portfolios, programmes and projects. delivering one version of the truth: a case study

DELIVERING ONE VERSION OF THE

TRUTH:

A CASE STUDY

Geoff Reiss HFAPM, MSc

Language

Let’s first agree our terms

Project Management

Outputs required should be clear Multidisciplinary skills are need Competing with other, overlapping

projects Success = on cost, time and performance

Time

CostPerformance

Programme Management There should be a clear

Vision Uncertainty about how to

get there The change is large and

complex The risk is higher And a focus on benefits is

more important than outputs

Portfolio Management

The management of all programmes and projects within one organisation

Company, division or operation Includes selection, evaluation and

authorisation of programmes and projects

Project, Program and Portfolios

Projects Outputs

Programmes Outcomes

Portfolios Strategy

PMI: Portfolios, Programs and Projects

Reporting

Planning v Reporting

60%

40%

How PMs spend their week

Planning the futureReporting the past

Planning v Reporting

40%

60%

How PMs spend their week

Planning the futureReporting the past

Reporting

Very expensive people spend a lot of time reporting.

They are looking backwards but walking forwards

One Version of the Truth

Can only come from one source All projects feed a single source But parts can be made available to

different stakeholders An open and honest culture helps a lot

Document Management

Store Documents in one central location

Control access (create, read, write, delete)

Version control

Why? Always use latest version Less errors Less time searching for the right

document Ease reporting

Document Management

Workers, teams,

measurement

Project Manager

The Reporting Process

Project 3

Project 1

Project 2

Project Manage

r

Project Office

Workers, teams,

measurement

Project Manager

60 Projects in 9 Programmes

16

9 Programmes

60 Projects

ProgrammeBoards

Main Board& committees

Memberorganisations

FundingBodies

Associateorganisations

Other externalstakeholders

Finance

Deliveryconsortia

Programme Management

Office

Project teams report on a regular cycle

Monthly Use standard report layout Consolidate into a programme or

portfolio database – Project Office role

Summarise, slice & dice, specific focus reports, ad hoc reports

Dates set throughout 2013

Reporting

Project Management Information SystemsPMIS – an semi-automated reporting mechanism

An example of an update process:

1. Auto remind 60 PMs to complete online summary, this displays last week’s report + Finance Data

2. PMs update and click on submit3. Programme Report assembled and presented to

9 programme managers for checking4. Completed and submitted by programme

managers5. Report assembled and presented by the project

office for final checking6. Reports and Intranet pages updated and

distributed automatically

.

Reporting

SharePoint is very popular

30 minutes?

Reporting

Summary

One Version of the Truth is possible Requires:

A System A Programme Office A Documentation Solution

Not cheap But much PM time is saved

Good Luck with your projects