Project of the Year. Guidelines & Instructions 2019 PMI Rochester Chapter Project of the Year Award

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1 Guidelines & Instructions 2019 PMI Rochester Chapter Award Key Dates: Nominations Start: December 1, 2018 Submission Deadline: March 31, 2019 Award Presentation: May 2019

2 Overview The Rochester, New York, Chapter of the Project Management Institute (PMI ) is honored to sponsor an annual award for (POY). The award promotes excellence in project management best practices used by project teams. This award celebrates, recognizes, and publicizes team members who have demonstrated superior performance applying project management principles and techniques for the successful completion of projects in the Rochester area. You can honor superior performance when you nominate excellent projects and project management professionals for a PMI Rochester Chapter Professional Award. Thank you for your interest in applying for a PMI Rochester Chapter Professional Award. This document provides the submission guidelines for a PMI Rochester Chapter nomination. Good luck! The Benefits of Participating Entering a project into the PMI Rochester Chapter award offers many benefits: A meaningful way to celebrate success and formally thank your team for a job well done. Professional exposure and recognition for your organization s projects and participants. Improved understanding of the principles and benefits of project management within your organization. Application Due Date: March 31, 2019 Notification of Winner: April 15, 2019

3 Submission Process The project manager of the project submits the application. The applicant should have knowledge of the nominated project or nominee and the project management principles applied. There are no application fees to apply for the PMI Rochester Chapter award. Application submissions can be made starting December 1, The submission form can be downloaded at: or Homepage > Programs > Awards The deadline for submissions is March 31, Notification to winners by April 15, Awards presentation is at PMI Rochester s Professional Development Day, May 2, Note: The project must have been completed within the past 18 months (prior to) the deadline of December 1, 2018 AND the nomination submission must be received no later than one year after the project is completed. Submission Timeline Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Earliest date for application submission (Dec 1) Deadline for application submission (Mar 31) Award Meeting (May 2019) Valid Project Completion Range November March 2019 Eligibility PMI Rochester Chapter members and non-members can apply The project should have an approved scope, schedule, and budget (charter) The project is completed at the time of nomination and has been accepted as complete by the Client/Owner prior to nomination There can be no restrictions on the use of the submitted information after submission Although the project itself can be located anywhere in the world, and may be from private or public sector work, the project manager and/or team directly responsible for the project must be located within the boundaries of the greater Rochester and Ithaca, New York region (within the geography of the PMI Rochester Chapter). Not Eligible Current board members of the PMI Rochester and Ithaca branch are not eligible. The PMI Rochester Outreach Corporate Awards Manager and selected judges are also not eligible. Individuals or organizations that have failed to comply with PMI policies and procedures, including but not limited to PMI s Code of Ethics and Professional Conduct, will not be considered

4 Evaluation Criteria Met or exceeded owner s/client s needs as evidenced by a letter from the sponsor Demonstrated effective applications of principles, processes and / or approaches set forth in A Guide to the Project Management Body of Knowledge (PMBOK, Sixth Edition) Met or exceeded budget and schedule performance when compared to the original established budget and schedule goals Demonstrated originality and uniqueness of applied project management techniques, including innovative application of practices/methods Demonstrated complexity of the project and unusual conditions, issues, and barriers requiring special management team action and performance Note: PMI Rochester Chapter reserves the right not to select any recipients for a year if the evaluations performed indicate that nominations do not meet the stated criteria. Awards Recognition at the May 2019 PMI Rochester Chapter Professional Development Day (PDD) Luncheon / Awards presentation PMI Rochester Chapter 2019 plaque of recognition Acknowledged by the Chapter for participating in the Awards on the Chapter website, and on social media Two free seats at the May 2019 PMI Rochester PDD Luncheon / Awards presentation In addition, the winner will receive: Two free tickets to the May 2, 2019 PMI Rochester Professional Development Day (PDD) An article published on the winning project in the PMI Rochester Chapter website An opportunity to present the winning project at a future PMI Chapter meeting An article submitted locally to Rochester Business Journal (RBJ) Submittal Requirements All submission material must be uploaded no later than March 31, :00p.m. EST All submitted material must be in English with a minimum of a 10-pt. font Submittals must be in an 8 1/2 x 11 format and should not exceed twenty (20) pages, including the application support documentation. Please submit all application documentation in PDF format on the portal available at Should you have any difficulties, please contact awards@pmirochester.org. Any additional documentation in alternate media formats, such as multimedia, will not be evaluated. Nomination packages that are incomplete or are received after the submission deadline will not be reviewed.

