project organizational fundamentals - ethier · organizational structure comparison steering...

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PPROJECT ROJECT OORGANIZATION RGANIZATION

FFUNDAMENTALSUNDAMENTALSHow to Organize for SuccessHow to Organize for Success

CMA Alberta Continuous Professional Learning and Development

Derek Riphagen October 2010

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TAKE TAKE --AWAYSAWAYS

What are you looking to take away from this workshop?

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WORKSHOP OBJECTIVESWORKSHOP OBJECTIVESTools, Techniques and Practice:

To correctly set up your project organization

Recognize the mandatory skills and behaviours for some of the project roles

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Background

Setting the Project Structure

Roles & Responsibilities

Skills

Resources

Practice Exercises

Wrap-up and Evaluation

AGENDAAGENDA

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BACKGROUNDBACKGROUNDProject environment

It is a change of the status quoTime limited (defined start and end dates)It has a budgetTypically has dedicated skilled resources (proven ability)Distinct phases and deliverablesSpecific outcome tied to a commitmentTask focus

Line environment

Long-term support of company strategyEmployee development & growthDoing as much as can be done within a given budget yearService-mindedDirectional focus

Operational in nature

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BACKGROUNDBACKGROUND

GovernanceProject oversight is about good organization and governanceGood organization and governance sets the stage for a successful project

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FUNCTIONAL SUPPORT

• Contracts

• Training

• Human Resources

• Project Office

• Architecture Group

• Other

PROJECT STEERING COMMITTEE

PROJECT MANAGER

A Typical Project Organization StructureA Typical Project Organization Structure

THIRD PARTIES

• Vendor

•Regulator

•Customer

Subject Matter Expert(s)(SME)

TECHNICAL LEADERBUSINESS LEADER

PROJECT SPONSOR

Project Oversight

Project Team

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ORGANIZATIONAL CHANGE LEADER

SETTING THE PROJECT STRUCTURESETTING THE PROJECT STRUCTURE

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Organizational Structure ComparisonOrganizational Structure Comparison

STEERING COMMITTEE

TECHNICAL LEADER

BUSINESS LEADER

PROJECT SPONSOR

PROJECT MANAGER

CEO / CHAIRMAN

COMPANY ORGANIZATION

BOARD

PRESIDENT or COO

VPVP

PROJECT ORGANIZATION

SETTING THE PROJECT STRUCTURESETTING THE PROJECT STRUCTURE

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Why the project challenges?Unique structureNew to rolesCommunication channels untestedUnofficial communication channels don’t existTime to gel as a teamSkills and fit to the assigned roleSkills and fit with the project teamContract resourcesResponsibilities and authorityDifferent decision behavioursTask focus

SETTING THE PROJECT STRUCTURESETTING THE PROJECT STRUCTURE

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Clarity of objective Clarity of objective

ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESSponsor

Project GovernanceBusiness OutcomesBusiness Value

Project Manager

ExecutionScope, Schedule &Budget

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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESDelegation, Responsibility & Authority

Must alignCorporate authorityYour comfortLine positional authority versus project role authorityConflict of interest

Del

egat

ion Authority

Responsibility

Trust

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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESRelationship

Remember that as a Sponsor, your Project Manager must be your best allyTake time to build the relationshipMake sure the project manager is in tune with your needsEnsure you have the necessary confidence in your project manager

Shared interest and mutual trust

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Sponsor RoleThe Sponsor is usually the senior person from the company’s business area for whom the solution is being implemented and will most likely be the major recipient or beneficiary of the derived business benefits

ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES

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Committed

Empowered

Business Focused

Consistent

Demanding

Visionary

Mine Sweeper

Decisive

Communicator

Credible

ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESA Good Sponsor Is A Good Sponsor Is …………

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Steering Committee Role

Members of the SC assist the Sponsor with his/her duties

Stakeholders are usually present or at least adequately represented on the SC

The SC provides project governance

Members have the confidence and support of those they represent

ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES

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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESSTEERING COMMITTEE ROLESTEERING COMMITTEE ROLE

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Steering Committee ConsiderationsProject size, reach and impact

