write exactly as it should appear on the award if the nomination wins)  

Project Location(s): …………………………………………………………………………

(City, State, Country)

Project Budget: ……………………………………………………………………………...

Project Completion Date: ……………………………………………………………………

Lead Nominator Name & Title: ………………………………………………………………  

(the key contact for the nomination package)

Organization Name: ……………………………………………………………………………

Preferred Phone: ……………………………………………………………………………….

Preferred Email: ………………………………………………………………………………..

Project Manager Name/Title: ………………………………………………………………..

Organization Name: ……………………………………………………………………………

Preferred Phone: ……………………………………………………………………………….

Preferred Email: ……………………………………………………………………………….

 

Project Sponsor Name/Title: …………………………………………………………………

Organization Name: ……………………………………………………………………………

Preferred Phone: ……………………………………………………………………………….

Preferred Email: ……………………………………………………………………………….

Person who will provide publicity assistance to PMI-SVC Name/Title:

Organization Name: ……………………………………………………………………………

Preferred Phone: ……………………………………………………………………………….

Preferred Email: ……………………………………………………………………………….

I, THE UNDERSIGNED, acting as the Lead Nominator, confirm that I have read the “Submission Guidelines” (pages 1 to 3). 

Signature: ………………………………………    Date: ……………………………… 

Print Name: ……………………………………………………………