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CANEAManaging Geographically Dispersed Project Teams –Key Solutions & Techniques
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Ola Eklöf European Sales & Marketing director and
managing partner Works in the field of project management as a
senior consultant Master of Science degree in Industrial
Engineering and Marketing PMP® - Project Management Professional Prior experiences include work in the defense and
IT industry
Anthony Bone North America Sales & Marketing director and
business partner Works in the field of project management as a
senior consultant Master of Science degree in Project Management PMP® - Project Management Professional Prior experiences include work in the defense and
IT industry
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Purpose and take-aways
We will high-light some key strategies on…• …how to plan and organize geographically dispersed project teams• …how to effectively implement tools and information systems• …how to build an effective communication strategy for team success
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So how is the rest of the world doing with PM?
”The number of successfulprojects have dropped by10% for the period of 2009 –2012.”
Why is that so?
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Why We Exist?
We help to solve the fundamentalorganizational dilemma of planning,controlling, and coordinating projectactivities through improved technology,shared knowledge, and documentation.
This results in increased operationalperformance and enhancedcompetitiveness.
Before
After
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Organizational Dilemma
Tasks must be divided and allocated Individuals' work must be coordinated
Which leads to the fact that the individual´saverage contribution decreases withgroup size due to increased difficultiesof coordinating the work.
Maximilien Ringelmann (1861-1931)
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No commonprocessNo transparent
informationConflicting goalsUndefined
interfaces and rolesDifferent
terminology
How do you manage the white spaces?
”Deliver””Deliver” ”Maintain/Support””Maintain/Support””Order””Order”
OrganizationOrganization
Common project processes and IT system, clear roles etc.
Geary A. Rummler and Alan P. Brache
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What are some key challenges?
Project Planning Communication Collaboration Roles & Responsibilities Processes & Workflows
Are these the same challenges for mostprojects? Is it easier when your are all in thesame office? Maybe or maybe not.
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Fragmented systems make it harder!
Planning and risk management –ex. Excel, WBS Chart Pro, MS Project,
Primavera, Projectplace, PPI, PLS, Exonaut
Budget, forecast, actualsBudgeting system
NKG
RKG
Collaboration and document management,–
SharePoint, various EDM systems
Project list with actualsERP System
Unit mgr
Dept mgr
Area mgr
Portfolio management in Excel
Decisions
”CEO”
Reporting
PULS =KPI/Scorecard
system
Reporting
Projects
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Does your organization plan strategically?
ProjectsProcesses
• Regulations• Economy• Demographics• Competitors• Customers• Technology• Suppliers
”Management System– the structured wayto drive improvementsand change”
Knowledge & Documents
Initiatives
KPI´s
Critical SuccessFactors
Strategic Objectives
”ManagementSystem -realizing thestrategy”
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Ad Hoc Level No PM process
Planned Level Individual project planning
Managed Level Systematic projectplanning & control
Integrated LevelIntegratedplanning &control ofprojects
Executed LevelOngoingimprove-ments to thePM process
Project Maturity Model*
5
4
3
2
1
* Berkeley Project Management Process Maturity Model
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Ad Hoc Level No PM process
Planned Level Individual project planning
Managed Level Systematic projectplanning & control
Integrated LevelIntegratedplanning &control ofprojects
Executed LevelOngoingimprove-ments to thePM process
Where is your organization?
5
4
3
2
1
* Berkeley Project Management Process Maturity Model
> 80% ?
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Does information = control?
Does having a dashboard mean you can manage dispersedproject teams?
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Top 7 Key Strategies
1) Select a communication strategy on day 12) Develop processes and procedures3) Test it out if you’ve never done it before4) Hold kick-off and team building events5) Everyone agrees to roles and
responsibilities6) Implement a unified project planning
system7) Provide visibility and maintain control
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Fast Fact!
57% of projects fail due to “breakdownin communications.”
Source: http://www.it-cortex.com/Stat_Failure_Cause.htm
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#1: Communication strategy
1) Don’t hold a kick-off meeting until you havethis established
2) When will meetings be held3) Who needs to know what4) What reports do we need and how often5) Keep it simple to start and allow for
flexibility and your system to mature
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Project Portal and Collaboration
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Fast Fact!
68% of high performing organizations havemature PM processes and practices.
