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Setting up a project framework phase 1 june 20162
The document outlines a comprehensive project framework designed to enhance project management processes within organizations. It covers key components such as project initiation, planning, execution, and evaluation while emphasizing the importance of aligning projects with business strategies. The framework aims to provide a structured approach that facilitates effective project delivery, continuous improvement, and maximizes value for the organization.
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Setting up a project framework phase 1 june 20162
- 1. The Project Framework Presentedby PM Squared Business Focused User Friendly Best Practice
- 2. The information providedin this presentation will allow you to have a high level view on how to put into focus the building blocks to implement your project framework. The presentation has been designed that each slide can be adjusted to fit your own particular requirement. The sections of the presentation have been divided into At the end of the presentation is some reference information that adds to the content within this presentation. • Overview • Pre-project • The Business Focus • The Project Team • The Project Manager • Project Maturity Index • The Gap Analysis • The Project Model • Getting Started • Project Delivery • The Kick Off Meeting • Project Initiation • Project Planning • Project Execution • Project Close Out • Evaluation • Continuous Improvement • Summing Up • Reference Info • Prince2 Model • PMBok Knowledge Areas • SDLC Model • Project Management in the cloud • ISO 9001 quality model Cliona O’Hanrahan Project Manager Pre-Project Project Delivery Evaluation
- 3. Business Led Project Management Changeand Transformation Drivers Technology Market Trends Organisational Performance Product Revenue Organisational Behaviour Values Management Style Focused Decisive Forward Thinking Project Framework - Overview Although the fundamentals of business have remained unchanged, the pace of change and the resultant level of competition at industry level most certainly has. The key driver underpinning this acceleration is of course the advancement of Information and Communication Technologies (ICT). It is what connects us to individuals, to industries, to each other, to everything. More than ever today businesses need to adapt to a market that is aggressive and fast moving. Project management will help business bring in the technical change and transformation needed to succeed.
- 4. Maintaining costs Improving sales Staff development Improving productdelivery Aligning strategy to market treads Meeting The Challenge The introduction of a project management framework will provide a structured and managed approach for projects within your company. A project framework can and should be setup to suit your own particular organisation without complexity or intensive documentation and governance. At the same time the framework must bring a level of best practice that will flow across all project delivery within your company. With the right framework in place it will allow projects of all sizes and priority to be planned effectively. This ensures that at all times the cost of the project is managed while delivering quality and the right level of performance and control across project management. Project Framework - Overview
- 5. What problem arewe trying to solve How can we address the problem and the viable options What are the risks What business value is generated from each option Business Case Project Framework – The Business Focus To establish the strategy to improve project delivery and how it aligns with the overall business vision for the company. Strategic alignment is a two-way process. Overall business strategy informs project planning and in turn, project success impacts enterprise success. Strategic alignment of a project takes into account strategic focus, operational efficiency and team leadership. Aligning portfolios and projects with corporate strategies and goals is the only way to ensure that the right projects are being focused on. The alternative is wasting time on the wrong areas, which will disconnect you and your business from what you want to achieve. Benefits • Projects serve the company’s mission • Projects add value • Control of projects through defining objectives before starting projects The consolidation of the strategy and project objectives are recorded in a business case which will be the baseline and benchmark for projects from project initiation until implementation • The Strategic Triangle • The Business Case Key Deliverables Strategy Operations Portfolio Programmes Projects Strategic Challenge Pre-Project Project Delivery Evaluation
- 6. Team Organogram Role Role Role Puttingin a project charter and having everyone sign and agree is a great way to bring a sense of commitment for what the project is trying to achieve. Project Framework – The Project Team To ensure that the assigned project team has the skilled resources required for developing and implementing the project framework Having the right team in place is a sure fire way to ensure that rolling out the project framework will have a greater chance of being successful. Outlining a project resource management plan will clearly define what the roles are for the project to be able to source the correct skills to fill those roles. This could be either done internally or via an approved supplier. At the same time it is also key to ensure that the resources being assigned to the project fit in with the culture of the organisation so it does become a balancing act. Providing the correct level of management support will also play an important part and if this is done correctly this will ensure a successful project and a happy team. • The Project Organogram • Roles and Responsibilities Matrix • Resource Management Plan Resource Management Plan Key Deliverables Pre-Project Project Delivery Evaluation
