program strategy - notes q&a approach

7/29/2019 Program Strategy - Notes Q&A Approach

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Program Strategy

[email protected]


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Program Strategy

You are delivering benefits to your organization by enhancing current capabilities and enhancing new capabilities for yourorganization to use. Who are you? Project or Program Manager

What you call an outcome of actions and behaviors that provides utility to the organization? A benefit

I am trying to achieve my organizational goals and objectives, often in the context of my organizations strategic plan. Whoam I? Program or Project Manager

I am just a facilities manager for XYZ Program. The Program Manager said to me, my support is identified as crucial elementof his Program. Surprisingly I am not managing any project for delivering any work related to the SCOPE of his program? AmI really part of this program? Yes, because Programs may include elements of related work outside of the scope of the discrete projects in

program

The managers who reports to me are either responsible for Maintenance or Operations or creating products undertaken astemporary endeavors or managing multiple related endeavors in centralized coordinated fashion. I do facilitate effectivemanagement of their work to meet strategic business objectives of my organization? Can you guess my role? A Portfolio Manager

I do integrate, monitor and control the interdependencies among my vendor managers, who develop few products that I care.One of my senior colleague Mr ABC involves in a different initiative trying to achieve his goals through optimizing andintegrating the Cost, Schedule and effort. However, Mr. XYZ, who recently joined my organization is attending a onboardtraining with agenda of learning MANGEMENT FRAMEWORK that explains how to manage strategic benefits, coordinatedplanning, complex interdependencies, deliverables integration and optimized pacing. What are our roles in the samesequence? Program Manager

I am a Project Manager and functionally reports to my Program Manager who asked me to share any risks that I haveidentified so far. I agreed to provide that information once he clarifies my questions on management approach documentwhich he did share recently. He acknowledged my dependence on him for information is quiet common. Can you guess,what phases I might taking care of at this moment? Initiation or Planning

In my purview of responsibilities shows the truest measure of my organization intent, direction and progress. It is whereinvestment decisions are made, resources are allocated, and priorities are identified. If any proposed initiatives not align tothe organizational strategy, the initiatives will not be approved. When my organizations strategic direction changes, I doreexamine my scope work are still viable and expending resources further is worthwhile. What is my role? Portfolio Managers


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Project, Program and Portfolio A Comparison


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Program Strategy

The following are my duties. One of my friend guessed my role as Governance Board Member. Do You agree? Defining Program Management Processes the will be followed Managing budget and schedule at program level Defining the Quality Standards for Program and Programs components

Providing centralized support for managing changes and tracking risks and issues No. agree for Program Management Office My major challenges are leveraging of resources among one of my Programs Projects, evaluation of the total ownership costs, and

requirements and configuration management across projects. Who am I? Program Manager

_________ __________ must identify __________, understand their _______ and ________, develop a _________ management plan toengage effected _______, manage their expectations, and improve their _________ of program objectives

Program Manager, stakeholders, needs, expectations, stakeholder, stakeholders, acceptance. What are the skills of Good Program Manager?

Technical Program Management Skills, Strong Communication Skills, Time Management abilities, Solid foundation of PeopleSkills, including political skills, good in recognizing the dynamic aspects.

Which Program Plan addresses stakeholder needs and expectations and provide key messages in timely fashion to all the rightstakeholders?

Program Communications Management Plan Program managers lead the program management team in establishing program __________, Identifying inter_________,

Communicating Program ___________s, Tracking Pr_______, making ________s, and resolving _______ and ______. Direction, dependencies, requirements, ogress, decision, conflicting and issues

Program Managers are often work with ________ _________ and _________ _______ to gain support, resolve conflicts, and leadindividual program team members by providing specific work directions.

Component Managers and Functional Managers

____________ is embedded in the program managers job and happens throughout the programs life cycle. Leadership

Program Managers are often require ___________ __________ and _______ _________ skills to align programgoals and benefits with the long term goals of the organization

Strategic Visioning and Strategic Planning

While Project Managers lead the work on their components, it is program mangers responsibility to ensurealignment of the individual _______ __________ with the ________ _________ and __________.

Program Goals and Objectives

Understanding _________ _________ and ____________ of a program is important in achieving a positiverelationship and setting the ground work for when the benefits from the program will be transitioned to thesupporting organization

Political climate, Temperature


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Program Managers Skills


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Program Strategy Program External Factors

Best Practices, Lessons Learned and historical information such as completed schedules, risk data and earnedvalue data and processes such as procurement and contract management, financial management, quality controlare classified as ________ __________ _____.