Source: http://www.pmi.org
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#2: Develop team processes
1) Build and/or publish SOPs that will bediscussed at project kick-off
2) Make sure they are clear, simple, andconcise
3) Account for all major project processes: Project Planning Project Reporting Project Changes Project Risks Project Closeout
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Document Management
Process Modeling
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Workflow Automation
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#3: Test out your strategy
1) Don’t roll out a communication strategyunless its proven
2) Don’t publish processes that haven’t beenused before
3) Setup a pilot project, highly recommended4) If problems occur the project strategy will
lose credibility5) Hard to recover
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Fast Fact!
73% of high performing organizationsutilize extensive training on PM tools
and techniques.
Source: http://www.pmi.org
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#4: Perfect Kick-off Meetings
1) Bring everyone together initially, worth theinvestment
2) Allow everyone to talk and buildrelationships
3) Organize some fun activities4) Roll out communication strategy,
processes, and technology plan
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Project Planning
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Fast Fact!
39% of projects fail due to lack ofplanning, resources, ad activities.
Source: http://www.it-cortex.com/Stat_Failure_Cause.htm
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Step 5: Roles and Responsibilities
1) Let everyone contribute and ask questions2) Get signatures and buy-in3) Publish documents to the project portal4) Once these are complete then start
planning all of the resources
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Project Team Management
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Fast Fact!
Businesses identified “capturingtime/costs against projects” as their
biggest project management challenge.
Source: The Access Group
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#6: Build a Unified System
1) Make effective use of technology tosupport your strategy
Allows for global planning and tracking Allows for online communication and
collaboration Provides integrated reports and metrics Provides resource management tools and
capabilities Allows for documentation management,
storage and accessibility
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Project Portfolio Management
Resource Management
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Using a unified ”cloud based” solution....
Planning and risk management –ex. Excel, WBS Chart Pro, MS Project,
Primavera, Projectplace, PPI, PLS, Exonaut
Budget, forecast, actualsBudgeting system
NKG
RKG
Collaboration and document management,–
SharePoint, various EDM systems
Project list with actualsERP System
Unit mgr
Dept mgr
Area mgr
Decisions
”CEO”
ReportingReporting
Projects
Improof DocpointProjects
PULS =KPI/Scorecard
system
Scorecardand BI module
Portfolio management in ExcelProjects
Projects
Scorecardand BI module
Projects
CANEA Framework
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Fast Fact!
33% of projects fail because of a lack ofinvolvement from senior management.
Source: University of Ottawa Study
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#7: Provide Visibility
1) Current schedule2) Milestones3) Metrics4) Costs5) Resource utilization6) Integrated Reports (Whole Project Team)
Without visibility you don’t have control!
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Business Inteligence
Performance Management
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Organizational Dashboards
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Recap: Key Strategies
1) Select a communication strategy on day 12) Develop processes and procedures3) Test it out if you’ve never done it before4) Hold kick-off and team building events5) Everyone agrees to roles and
responsibilities6) Implement a unified project planning
system7) Provide visibility and maintain control
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CANEA Short Facts A Scandinavian fast growing companyWe offer a COTS Management System
Software: CANEA Framework empoweringbusiness operationsCANEA has been developing the CANEA
Framework Software in 15 yearsCurrently 100 000+ users globallyCustomers in all industry verticals Internationally established reseller network in
over 20 countriesWe are a Microsoft Gold Partner & PMI REP
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Model, share andimprove businessprocesses
Execute projectsand manageportfolios
Define strategy & manageKPI´s and performance
Workflow engineto drive businessprocesses
Lifecyclemanagement ofinformation
The integrated management system software CANEA Frameworkallows organizations to plan, execute, follow up and improve
business operations in just one solution.
Our solution: Management System Software
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“We needed a solution to manage our$1 billion project portfolio.The evaluation of tools gave anunambiguous answer. Almost allmembers of the huge evaluation teamhad favored CANEA!”
World leading producerof iron ore
LKAB started out 1899 is owned by the Swedish government and is operating theworld´s largest and most modern underground iron ore mine. Annual investmentproject portfolio worth Euro 1 bn.
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“We are using the CANEA platformas a fundation for our integratedmanagement system includingdocuments, processes, workflowsand projects!”
Global Subway Operatorwith award winning QMS
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Trusted by Industry Leading Organizations
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Sweden (headquarters)Packhusgatan 6411 13 GöteborgContact: Brendan FraherPhone: (+46) 31-799 55 [email protected]
USA Partner (headquarters)Lexem Strategy LLC2011 Crystal Drive Suite 400Arlington, VA [email protected]