deltek and psmj resources webcast: the 3 pillars of project management excellence
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Building A Strong PM Culture at Your Firm:The 3 Pillars of Project Management Excellence
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Today’s Conversation
Why a strong PM culture is critical to the success of your firm
The 3 pillars of PM excellence
1. Building strong and effective PMs
2. Creating an environment that enables them to be successful
3. Instilling accountability across the organization
Summary
Q&A
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Today’s Speakers
Bob Stalilonis, CPA, MBASenior Solution ArchitectDeltek
Dave Burstein, P.E.PrincipalPSMJ Resources, Inc.
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Why a Strong PM Culture Is Critical to the Success of
Your Firm
There Are Many Ways Your Firm Can Spend Money
There is only one way it can make money – on projects
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Strong PMs Are Seller-Manager-Doers
Typical PM
Roles• Plan• Organize • Direct• Control
Additional PM Roles
• Up-sell and cross-sell
• Close new deals• Design/technical
direction• Earn THE profit• Bill the client• Secure payment
Where to Find Time?
PM 10% RULE:
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Your Firm’s Future Depends On It
CEOCOO
Principals
Project Managers
Technical and Design Staff
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Direct Impacts
Claims Client Retention Employee Retention
Pillar 1: Building Strong and Effective PMs
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
What Makes a Great PM?
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
What Makes a Great PM?
1. Follows through On commitments On others’ commitments
2. Good listener3. Proactive4. Nails every aspect of job5. Leads by example6. Good communicator
7. Backs decisions of team members
8. Organized9. Handles multiple priorities
well10. Technically proficient11. Holds people accountable12. Delegates well
A Strong PM is Like a Great Server in a Fine Dining Restaurant
1. Explain all the scope options offered?
2. Make sure customer understands firm's pricing structure?
3. Understand the scope that the customer wants before starting the project?
4. Communicate desired scope to project team?
5. Assure that project team prepares work product per customer’s desired scope?
6. Deliver it in a reasonable time?
7. Periodically check with customers to see if they desire additional scope items?
8. Deliver invoice as soon as project is completed?
9. Assure that customer pays invoice?
10. Incentivized to provide excellent service to customers?
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Best Practices
A vision created by senior management
Clear company-wide standards Efficient processes Functional professional
development Formal project management training Mentoring to enhance skills (team
management, public speaking, etc.) Consistent accountability
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Every PM Needs A Development Plan
PM Duties/Authority Current Vision
Manage proposals for the projects he/she will ultimately manage No Yes
Prepare the fee budgets for their projects Occasionally Yes
Actively participate in fee negotiations with clients No Yes
Actively participate in selecting their project team members No Yes
Actively participate in performance evaluations of team members No Yes
Able to get non-performers removed from their projects No Yes
Control design and technical decisions (within the overall constraints of firm policies) Yes Yes
Stay in firm control of their project budgets Usually Yes
Stay in firm control of their project schedules Yes Yes
Maintain the day-to-day relations with their clients Yes Yes
Sign and seal the drawings (in states where they are licensed) No Yes
If there is a collections problem, directs the collection efforts Participates Yes
Really feel accountable for the success or failure of his/her projects Yes Yes
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Pillar 2: Creating an Environment That Enables PMs to be Successful
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Best Practices
Templates and tools to comply with standards
Efficient, well documented processes Workflows from PM system to provide
real-time project insight Insight into project financial
performance Support from senior project manager
or principal
Establish a Partnering Relationship Between Principals and PMs
Activities Project Manager Principal
Fee proposals Prepares Approves
Fee negotiations Participates Directs
Team selection Requests Approves
Performance evaluations
Inputs Performs
Removing non-performers
Recommends Acts
Design/technical decisions
Meets standards Set standards
Client relations Maintains Client Sponsor
Future work Secures Approves
Accountability Maintains Rewards/punishes
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Give PMs the Tools They Need to Do Earned Value Management
$- $17,379 $34,758 $52,137 $69,516 $86,895
$104,274 $121,653 $139,032 $156,411 $173,790
0%10%20%30%40%50%60%70%80%90%100%
Planned ExpendituresActual ExpendituresEarned Value
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Pillar 3: Instilling Accountability Across The Organization
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Best Practices
Senior management
o Management sets the standard!o Rigorous project reviews at least monthly
PMs
