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Balancing formal Project Management Methodologies with Change at Pace

By Alexander Brunel

IntroductionIn today’s ever changing world in which we live in…..

The desire to move even more quickly to deliver IT solutions to meet Business needs at lower cost, is driving the need to bring about Change at Pace.

The University is no different from any other Public sector business where years of constraints have restricted progress.

However… to bring in ‘Change at Pace’ would you do the following?

Would You Start a Project without? A Project Plan in place

A signed Contract in place

An approved Project Brief or Business Case

A Communications Plan

Funds in Place

Checking to see if we meet Legal or Compliance requirements

Engaging with Stakeholders

Etc…

No, not through choice ………………………………….

to Bring about ‘Safe‘ Change we need to ensure that …

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

Foundations are laid

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Managing Risks & Issues

It is more likely some of the identified Risks will occur when trying to rush progress without carrying out appropriate due diligence

Identify and Manage Core Risks

Deal with the Issue not the Symptom

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Defining the Scope

Define the Scope and have it signed off

Scope Creep - Manage through Formal Change Processes

Always ensure potential Scope Creep impact known and again have it signed off

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Simplified Procurement

Currently a Great Opportunity for improvement at the University

Do not Start Projects without the ability to procure in a timely effective manner

Work more Closely with Finance to ensure that Supplier Account setup is part of the Contract award process

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Project Status Reporting

Accurate Project Status – ‘Warts and All’

Communicate Status of Projects not only to the Board but to Stakeholders

Setup of Website for all to see

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… People Resource

Have a dedicated resource pool to help meet targets

No Single Points of failure – Cross training to be put in place

Treat People in the way you wish to be treated yourself

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Identify Programme Dependencies

Lack of understanding of the inter–dependencies between Projects

Put in Place Programme Management at the University

We need to build a picture of all Projects at the University both Business and IT

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Appropriate Project Planning

Without which proper Project Control cannot be maintained

Sometimes a Project Plan can be a simple Timeline or Task List with dates

No project starts in earnest without one

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Communications Plans

Identify all Stakeholders and Communicate with them regularly

Face to Face meetings, Email, Website, Project News Letters

Competitions

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Business Case

There must be a full business case in place to ensure that we know what the expected benefits are and at what cost, both Financial and in People resource

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Committed Teams

Project Teams deliver Projects not Project Managers – Team building exercises

Purchase Project Team T-Shirts

Team Lunches

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Project Support

Behind every group of Project Managers should be a Project Support team - we would therefore need to enlarge the team to cope with increase in Projects

Provide Project Management training to allow movement into Project Management

Manage Risks

Scope

Simplified Procurement Process

Project Status Reporting

People Resource

Programme Dependencies

Project Planning

Communications Plans

Business Case

Committed Teams

Project Support

Experienced Project Managers

for the Projects to meet Targets and be Healthy

the Foundations are laid

The Greater the Pace… Engage Experienced Project Managers

Engage Experienced Project Managers

Also encourage ‘Buddying’ up of Project Managers – transferring of Skills & Experience

Training all in Agile methodology

The Greater the Pace… SummaryWe can deliver ‘Change at Pace’ however to minimise the chances of failure -

Proper Project/Programme Management practices should be put in place and adhered to

Well Trained and Experienced people need to be engaged and Agile, MSP & P30 training provided where required

Other business processes need revising they are holding back our ability to deliver at Pace

The Greater the Pace… Summary

To avoid missing the Target

The Greater the Pace… SummaryEnsure that…

What can and should you bring to the team

Motivation

Encouragement and Support

Benefit of your Experience

Ideas

Tenacity

Blue Chip and Public Sector background

Pragmatism as Demonstrated with the WiFi for HoR