5 Submission Package Content Checklist Contact information Form (see attached form at end of this document) List the contact information for the lead nominator and nominee. This form will not count toward the stated 20-page count maximum. PMI Permissions & Release Form (see attached form at end of this document) The nominee/client/owner of any body of work being considered for a PMI Professional Award must complete and sign the PMI Permissions and Release Form confirming whether he or she did, or did not, use any PMI trademark, logo or copyrighted content from any PMI publication. Usage requires permission from PMI in the form of a permission agreement or license available at The award nomination package must provide the PMI Permission Agreement Title or License Number in Box A of the PMI Permissions Form, available on each awards web page. If no PMI intellectual property has been used in the body of work being considered for a PMI Professional Award, please complete Box B on the PMI Permissions Form. The form will not count toward the stated 20-page count maximum. The nominee/client/owner of any body of work being considered for a PMI Professional Award must complete and sign the PMI Release Form granting PMI the non-exclusive right to use any submitted copyrighted materials for any business-related purpose, including press releases, and other marketing and promotional materials, including but not limited to videos as well as case studies. This form will not count toward the stated 20-page count maximum. Company information Company profile (brief description) and optional Company logo dpi, JPEG (8x10" max) This information will not count toward the stated 20-page count maximum. PMI Rochester Chapter Application & associated documentation (20-page count maximum) All submission material must be uploaded no later than March 31, :00p.m. EST Please submit all application documentation in PDF format on the portal available at Should you have any difficulties, please contact awards@pmirochester.org.

6 Verification, Evaluation and Selection The PMI Rochester Chapter Corporate Awards Manager will contact the lead nominator to confirm receipt and eligibility of the nomination package The PMI Rochester Chapter Corporate Awards Manager, VP of Outreach, and/or designee will verify the eligibility of the nomination package The PMI Rochester Chapter Corporate Awards Manager will send the nomination package to a designated panel of evaluators, who are subject matter experts, for evaluation The nominations, evaluation process and scores are proprietary to PMI Rochester and Ithaca branch and will not be disclosed to nominators or nominees The lead nominator and nominee will be notified of the status of the nomination at the conclusion of the evaluation process Judging Panel Evaluation is carried out by a panel of judges appointed by the PMI Rochester Chapter Outreach Team. The panel of judges will include a minimum of three individuals with a broad spectrum of project management experience and PMP certification. Judges will execute a form to ensure there is no conflict of interest with the projects being considered. They will recuse themselves from the process, if such a project enters the competition. General Terms and Conditions By taking part in the contest, the lead nominator and project team agrees: To complete the application in compliance with the guidelines provided in this guide. To obtain authorizations, clearances, consents necessary for the public release of any material submitted. All material copyrights in the application requiring authorization and protection must be provided. That upon submission, all submission packets and their contents become the physical property of the PMI Rochester Chapter and will not be returned. There are no restrictions on the use of the submitted information after the final date of submission. That the PMI Rochester Chapter may use submitted copyrighted materials for any businessrelated purpose, including press releases, and other marketing and promotional materials, including but not limited to videos as well as case studies. That the PMI Rochester Chapter will not reimburse any expenses for assembling the nomination package or for any presentation materials that may need to be created should the nomination be selected as a winner. That the PMI Rochester Chapter or the members associated with the POY award will not be held liable for decisions of the judges. The PMI Rochester Chapter reserves the right within its sole discretion, and at any time up to the time of the presentation of the award, to determine that a nominee is or has become ineligible for

7 the award. In any such case, PMI will notify the nominee and/or lead nominator of its decision as soon as possible prior to the award presentation. Questions? Contact us! Thank you for your interest and support of the PMI Rochester Chapter Professional Award Program. Please direct all inquiries or comments to: Corporate Awards Manager, PMI Rochester Chapter