- 7. Project Managers are themost creative Pros in the world; we have to figure out everything that could go wrong before it does Fredrik Härén Professional Speaker Project Framework – The Project Manager To bring on board a project manager that will work with the business team to plan, control and deliver the agreed project framework. There are many descriptions for the role of the project manager however fundamentally the project manager does have the overall responsibility for the successful initiation, planning, design, execution, monitoring, controlling and closure of a project. The project manager is also the glue that holds everything together with a primary focus on • A natural ability to manage and motivate the project team at all levels • The business objectives, goals and return on investment targets. • The right amount of process and governance to drive the project to a successful conclusion. The project manager is very dependent on the full support of the project sponsor so it is important that this relationship is clearly defined and agreed and a consolidated job description documented and approved. Leading Organising Motivating Supporting Knowledge guru Stakeholder expert Makes great coffee Key Skills • The Job DescriptionKey Deliverables Pre-Project Project Delivery Evaluation
- 8. Level 1 Sporadic use ofPM. Formal documentation and the knowledge of the standards of PM are lacking. Level 2 A formally approved PM has been launched. Basic processes followed in a limited manner, not standardised across all projects Level 3 A PM methodology is developed approved and used. Project participants are informed about PM standards. Most projects are implemented using these standards. Level 4 An integrated project life cycle methodology is used. Application of the standard set is monitored and fixed for all projects. Projects support the strategic plan Level 5 Knowledge management and transfer processes are standardised and followed. Processes are in place to improve project performance. Management focuses on continuous improvement Identified Problem/Issue Action to resolve Responsible Timeline Key Performance Metrics Project Framework – Project Maturity Index To clearly establish how effective the current project management delivery, best practice and governance measures against the company’s strategic targets. The Project Maturity Index will assist the company to clearly identify at what level their project management process is, how they are currently managing projects and what needs to be improved. The inputs to the project maturity index should be identified via a questionnaire that is sent out to the company’s staff that are involved in day to day project management activities. This should be followed up by an analysis of the findings to provide a report to the stakeholders showing what areas need improving across project delivery. • Project Maturity Index • Project Maturity questionnaire • Management Report Questionnaire Name L1 L2 L3 L4 L5 Identifying the Maturity Level Key Deliverables Pre-Project Project Delivery Evaluation
- 9. Current Situation Problem Areas SWOTAnalysis Recommendations Project Framework – The Gap Analysis To allow the work streams to identify the gaps within their project delivery and provide recommendations. The gap analysis will follow on the findings and analysis of the project maturity index allowing the identified staff members the opportunity to compare the current situation with the future state that is required to bring in a project framework. Brainstorming work sessions should be setup which can provide a mind map showing the current and desired states for project delivery. A great way for your team to report back is to present their findings to the company and stakeholders allowing for the right information and recommendations being communicated to the business team as inputs into establishing the project model as the basis for the project framework. • Gap Analysis Mindmap • Presentation to the business team Mindmap Key Deliverables Pre-Project Project Delivery Evaluation
- 10. Project Framework –The Project Model To clarify the agreed project management processes and the software delivery process and will be a direct feed into the project framework. Before consolidating the project framework there should be a firm understanding and agreement of what project management and software delivery methodologies will be rolled out as part of the project model. Today there are two main bodies of project management practices: • Prince 2 (Association of Project Management • PMBok (Project Management Institute Software development normally falls under the process referred to as the SDLC (Software Delivery Lifecycle) and this can either be a Waterfall or Agile Approach but each phase of the SDLC should be incorporated into your project model • Project ModelKey Deliverables Pre-Project Project Delivery Evaluation Waterfall Agile Rapid Spiral Prototypes
- 11. Strategy agreed Business caseapproved Analysis completed Timeline agreed Team in place Stakeholder committed to project Funding in place and agreed Governance agreed Project Model agreed Checkpoint Project Framework – Getting Started To ensure that all of the relevant analysis and preparation has been completed to begin to move into the project framework implementation phase. This is where all the nuts and bolts come together. At this stage a final checkpoint will need to be performed to ensure that the analysis and recommendations are complete. At this stage it is important to ensure that the business case has been updated with the final recommendations and updates and has been version controlled to be used as a baseline going forward specifically outlining the duration of the project. The process from hereon in will follow a normal project implementation process. The recommended timeframe to deliver this phase of the project should be between 60 – 80 working days. • Updated business caseKey Deliverables Pre-Project Project Delivery Evaluation
- 12. • Send outthe date and venue for the meeting • Send out the agenda and finalise • Identify the delegates and stakeholders for the meeting • Confirm the equipment to be used for the meeting • Setup video and tele conferencing • Finalise the kick off presentation • Appoint a resource to take minutes • Have refreshments on hand A well-planned kick-off meeting sets the tone for a successful project Project Framework – The Kick-off Meeting To position and gain commitment from the project team, project stakeholders and business for the rollout of the project framework. The kick-off meeting is a great forum to ensure that everyone is on the same page for how the project is to be managed and delivered. This is the first time that the team and stakeholders will meet and the outcome of the meeting will: • Publicly state the beginning of the project • Outline the project goals as well as the individual roles and responsibilities of team members • Clarify the expectations of all parties • Create a commitment by all those who influence the project’s outcome. The Kick-off presentation should provide enough detail to give a high level view of the project and what the final goal is. It is important to minute the outcome of the kick off meeting and ensure that there is full agreement on the actions noted. • The Kick-off presentation • The Kick-off minutes Key Deliverables Pre-Project Project Delivery Evaluation
