digineer - pmi lig

Digineer®

PMI – MN Joint LIG

Project Managing in a

Matrixed Organization

©2011 Digineer - Confidential and Proprietary 1

Which one?


Darrell Andersen, PMP, MBA

Enterprise Project Consultant – Digineer®

• Over twenty years of experience, specializing in the

PM discipline

• Adjunct Professor in Project Management at the

University of Minnesota and University of Phoenix

• Clients include manufacturing, financial, marketing,

insurance and health care industries

• Email: [email protected]

• Blog: http://pmimn-portfolio.com/


Agenda

• Overview of Matrixed Organizational Structures –

PMBOK based

• Keys to Project Management success by Project

Management process groups

• Things you can start doing immediately


Functional Organization

Chief Executive

Functional

Manager

Staff

Staff

Staff

Staff

Staff

Staff

Orange boxes represent staff engaged in project activities

Project

Coordination

Functional

Manager

Staff Staff Staff

Functional

Manager

5 ©2011 Digineer - Confidential and Proprietary

Projectized Organization

Chief Executive

Project

Manager

Staff

Staff

Staff

Staff

Staff

Staff


Project

Coordination

Project

Manager

Staff Staff Staff

Project

Manager


Weak Matrix Organization

©2011 Digineer - Confidential and Proprietary

Chief Executive

Functional

Manager

Staff

Staff

Staff

Staff

Staff

Staff


Project

Coordination

Functional

Manager

Staff Staff Staff

Functional

Manager

7

Balanced Matrix Organization


Chief Executive

Functional

Manager

Staff

Staff

Staff

Staff

Staff

Staff


Functional

Manager

Staff Staff

Functional

Manager

Project

Manager

Project

Coordination

8

Strong Matrix Organization


Chief Executive

Functional

Manager

Staff

Staff

Staff

Staff

Staff

Staff


Functional

Manager

Staff

Functional

Manager

Project

Coordination

Manager of

Managers

Staff Staff

Project

Manager

Project

Manager

Project

Manager

9

Composite Organization

Chief Executive

Functional

Manager

Staff

Staff

Staff

Staff

Staff

Staff


Functional

Manager

Staff

Functional

Manager

Project B

Coordination

Manager of

Managers

Staff Staff

Project

Manager

Project

Manager

Project

Manager

Project A

Coordination


Where are you today?

PMBOK 3rd Edition 2005


Org Structure

Functional Matrix

Projectized Project

Characteristics Weak Matrix Balanced Matrix Strong Matrix

Project Manager's

Authority Little or none Limited Low to moderate Moderate to high High to almost total

Resource Availability Little or none Limited Low to moderate Moderate to high High to almost total

Who controls the

project budget Functional manager Functional manager Mixed Project manager Project manager

Project Manager’s role Part-time Part-time Full-time Full-time Full-time

Project Management

Administrative Staff Part-time Part-time Part-time Full-time Full-time

11

Has this happened to you?

• Lose resources from your project to a higher priority

project?

• Your resources are over allocated across multiple

projects?

• Production/operational support routinely impacts

your project team and/or schedule?

• Low commitment to your project by team

members?


Common Themes to Successful PM in a

Matrixed Organization

• Communication

• Clarity

• Negotiation

• Participative

• Finding Solutions

• Alternative Resources


Why do you care?

• You are the Project Manager

• You are a trained professional

• You are the project expert

• You are there to ensure project success


Key Areas

Initiating & Planning

Monitoring &

Controlling Closing


Key Initiating & Planning Tasks

• Defining Roles and Responsibilities

Estimation

Scheduling

• Resource swapping, operational support, vacation

Resource commitment

• Communication Plan

Hierarchy of communication

• Status, issues, decisions, minutes, etc.

Meeting attendance


Committed or just Involved?


Key Initiating & Planning Tasks (cont.)

• Negotiate team member reviews

• Negotiate consequences

Positive and negative


“In a true matrixed environment, there is equal

authority between functional and project managers”

Key Management Tasks

• Have a steering committee

• Ensure sponsorship is high enough to influence

• Better business case – “Data wins”

• Up-to-date project schedule that tracks resource

assignments

• Give back resources as soon as you are done


Key Monitoring & Controlling Tasks

• Change Request Approvals

• Key Document Signoffs

• Accurate Staffing Plans

• Weekly Meetings

• Alternative resource options

• Monitor for resource burnout & spikes

• Cross train to absorb production support


Reprioritization

• “It happens – deal with it!”

• Be prepared to communicate impacts

• Be prepared to negotiate resources

• Be prepared to document the changes (yes this

could mean change control)

• Explore putting your project on hold


Key Closure Tasks

• Release resources as soon as possible

• Include functional managers in lessons learned

(Post Mortem or Feed-Forward)

• Provide feedback on resources


Five Most Important things a PM should

do in a Matrixed Organization

1. Define Roles & Responsibilities

2. Define commitment

3. Proactive resource negotiations

4. Detailed project schedule

5. Team performance reviews

5


Top five things to do tomorrow

1. Invite functional managers to your project

meetings (weekly and steering committee)

2. Update your project schedule with details

3. Talk often with critical resources allocated to

multiple projects – get the other project detailed

schedules

4. Focus on cross organization communication

5. Sign up for a negotiation class

5


About Digineer®


Digineer® Services

Management Consulting

Transform vision into reality

Enterprise Project Management

Guide projects from start to finish

Software Architecture and

Development

Develop the software you need to

increase your competitive edge

Information Management

Make better and more accurate use

of your data

Portals & Collaboration

Increase business productivity

Business Analytics

Ensure projects achieve their

intended business value

Business Process

Integration

Integrate systems to drive growth

and competitiveness

Our commitment to results fuels every client engagement. Our rigor and discipline separates us from other consulting firms large and small.