Organizational Process Assets My Program Scope, Schedule, Cost, Quality, Resource Utilization are showing good results and metrics are within

the tolerances. My Chief Executive Sponsor and Program Executive convened a meeting today asked me torelease all the resources and close the program? What might be the reason? Outside of the program there are organizational factors (Enterprise Environmental Factors) that

influence the selection, design, funding and management of the program. A change in direction ofthe organization can cause the program to no longer support the new strategic goals.

My program governance board has identified serious quality issues during the Integration of EndProduct due to process deviations from Project A. But the Project Manager has supported his

team and appreciated for his teams best practices to their Project Design Document andProcesses. I have verified their Project Repository of best practices and found those are good butalso found the root cause of this problem. Can you guess what it is? Deviations to Standards, Processes, tools and templates will require approval from Governance

board which is missing.

The following are examples to say that the program and its performing organization can be impacted by__________ _______ _____

Change in Government Regulations Change in Market Conditions Changes in the funding organization Changes in military threat levels Changes in interest rates Changes in Political Climate New Stakeholders from outside the organization


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Program Life Cycle How Program helps Organizations?

Programs deliver benefits to organizations developing new capabilities or by enhancing

current capabilities. Programs are means of achieving organizational goals and objectives that are so large scale

that they cannot be achieved by single projects

Where the Program Managers spends most of their time? Stakeholder Communication and Management

When the Programs Begins? When funding is approved or When the Program Manager is assigned

When Projects/Components Begins? At any time after program begins Who and When ends the Projects?

The Governance Board and they ends before the programs ends

Who and When ends the programs? Steering Committee and when all the components within program have successfully

produced their deliverables orat the stage whereby they can deliver these benefits in futureand benefits have been incorporated into the final product and that final product is delivered

to the customer or transitioned to operations phase Where the significant amount of Program Work occurs?

Integration Testing require significant amount of time and cost to ensure the different piecesof work from components together as unified system.

Who ensures the program delivers its expected benefits and How? Governance/Governing Board By means ofRegular Status Updates, Audits, Phase-gate Reviews and Change control


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Program Life Cycle Programs Benefits

What the Program Life Cycle really facilitates? Program Governance, Enhanced Control and Coordination of Program and Project

Resources and Overall Risk Management What are the five Phases of Program Life Cycle?

Pre-program Preparations, Program Initiation, Program Setup, Delivery of Program Benefits,Program Closure

What are the significant milestones of Program SCHEDULE? Component Initiation and Component Closure

What are the conceptual phases of PRODUCT Life Cycle?

Conception, Design, Manufacturing, Service, Divestment What the program life cycle should complies with? With the needs of CORPORATE GOVERNANCE

What the Program Life Cycle really ensures? It ensures that the expected benefits are realized in a predictable and coordinated manner..

What the benefits management really demands? Establishment of Processes Measures for Tracking Assessment of Benefits through out the Life-cycle

When the Benefits Management has its own LCycle which runs parallel to PgM LC? Benefits are being delivered incrementally in Program Life Cycle

What are the phases in Program Life cycle the Identification and Qualification ofbenefits occur? Pre-program Preparations, Program Initiation and Program Setup


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Identify the Entry and Exit Criteria of Pre-program Preparations and Initiation Phases


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Program Life Cycle Program Governance

Where the expected benefits of each project should be defined?? In PROJECT Business Case before the PROJECT Initiated

What the benefits management really demands?

Supporting Structure and Processes to help PLAN, MANAGE, MEASURE, TRACK and REALIZE thebenefits

To develop Benefits Realization Plan what do you rely on? Program Scope Statement and Program Scope Management Plan

What are the tools and techniques to develop the Benefits Realization Plan? Interviews, Focus Groups and reviewing the customer acceptance criteria

What the benefits management demands during Phase-gate reviews and at of Program ClosurePhase? Reporting the Planned vs Actual benefits

Forecasting benefits ongoing value Reasons for any deviations

Recommendations on how gaps can be bridged

What the Program Governance offers? Phase-gate base oversight of:

Progress of the Program (Deliverables, Performance, Risks and Issues) Delivery of coordinated benefits from component projects

Where the Program Governance assists Program Manager/Team? In Managing RISKS, STAKEHOLDERS, BENEFITS, RESOURCES and QUALITY across PROGRAM Life

Cycle What is the focus of Phase-gate Review Approach?