- 13. Project Framework –Project initiation Project Initiation is the beginning of the project framework deliverable. In this phase, decisions will be made concerning who is to carry out the project, which party (or parties) will be involved and whether the project has an adequate base of support among those who are involved. Setting up the project initiation document and overview session with the team and stakeholders will provide a full view on what the project is trying to achieve and ensure that there is commitment at every level to allow the project to meet the approved objectives. The project framework project will need to be registered to allow the project budget to be allocated and kicked off and documentation agreed to setup the project folder structure. Project Initiation • Finalise and obtain approval for the project initiation document. • Prepare the project overview presentation • Present to the business and project team • Minute outcomes and note actions • Register the project with either the PMO (if relevant) or financial management • Get sign off on the project budget and baseline • Setup project governance and folder structure • Move the project into a Go status. • Project Initiation Document • Project Overview Presentation • Project Registration • Project Budget • Project Folder Structure Primary Responsibility: Project Manager Supported by: • Project Sponsor • Business Team • Project Leads • PMO/OpsEstimated duration 10 working days Project Initiation will define the objectives, scope, purpose and deliverables to be produced and ensure the project initiation document is approved by the project sponsor and stakeholders. Key Deliverables Pre-Project Project Delivery Evaluation
- 14. Project Framework –Project Planning Project Planning is one of the most important phases in the project life cycle and this needs to be carried out to ensure that everything that is required to complete the project is documented approved and understood by the full project team. This is also where the project manager will look at both Prince2 and PMBok processes to include what is believed to be the correct level of governance and best practice that meets the complexity of the project. In line with the baselined project plan agreement on the overall resource management, communication and quality criteria will have to be agreed across the team. The balance of the governance around the project will align to the complexity of the project and will need to be agreed with the stakeholder and team although the project manager will have the final approval for all documentation for the project. Project Planning • Finalise the business case • Finalise and baseline the project plan • Finalise all agreed documentation • Finalise any supplier contracts and deliverables this could also include project staff. • Finalise the project organogram and roles and responsibilities • Move all agreed templates into the project folder Primary Responsibility: Project Manager Supported by: • Business Analyst • Project Leads • Operations Estimated duration 10 working days Project Planning will provide the agreed project milestones and ensure that the correct governance is in place to manage the end to end project lifecycle in line with the finalised project model. • The Project Plan (MS Project) • The updated business case • The Project Organogram • Supplier Contracts Key Deliverables Pre-Project Project Delivery Evaluation
- 15. Project Framework –Project Execution The Project Execution Phase is the third phase in the project life cycle where the physical project deliverables are designed and developed and presented for approval and signoff. The Project Execution Phase is usually the longest phase in the project life cycle and it typically consumes the most energy and the most resources. Controls are established to manage time, cost, quality, change, risks and issues which are reported back at the correct status forums and updated into the agreed project workbook. Today there are a number of project management cloud based solutions which provide a seamless integrated approach to having the ability to instantly provide information and track progress. It is important to note that this supplements the project life cycle - the other phases will still be carried out as specified within the agreed project model. Project Execution • Track and manage the baseline project plan • Control change requests and exceptions • Report back at agreed status meetings • Track and control issues and risks and update the RAID log • Monitor the budget • Hold regular stakeholder meetings • Update all documentation as required • Setup RAG status at milestone level • Setup the project workbook. • Update the business case when relevant • Updated Project Plan • Updated Business Case • Status Meetings • Status Reports • RAID Log • Project Workbook Project Execution will result in providing the agreed deliverables to meet the timeline , cost, scope and quality criteria and providing work performance information to the project team and stakeholders Primary Responsibility: Project Manager Supported by: • Business • Business Analyst • Project Leads • SupplierEstimated duration 25 working days Key Deliverables Pre-Project Project Delivery Evaluation
- 16. Project Framework –Project Close Out Project Close Out takes place once the full project plan outlining all of the activities has been successfully completed and shows a 100% status. A project framework implementation plan will be finalised to provide how future projects will be setup and managed. This can be handed over to the PMO or Project Sponsor to make the decisions on how projects will be managed going forward. During this phase the project manager should proceed to finalising all administrative procedures and releasing both the internal and external resources. It is also beneficial to update the lessons learnt log that can be used as a benchmark going forward. A project close out report will need to be compiled and handed over to the project sponsor or other allocated representatives . Project Close Out • Finalise implementation plan • Ensure that all project tasks and activities have a 100% completion status • Do close out report for the project sponsor and nominated stakeholders • Hold final review session with project team • Update lessons learnt log and store to project folder • Close out all documentation and store • Finalise financials and supplier contracts • Release resources • Provide close out report • Final project plan • Implementation plan • Lessons Learnt log • Close Out Report Primary Responsibility: Project Manager Supported by: • Project Sponsor • Business • Business Analyst • Project Leads • Operations Estimated duration 10 working days Project Close Out will provide the final status and lessons learnt for the project and allow the project management to close out all of the activities. Key Deliverables Pre-Project Project Delivery Evaluation