8 2019 Application Template Entry into the PMI Rochester Chapter competition requires an application submitted in electronic format. All applicable sections should be completed, although some sections may not apply to all projects. The submission must follow the standards outlined below: Submissions should be 8 ½ x 11, no more than 20 single sided pages in length Submissions should be typed in the font size of 10 NOTE: All submission material must be in PDF format and submitted by to: awards@pmirochester.org no later than March 31, :00 p.m. EST. Section 1: General Information and Project Team Name and location of the project Name of the Owner/Client supporting the project team - Identification of the project team (organization's name and address, team members names and e- mail addresses.) Important: Include Project Name, Owner/Client, and Project Team exactly as you would like it to appear on the award Provide an overview and/or description of the project team including the roles and responsibilities of the project manager Section 2: Project Performance 2.1 Summary of Project Provide a general description of the project including: The business need addressed and the business objectives achieved The solution implemented to achieve the project objectives The complexity of the project and unusual conditions, issues, and barriers requiring special management team action or performance The top three reasons why this project should be selected to receive the PMI Rochester Chapter Award Attach drawings and photographs, if available, to illustrate the scope of the project

9 2.2 Special Management Methods Summarize why the management of project is distinctive, innovative, or original in the application of project management techniques. Comment on the application of practices and methods and any marked improvements of methods, lessons learned, and/or products during the project. Describe how these methods advance the technical values and image of the project management profession. 2.3 Owner s Satisfaction Sponsor Letter: Provide written evidence, signed by the project sponsor on corporate letterhead, that the management of the project met or exceeded the owner/client's needs. Evidence should address tangible as well as intangible benefits of the project outcomes, project management practices, or contribution to the organization. Section 3: Project Management Best Practices Provide brief comments about how the project was managed in the categories listed below. 3.1 Project Schedule Management Show that the project schedule was effectively developed and managed by describing the processes or techniques used and how the effective management of the schedule contributed to the success of the project. Include a copy of the approved planned project schedule versus the actual planned project schedule as part of the supporting documentation to the nomination package. (Recommended) List the tools &/or processes you used to manage the project schedule and schedule changes. Identify the challenges for managing the project schedule and how they were overcome. 3.2 Project Cost Management Show that the project cost was effectively developed and managed by describing the processes or techniques used and how the effective management of the cost contributed to the success of the project. Explain how the project budget was met or improved. Identity the challenges for managing project costs to budget and how they were overcome. 3.3 Project Scope Management Describe the processes put in place to establish, manage and monitor the project scope (requirements, deliverables). Explain how you have considered the clients requirements / users and how you handled changes to scope with regard to the cost and schedule objectives. Show how the effective management of the scope contributed to the success of the project. Identify the challenges for managing project scope and how they were overcome.

10 3.4 Project Team Performance Show that the team operated as a high performing team, aligned and focused on the achievement of project goals by describing the processes or techniques used and how the team performance contributed to the success of the project. What tools &/or processes did you use to manage the project human resources? Identify the challenges for managing the project human resources and how they were overcome. 3.5 Project Stakeholders Management Show that stakeholder expectations and communications were effectively managed. Describe the processes or techniques used and how the effective management of expectations and communications contributed to the success of the project. 3.6 Project Risk Management Show that risks were effectively managed during the project. Describe the processes or techniques used and how the effective management of the risks contributed to the success of the project. Identify external and internal risks to the project and how the project management and/or team mitigated the issues. Describe how you created the risk mitigation plan and its key components. 3.7 Project Change Management Show that proposed changes to project scope, cost, and schedule were effectively managed. Describe the processes or techniques used and how the effective management of change contributed to the success of the project. Section 4: Why was the project a success? 4.1 Success Factors Describe the success factors for the project, how they were met, and why the Project Team considered the project a success. Briefly describe challenges the project team faced in the project, and the tools and techniques used to overcome and manage these challenges. 4.2 Lessons Learned Show that lessons learned from previous projects (if any) and from the submitted project were effectively integrated into the project by describing the processes or techniques used and how the integration of lessons learned contributed to the success of the project. List the lessons learned. Section 5: Additional Company & Project information 3-5 project pictures dpi, JPEG (8x10" max) *Optional Any key illustrations dpi, JPEG (8x10" max) *Optional --End of Application--