Digineer® Delivers Results

How We Deliver

Digineer uniquely brings IP-driven, product-enabled services and technologies to every engagement, which we customize for clients to address specific pain points and business objectives.

From strategy development to technology implementation and ongoing management, Digineer has the breadth and knowledge to drive results from start-to-finish.

Digineer® Awards and Recognition Digineer and it’s employees have been honored and recognized for their achievements in technical expertise, culture, growth and commitment to community programs.

Technology: Microsoft MVP, .NET Developers Journal, SQL 2005 Whitepaper , Co-owner of Deployment Framework for BizTalk on CodePlex Culture: 2006 Best Bosses Fortune Magazine, Inc Magazine, Star Tribune, Sales and Service Excellence Growth Inc 500/5000: 2005, 2006, 2007, 2008, 2009

Twin Cities Business Journal Fast 50 2005,2006,2007, 2008 Upsize Magazine, Business Builder of the Year Community IIBA Alliance Sponsor, PMI-MN Corporate Sponsor, PASS MN Board Members

Digineer® Offerings - Tools & Tech

Management Consulting

• Business Strategy Map

• Business Interaction Model

• Stakeholder Perspective (SIPOC) Diagrams

• Dashboards & Key Performance Indicators (KPI)

• Organization Maturity Models

• Organizational Change Management (OCM) plans

Enterprise Project Management

• Project Management Body of Knowledge

• Portfolio Management

• Microsoft® Project Server & Portfolio Server

• Project Management Maturity Models

Business Analysis • Requirements Management

• Use Cases

• User Stories

• Process & Activity diagrams

• Wireframes

• User Interface Style Guide

• Heuristic Reviews

• Competitive Analysis

• BizAgi®

Software Architecture & Development • Biztalk®

• Web, desktop and mobile applications

• B2B and systems integrations

• Cloud solutions/Azure

• Team Foundation Server

• Visual Studio

• .NET, ASP.NET, WPF, WCF, WF

• Silverlight

• Property tools / code

Portals & Collaboration • SharePoint ® Best Practices & Roadmap Assessment

• SharePoint Governance & Site Planning

• Microsoft SharePoint Server

• SharePoint Designer

Information Management • SQL Server

• Analysis Services

• PowerPivot ®

• SQL Server Integration Services

• SQL Server Reporting Services


Management

Consulting

Our experienced management resources understand how to effectively link strategy to execution. We help our clients out-perform

their competition by:

• Achieving and executing alignment on project success

• Defining, launching, strategic initiatives

• Maintaining velocity with on-going checkpoints

Enterprise

Project

Management

Our consultants help you deliver projects on time, within budget, and with the desired result. We help our clients:

• Select projects that bring the most value

• Align funding and resources

• Increase visibility into project health

• Manage resources efficiently

• Reduce the risk of large, complex programs

• Implement repeatable, predictable processes

Business Analysis

Our analysts serve as business-focused advocates participating in all phases of the project lifecycle. We partner with clients to:

• Ensure projects achieve the intended value

• Simplify the usability of software applications

• Increase the competitiveness of your applications

Software

Architecture &

Development

Digineer listens, learns, produces and delivers.

Digineer partners with clients to:

• Turn software solution ideas into reality

• Accelerate and deliver custom applications with confidence

• Bring visibility, agility and accountability to your software projects

• Elevate your team with successful development efforts

Portals &

Collaboration

Digineer builds portals that lead to more effective collaboration on a scale that fits the needs of your entire organization, from teams

and departments to everyone in the enterprise.

• Connect people, markets, processes, and information across companies, geographies and communities

• Reduce barriers to information and increase process transparency

• Meet regulatory requirements and ensure compliance

Information

Management

From working with companies of all sizes in a variety of industries, we’ve developed a wide range of proprietary scripts, metrics and

methodologies that offer a more holistic view and make better use of the data within a company. Our Information Management

services drive business results by accomplishing three goals:

• Increasing the accuracy of data

• Improving the delivery of information • Providing business insight and knowledge

Digineer® Offerings - Services


PMO

OCM

Intake Process

Portfolio

Optimization

Process

Portfolio

Approval

Process

Portfolio

Monitoring

Process

IDEA

S A

CTI

ON

Project 1

Project n

Project 2

PPM EPM

PPM/EPM Model


Project

n2

Contact Info

Darrell Andersen, PMP, MBA

Enterprise Project Consultant

Digineer, Inc.

505 Highway 169 North

Plymouth, MN 55441 USA

Phone: 763.210.2300

Fax: 763.210.2301

[email protected]

www.digineer.com


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