o Document compliance with required actions
o Project plans current and scope changes addressed with management
o Standard escalation steps followed if project falls behind with budget or schedule
o Monitor KPIs monthly and take action when project performance is below benchmarks
Finance
o Partner with the PMs – information sharing, training
MuchAbove Target
MuchBelowTarget Profit
Target Profit
BelowTargetProfit
AboveTarget Profit
Unacceptable
Needed Improvement
Acceptable
Met Expectations
Exceeded Expectations
Excellent
Exceptional
How One Successful Firm* Evaluates Their PMs
Clie
nt E
valu
atio
ns
Profitability
1 1 PM #11
1
1
1
1
1
2
2 PM #2
2
2
2
22
3
3 PM #3
3
3 3
33
3
4
4 PM #4
4 4
4
4
4
* Reproduced courtesy of ClientFeedbackTool
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
10 Things Principals Must Know About Their PMs’ Projects
1. Is the job set up properly in the accounting system?2. Has a Project Management Plan been prepared and distributed to the
team?3. Are there pending change orders that need to be formalized?4. Has the job been billed recently?5. Are payments current?6. Is the job running over or under budget? If over budget, what corrective
actions are being taken?7. Is the project on schedule? If not, what corrective actions are being
taken?8. Are our QA requirements being followed?9. Is the client happy?10. Is there more work coming up with that client?
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
We Don’t Recommend This Method
Principals
Project Manager
CFO
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
You Can Get the Answers By…
Or You Can Schedule Formal Project Reviews
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Selecting Projects for Formal Reviews
% Spent varies significantly from % Earned
% Earned = % Spent
High risk projects
High opportunity projects
Strategic client projects
It’s the PM’s turn
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
One Firm’s Project Review Process
1. All PMs submit Earned Value reports to their Office Managers each month.2. Each Office Manager in conjunction with the Regional Manager will select a day
each month to conduct project reviews. Time allocated will be 30 to 60 minutes per PM, at the discretion of the Office Manager. Office Managers will have a schedule in place on or before November 1.
3. Office Managers will advise Regional Managers, PICs, COO and CFO which projects are scheduled for reviews each period. Regional Managers, PICs, COO and CFO will attend at their discretion (either in person or via web).
4. Each PM must present at least one project each month. If the Office Manager is also the PM, the Assistant PM will present the project
5. Project reviews will include both PowerPoint and Excel templates (plus other clarifying management information that the PM may want to include)
6. The COO monitors the implementation of this process
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Key Takeaways
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Key Takeaways
1. Develop a specific list of PM duties for all the PMs in your firm
2. Measure your PMs’ performance in terms of:
Profitability Client satisfaction
3. Have a written plan for developing promising design professionals into strong PMs
4. Communicate regularly with your PMs to find out the status of key issues
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Key Takeaways…
5. Senior Management commitment to strong project management
6. Senior Management adopts new processes
7. Project planning is integral to business process
8. Clear career path, training and development, and support for PM leads to lower turnover
9. Best practice firms leverage technology, streamline business processes, and centralize information in a single database
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Q&A
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Next Steps
Project Management BootcampThis interactive, two-day seminar is extremely useful for those who are looking for all levels of project management
• Webinar participants register now for one of the upcoming 8 locations, and bring a colleague to this seminar for half off the regular registration fee.*
Project Management NewsletterThis monthly newsletter provides PMs with great ideas on how to make
their projects more successful.• Webinar participants receive 18 months of this newsletter for the price of 12 months
($397 per subscriber)• Significant discounts are available for multiple subscribers in the same firm
Call Diane Constantine at 800-537-PSMJ (7765) and mention that you participated in this webinar to receive these special offers for a limited time only.
Offer ends 14 days from the date of this webinar!*PSMJ PM Bootcamp offer – not valid on previously registered and paid attendees
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Next Steps
Building a Culture of Better Project Management Whitepaper
A start-to-finish guide for creating a world-class project management
discipline.
Download- http://bit.ly/1rQcXJF
Deltek Project Management eBook
Loaded with product and client examples, this interactive eBook shows
you how Deltek Vision enables more effective project management
Download - http://bit.ly/1jjjyty
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Thank You!
Dave Burstein
dburstein@psmj.com
(770) 723-9651
Bob Stalilonis
BobStalilonis@deltek.com
(617) 528-2375
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