11 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 (the key contact for the nomination package) Name & Title: PMI Membership Number and/or PMI Credentials: Company Name: Preferred Phone: Project Manager Preferred Name/Title/PMI Credentials: Company Name: Preferred Phone: Project Sponsor Preferred Name/Title/PMI Credentials: Company Name: Preferred Phone: Person who will provide publicity assistance to PMI Preferred Name/Title/Credentials: Company Name: Preferred Phone: PMI Chapter Information Preferred In the event that a PMI chapter submitted this nomination or supported its preparation, please provide the following: Name of Supporting Chapter: Chapter Contact Name and Title: Preferred Phone: Preferred I, THE UNDERSIGNED, acting as the Lead Nominator, confirm that I have read both the Application Guidelines and the General Submission Guidelines posted on the PMI Professional Awards Program web site. Signature: Date: Print Name: 2014 Project Management Institute, Inc. All rights reserved Page 1 of 1

12 PMI Professional Awards Program Permissions & Release Form All applicants and/or nominees for PMI Professional Awards must sign and return the completed PMI Professional Awards Program Permissions & Release Document. All materials submitted for a consideration of a PMI Professional Award, which contains any PMI trademark, logo or copyrighted content from any PMI publication (PMI IP), will require permission from PMI in the form of an agreement. The award nomination package must provide the PMI Agreement Title or License Number. If no PMI IP has been used, please provide confirmation. Note: Any nomination containing PMI intellectual property without permission or a license from PMI will not be considered eligible for an award and may be referred to the PMI Legal Department in order to ensure compliance In order to obtain permission from PMI for any use of PMI IP, please complete the PMI Permissions Form found at or contact awards@pmi.org PLEASE CHECK ONE: Applicant and/or Nominee: Confirmation that PMI intellectual property has not been used: As an applicant and/or nominee for a PMI Professional Award, I verify that no PMI trademark, logo or copyrighted content from any PMI publications has been used in my material that is being considered in this nomination. Applicant and/or Nominee: Confirmation that PMI intellectual property has been used: As an applicant and/or nominee for a PMI Professional Award, I verify that I have used with permission the PMI trademark, logo and/or copyrighted content from PMI publications in my material that is being considered in this nomination. The PMI Permission Agreement Title or License Number and date are provided below. PMI Agreement Title/License Number: Date of Agreement: Lead Nominators that are nominating an individual must forward this PMI Permissions & Release Document to the nominee and ensure that the nominee signs, dates, and returns the original PMI Permissions & Release Document, which must be included in the nomination package. Nominee/Client/Owner Full Name: Title and credentials: PMI Membership Number (if applicable): Address/City, State/Country/Zip Code: *Nomination Title: * If applicable. To be referred to as Submitted Material Please list the name of the Project, Product, Provider, Literature, or Individual (Nominee s Full Name). Release: By signing this form, you grant Project Management Institute, Inc. ( PMI ) the non-exclusive right to use any submitted material ( Submitted Material ) for any business-related purpose, including without limitation, inclusion in press releases, marketing and promotional materials, videos, and case studies. Your permission to PMI to use or refer to the Submitted Material is subject to the following terms: 1. Permission to reference the Submitted Material identified above is granted to PMI in perpetuity. 2. Permitted use is limited to the submitted edition of the Submitted Material. 3. Appropriate credit to any Submitted Material that is copyrighted will be given, either on the first page of the quoted text or in the figure legend, as follows: Author/Company, Title (Year of Publication). Copyright and all rights reserved. Material from this publication has been reproduced with the permission of the Author/Company. 4. There is no fee for the granted permission. 5. This permission is non-exclusive. 6. The Applicant affirms that he or she owns all rights to the Submitted Material or that he or she has obtained all necessary permissions for the use of the Submitted Material and is authorized to transfer the use rights set forth above to PMI. By signing below, you acknowledge that you have read and understood the terms and conditions under which permission for PMI to use the Submitted Material specified above have been granted. Signature: Date: Name/Title/Credentials (print/type): 2015 Project Management Institute, Inc. All rights reserved Page 1 of 1 This document does not count toward the page count maximum.