- 17. Project Framework –Post Project Evaluation Once the project goes live and the training of the staff has been completed it is important to continue to monitor the overall success of the project framework that has been implemented into your business. This will introduce a cycle of being proactive in continuously improving the project framework and at the same time allowing the project team to provide valuable inputs of how the framework can be improved to provide maximum benefit. As companies focus on quality and continuous improvement as a key driver for all projects being implemented the results will speak for themselves as this will lead to operating efficiency and projects providing value and a constant return on investment and repeated overall performance. As the company continues to engage in process improvement for the project framework this will result in customer engagement and satisfaction in both the product and services that are been offering to the market. The end result will be a continuous improvement of the company’s performance in a competitive and fast moving market. Pre-Project Project Delivery Evaluation Post Project Evaluation Name of project Date of Evaluation Conducted by Project Evaluation Metrics Topic Topic Topic Overall impact of the project Project goals and objectives achieved results Areas for improvement Quality Commitment Strategy Process Performance Continuous Performance Circle of Excellence Assess Plan Implement Evaluate
- 18. Project Framework -Summary The benefits of introducing a Project Framework for your company will prove themselves over and over again as it will provide the processes, guidelines and techniques to manage both the people and the work and ultimately provides value to the organisation the projects to be deployed and the project team. In project management we refer to the framework as the project management palette as it helps the project manager and team apply the right skills to meet each project no matter how large or small or how simple or complex In the end the project framework provides the basis for projects to be a successful endeavour and allow the company to move ahead and meet all agreed targets. It is the cornerstone for effective project management and should always be the cornerstone for project delivery and management. The Project Framework • Is an easy and pragmatic approach to align and prioritise all projects across your organisation • Ensures that the right skills and resources are available at the right time • Provides the correct detail to source and manage suppliers that deliver a service • Implements the right project methodology allowing the project manager to blend it to meet your product deliverables • Minimises cost and risk through vigorous control • Guides when looking at new technology and software to manage projects in the cloud. Summing Up Pre-Project Project Delivery Evaluation
- 19. REFERENCE AND INFORMATION Prince2 Process Model PMBok Process Model Software Delivery Governance and Control Cloud Based Solutions
- 20. Benefits • Proven bestpractice and governance • Project viability / Business Case Focus • Can be applied to any type of project • Product and quality focus and • Controlled work levels Project Framework – Reference Information
- 21. Benefits • Internally recognised •Global standards • Incorporates supplier and subcontractor management • Offers a structured approach • Provides a project framework • PMP certification globally recognised • Controlled work levels Project Framework – Reference Information
- 22. Analyse • Analyse Requirements •Compile System Requirements Specifications • Finalise all test scenarios and test plans Design • Compile Functional Solutions • Acquire Solution Integration and Data Migration Inputs • Compile Technical Solution • Design Testing Specifications Build • Develop System • Perform Unit Testing • Prepare for testing and Release • Conduct System Walkthrough Test • Conduct QA • Resolve Defects • Release for UAT • Conduct UAT • Resolve defects Deploy • Implement to production environment • Prepare for production handover support • Handover to production and operations support Keep in Mind The SDLC methodology must be tailored to both the size and risk of the project to ensure that it produces a quality product. This process can be adapted to either a Waterfall or Agile approach. Each phase must have a formal release to ensure all identified tasks have been finalised and approved Aligns to Iterative Agile Waterfall Scrum Project Framework – Reference Information
- 23. PROJECT MANAGEMENT INTHE CLOUD - SAAS Enterprise applications are moving into cloud technology and this includes certain aspects of project management. Cloud technology for project management applications allow for seamless communication and the ability to track resources and tasks allowing for the ability to track information at any time and wherever the project manager and project team is Companies are investing in cloud project management applications because they realize that employees can be more productive and get more work done when they can access work information wherever they are. Collaboration Communication Time sheet management Task Tracking Reporting Real Time Monitoring Issue management Project Framework – Reference Information
- 24. Project Framework –Reference Information ISO 9001 Quality Management System standard. ISO 9001 is for all organisations both large or small and covers all UK sectors, including charities and the voluntary sector. ISO 9001 is also a proven business winner with most certified organisations pointing to qualifying for more tenders and winning more orders both domestically and internationally.