Risk

Knowledge

Authority

ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES

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Project Manager Role

The PM is responsible for planning, leading, organizing, directing, monitoring and controlling the project execution along with delivering a quality result on time and within budget according to the parameters set out in the project plan and any subsequent approved changes to the scope, schedule and budget

The PM reports to the Sponsor

ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES

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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES

Plan a ProjectProject Manager RoleProject Manager Role

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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES

Develop Risk Management

Plan

Define Key Deliverables

Determine Approach

Document Change Mgmt Process

Identify Constraints

Document Issue Resolution

Process

Determine Space, Other Requirements

Determine Order of Tasks

Define Scope

Establish Project Reporting

Put on Calendar w/ Milestones

Determine Hardware/ Software

Requirements

Determine Best Estimate

Determine Objectives

Establish Project Standards

Assign Tasks to Resources

Determine Personnel Resource

Requirements

Specify Activities and Tasks

Identify Stakeholders

Approve & Baseline

Plan

Develop Project

Controls

Prepare Budget

Develop a Schedule

Resource Requirements

Develop Work Plan

Project Framework

Plan a ProjectProject Manager RoleProject Manager Role

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SKILLS SKILLS

Project management competenciesLeadership CommunicationTrack record

Project ManagerProject ManagerSKILLS SKILLS

Project ManagerProject Manager

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Project Management Competencies Planning

Estimating

Organizing

Delegating

Decisive

Judgment

Interpersonal

Tools

Track record

Business savvy

Professional designation?

SKILLS SKILLS Project ManagerProject Manager

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Learning Experience?

Leadership Skills/Styles CollaborativeDemanding

FairConsistent

SituationalTeamwork

Honest

SKILLS SKILLS Project ManagerProject Manager

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Excellent & Mature Communication Verbal

Written

Presentation

Concise

Clarity

Unambiguous

Accurate, honest & complete

Audience sensitive

SKILLS SKILLS Project ManagerProject Manager

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Excellent & Mature Communication

SKILLS SKILLS Project ManagerProject Manager

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Previous experience on similar projects

Success and failures

Track Record

Subject matter expertise?

BEEN THERE,

DONE THAT,

GOT THE

T-SHIRT

SKILLS SKILLS Project ManagerProject Manager

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Initiative

Motivation

Perseverance

SKILLS SKILLS Project Manager AttributesProject Manager Attributes

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RESOURCESRESOURCES

Set upProgressLessons

Use them

Plan for them

Project ReviewsProject Reviews

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RESOURCESRESOURCESPart Time Project ResourcesPart Time Project Resources

Project A Project BProd

uctiv

e Ef

fort

Time

100%

50%

Average Effort

Planned Effort

Actual Effort

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REVIEW ROLES & REVIEW ROLES & RESPONSIBILITIESRESPONSIBILITIES

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CLOSING THOUGHTSCLOSING THOUGHTS

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CLOSING THOUGHTSCLOSING THOUGHTSESSENTIAL QUESTIONSESSENTIAL QUESTIONS

Is the vision clear?Is my organization structure correct?Are the roles defined?Are the responsibilities clear for each role?Do I have the right project manager for the project?Do I have the right skills and knowledge represented on the steering committee?Are the lines of communication between roles clear and understood by everyone?Are there any conflicts of interest?Do I have confidence in the project manager?Do I trust the project manager?Have I delegated the right authority to the project manager?Does the delegated authority align with the project manager’s responsibilities?Is the project positioned for success?Will I fulfill my role expectations and responsibilities towards the project for the duration of the project?Should I instruct the project manager to plan for a project review?

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CLOSING THOUGHTSCLOSING THOUGHTS

Take the time to organize properly.

You will avoid performance-related, time consuming issues that increase the risk of not achieving the business results.

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So let’s see what we’ve learned.

CLOSING THOUGHTSCLOSING THOUGHTS

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Project managementProject managementBusiness process innovationBusiness process innovationBusiness systems analysisBusiness systems analysis

www.ethierassociates.cadriphagen@ethierassociates.ca

(403) 234 8960

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