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1
Foundation Cooperation Fund &Warsaw School of Economics
Successful Project and Programme Management with the use of PCM Methodology
Beata Puszczewicz & Bartosz Grucza
2
Programming
Identification
Formulation
Implementation
Evaluation & Audit
Developing the system of supporting ESF projects in Poland - PCM EQUAL based:
Project level requirements
Programme level requirements
Inst
itu
tio
nal
re
qu
irem
ents
on
p
rog
ram
me
leve
l
Shared vision of support system
Institu
tion
al req
uirem
ents o
n
pro
ject level
a) Trainings
b) Consultations
c) Up-to-date information
d) Publications & Toolkits
• IT support
• Answers to detailed questions
3
CostCost
TimeTime
Cm -managerial costs
Ce – execution costs
Ct – total costs
Ca - attendance costs
CCmm
CCee
CCtt
CaCa
train
ings
train
ings
train
ings
train
ings
train
ings
train
ings
train
ings
train
ings
Action 1
Action 2
Action 3
2) Preparing plans and the support system
a) One-year schedule
b) Three-year schedule
Pla
nn
ing
th
e s
up
port
syste
m1) Support needs analysis
4
Thousends of hours of trainings related to project management provided by National and Regional Centers for ESF trainings and Equal NSS
Handbook for managing „soft” projects in the context of ESF - publication distributed in 120 000 copies !
In Equal over 1500 people trained in 10 months in 2005, over 4000 in 2005-2007!
17 other publications and toolkits prepared or translated
Imp
act
on
ES
F q
uality
su
pp
ort
Project Cycle Management Guidelines translated into Polish
Development Partnerships research and surveys about:• usefulness of PCM methodology in ESF projects• influence of PCM methodology on project management maturity level
Sourcebook on sound planning translated and adopted
PCM online course adapted and produced under EQUAL Initiative
Key elements:
5
1.2. Are you going to use PCM methodology in the future?
93%
7%
yes
no
Evalu
ati
ng
th
e s
up
port
syste
m Results of the inquiry
3.3. Are you going to use “stakeholder analysis” in the future?
91%
9%
yes
no
4.3. Are you going to use “problem analysis” in the future?
91%
9%
yes
no
5.3. Are you going to use “analysis of objectives” in the future?
95%
5%
yes
no
6.3. Are you going to use “analysis of strategies” in the future?
95%
5%
yes
no
7.3. Are you going to use a “logical framework matrix” in the future?
89%
11%
yes
no
6
The support system based on PCM methodology and tools applied by DPs
and other ESF project promotors in Poland resulted in efficient project
management.
Conclusions - part 1
7
Infl
uen
ce o
n p
roje
ct
matu
rity
Results of the inquiry
Immature organization:• processes improvised• reactionary• people are fire fighters• schedules and budgets exceeded• quality is difficult to predict
Mature organization:• organization-wide ability to manage processes• roles and responsibilities are defined and clear• customer satisfaction• high-quality projects
1 2 3 4 5
Project maturity levels
Parviz F. Rad, Ginger Levin, The Advanced Project Management Office. A Comprehensive Look at Function and Implementation, St. Lucie Press, USA 2002
The five levels of project management maturity
level 5 – continous improvementlevel 4 – benchmarkinglevel 3 – singular methodologylevel 2 – common processeslevel 1 – common language
5
4
3
2
1
H.Kerzner Model
8
Results of the inquiry
Podział poziomów dojrzałości projektowej PRR PIW EQUAL
12%
34%
34%
16%
4%
Poziom 5
Poziom 4
Poziom 3
Poziom 2
Poziom 1
structure of Polish DPs project management maturity level
Infl
uen
ce o
n p
roje
ct
matu
rity
9
Results of the inquiry
Dojrzałość projektowa Partnerstw na Rzecz Rozwoju Programu Inicjatywy Wspólnotowej EQUAL
0,00
0,50
1,00
1,50
2,00
2,50
3,00
3,50
4,00
4,50
5,00
D02
19A
0598
F05
15F
0580
D05
19A
0608
D04
50F
0086
F00
16G
0620
F02
12D
0552
F03
40G
0062
A03
40D
0685
D06
81G
0403
G05
90D
0391
F02
90F
0613
A02
09A
0518
D06
03F
0576
A05
27D
0554
F00
30A
0365
D04
56D
0690
A04
58A
0250
F01
14A
0345
G05
88G
0246
A00
10
F06
42G
0387
D02
02A
0680
F00
10D
0106
D03
44A
0532
F06
40A
0138
G02
65
Partnerstwo na Rzecz Rozwoju
Po
zio
m d
ojr
zało
ści
DP project management maturity model – general overwiev
Infl
uen
ce o
n p
roje
ct
matu
rity
10
Results of the inquiry
Dojrzałość projektowa Partnerstw na Rzecz Rozwoju Programu Inicjatywy Wspólnotowej EQUALDojrzałość Metodologii Zarządzania Projektami
0,00
0,50
1,00
1,50
2,00
2,50
3,00
3,50
4,00
4,50
5,00
D02
19A
0598
F05
15F
0580
D05
19A
0608
D04
50F
0086
F00
16G
0620
F02
12D
0552
F03
40G
0062
A03
40D
0685
D06
81G
0403
G05
90D
0391
F02
90F
0613
A02
09A
0518
D06
03F
0576
A05
27D
0554
F00
30A
0365
D04
56D
0690
A04
58A
0250
F01
14A
0345
G05
88G
0246
A00
10
F06
42G
0387
D02
02A
0680
F00
10D
0106
D03
44A
0532
F06
40A
0138
G02
65
Partnerstwo na Rzecz Rozwoju
Po
zio
m d
ojr
zało
ści
DP project management maturity model – methodology level
Infl
uen
ce o
n p
roje
ct
matu
rity
11
• The support system based on PCM methodology and tools applied by Development Partnerships resulted in project management maturity level improvement• The biggest effort was needed in area of project management methodology• Development Partnerships that used PCM methodology had better functional output especially in area of project communication, decision making and efficiency• Presented approach was definitely worth including into the future program support systems in ESF and will be included in Poland
Conclusions - part 2
12
• 2007-2013 „good governance” priority 5 in Human Capital Programme• good governence „system” ESF projects planned and managed with the use of PCM (6 leading Ministries involved)• institutional capacity building and the promotion of partnership• focus on a strategic approach is the key change compared with the previous programming period• the use of PCM method to support sound programme and projects management• innovation projects and transnational cooperation• the spread of PCM methodology into other areas e.g. gender• new ESF application forms based on PCM• ESF dictionary• logical framework matrix instead of hundreds of pages of project strategy description
Today and tomorrow
13
• support to intermediate bodies and beneficiaries• sound planning network ( inputs into, and benefits from the network)• other networks
Today and tomorrow
14
The future of ESF in Poland strongly bases on PCM !
Conclusions – part 3
15
E-mail: [email protected]@grucza.pl
Thank you for your attention!
Please, do not hesitate to ask questions!