Strategic Alignment Investment Appraisal Risk Management Benefits Assessments Monitoring Program Outcomes


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Program Life Cycle Program Governance

In which case, Phase-gate reviews will be carried out within the context ofportfolio? Incase the program was initiated as part of a portfolio (Unlike standalone)

What is the purpose of Phase-gate reviews Provides an objective check against the exit criteria of a completed phases to

determine readiness to proceeds (GO or NO-go) to the next phase. Also before initiating a new component in middle of the program life cycle.

What criteria the Phase-gate reviews applies to assess the program?

Program and its projects are aligned with Organization Strategy Expected benefits are inline with Business Case Level of Risk remains acceptable to the organization Generally accepted good practices are being followed (e.g. efficient resource

utilization, effective decision making, appropriate accountabilityand oversight,stakeholder engagement etc.)

The Programs/Projects within it are still relevant to the organization

G1? Approve Program/Component Initiation

G4? Approve Program/Component Transition


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Program Life Cycle Pre-program Preparation

Why Organizations creates Strategic Business Initiatives? To address the Organizational needs for CHANGE

Who owns the Strategic Business Initiatives? Organizations Portfolio Whos responsibility to support the Organizations Mission, Vision and Values?

Projects and Programs. That is how, any change in organizational direction effects the currentprojects and relationship among projects

What triggers of Pre-program Preparation Phase? A Program Mandate.

Who issues a Program Mandate? Portfolio Review Board or Executive Steering Committee

What Program Mandate is comprised with? Definitions of Strategic Objectives and Benefits that Program expected to deliver

What the Program Mandate really confirms? Commitment of Organizational Resources to DETERMINE if a program is the most appropriate

approach to achieve business objectives

What a Pre-program Preparations Phase really focuses on? Analysis of available information about organizational and business strategies, internal and external

influences, program drivers, and the benefits that involved parties are expected to realize.

What happens in Pre-program Preparations Phase? Understanding the strategic benefits of the program Developing a plan to initiate the program

Defining the program objectives and their alignment with the organizations goals

Developing a high-level business case, which demonstrates understanding of the needs, businessbenefits, feasibility and justification of the program

Agreeing to Check Points through out the program to ensure it is on track


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What is the KEY and PRIMARY criteria to SELECT or AUTHORIZE any Program? Strategic Objectives or Expected Benefits

What are the other essential criterions to SELECT or AUTHORIZE any Program? Key Resources Availability

Technical complexity to deliver the changes needed to implement new capabilitiesacross the organization

How do you assess any organizations maturity in Program Management? Formalized/Standardized Mechanism or PROCESS to Select Programs for Execution

Existence of Governance Structure

A Career Path for Program Management Existence of Program Management Office (PMO)

What next after the AUTHORIZATION or APPROVAL of program by PORTFOLIOREVIEW BOARD? Identify and Evaluate the INTEGRATION OPPORTUNITIES and NEEDS such as

HUMAN CAPITAL orHUMAN RESOURCE REQUIREMENTS (those may not be part ofCore Team) for Program Initiation and Planning.

In order to align and integrate the program benefits within and across the

organization, what you need to identify ? Skill sets, facilities, finance, assets, processes and systems within the Program andoperational activities


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When _________ _______ Plan integrated with _______ _______ Plan, it provides

the visibility to Sponsor Level and at the delivery level. Benefits Management, Program Management.

What is a Focus Group? A focus group is a group of individuals assembled to address specific questions about their

attitude towards a product, service or concept. These questions are asked in an interactivegroup setting where participants are free to talk with other group members. Focus Groupsmay solve problems and/or find solutions to the case at hand

My organization allocated $5 M to expand the market channels. I am assessing four

initiatives that are in my hand and found the Pay Back Periods are as follows. Whichinitiative I should approve?

I) 3.2, II) 10.7, III) 2, IV) 0.8 Financial Years

IV

My organization allocated $5 M to expand the market channels. I am assessing fourinitiatives that are in my hand and found the Internal Rate of Returns are as follows.Which initiative I should approve?

I) 23.5% II) 0.8% III) 12.5% IV) 2.3%

I

My organization allocated $5 M to expand the market channels. I am assessing fourinitiatives that are in my hand and found the Cost Benefit Ratios are as follows.Benefit-cost ratio (BCR) = PV of revenue / PV of cost is my calculations. Whichinitiative I should approve?

I) 1.5 II) 0.8 III) 2.5 IV) 1

III


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ECO Tasks Program StrategicManagement

program strategy - notes q&a approach

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