portfolios, programmes and projects. delivering one version of the truth: a case study
DESCRIPTION
A presentation by Geoff Reiss, made at the APM South Wales and West of England branch seminar 'Project Controls: A 1 day Seminar' on Wednesday, 2nd October 2013TRANSCRIPT
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