Project Governance

Project Governance

Overview

1. What is governance?

2. Defining governance levels

3. Defining the governance forum(s) and the agendas

4. Defining the reporting tools

5. Communicating the governance

Project Governance

What is it?

Every project, no matter what size, will require governance You probably don’t think about it much or call it governance Think about the structure of the governance on your project

BEFORE you start the project Governance takes time and costs money, ensure that you

have included it in your project planning

Project Governance

Yes, so WHAT IS IT?

Quite simply, governance is the infrastructure around your project which deals with:

–Culpability/ responsibility

Define the levels of responsibility

Project Governance

1. Who do you need to deliver to?

Who are the people you answerable to for the delivery of this project?

Do you communicate with them directly or does someone else do it on your behalf?

What method will you use for communicating? How often will you communicate ? What will you communicate with them? What format will the information that you are trying to relay

be presented in?

Project Governance

2. Who needs to deliver for you?

Who is responsible for performing tasks on your project? What are they responsible for? When do they need to deliver it? How will they communicate with you? How often do you want them to communicate with you? What format do you want their communication to take? What format do you want the final deliverable to take?

Project Governance

Examples:1. Who do you need to deliver to?

Account Manager Project Director Heads of department Creative Director Client Senior client Resource Manager

2. Who needs to deliver for you?

Planning team Account team Client Creative team Designers, Copywriters,

developers etc… External suppliers

Project Governance

Now group those people eg.

Slide 9Date to go here

Day-to-day delivery Day-to-day signoff Overall project signoff

Copywriter Project Manager legal representative

Resource manager Senior Project Manager branding representative

Project Director Project Director compliance representative

Web developer Head of Technology senior client

Designer Creative Director Programme Director

Planner Head of User Experience Client Services Director

Account Manager Day-to-day client Project lead from overlapping projects

Day-to-day client Client Services Manager

Ninja Planning Director

Head of Social Media

Project Governance

Now give them a name eg.

Slide 10Date to go here

Project delivery team

Project Review Board Project Executive Board

Copywriter Project Manager legal representative

Resource manager Senior Project Manager branding representative

Project Director Project Director compliance representative

Web developer Head of Technology senior client

Designer Creative Director Programme Director

Planner Head of User Experience Client Services Director

Account Manager Day-to-day client Project lead from overlapping projects

Day-to-day client Client Services Manager

Ninja Planning Director

Head of Social Media

Project Governance

IS IT A BIG PROJECT?

If it is…get yourself a Project Sponsor, 1 person who you have access to, who has ultimate responsibility for the delivery of this project

Where will you speak to your people and what will you discuss?

Define the forum(s) and the agendas

Project Governance

Scrums meetings

15 minutes

What did you do yesterday?

What will you do today?

Will anything prevent you doing your work today?

Project Review Board Meetings

Review product backlog and confirm the prioritisation

Review progress against milestones

Review progress against budget

Review financial forecasts

Review of issues log

Review of risks log

Project Governance

Executive Board Meetings

Review product backlog and confirm the prioritisation

Distribute current copy deck

Distribute current designs

Review progress against budget

Raise any major issues

Raise any foreseen risks

Project Governance

Now decide on the frequency

Team Frequency

Project delivery team Daily

Project Review Board Weekly

Project Executive Board Monthly

Project Governance

Other useful one-off Meetings

Planning meeting

Agree the tasklist

Agree durations

Commitment meeting

Team members claim ownership of tasks

Team members estimate effort on their tasks

Team members commit to task delivery

Demo meeting

Team members display their work

Project Kickoff meeting

Project Governance

Now send out the meeting requests – include the agenda

What information will you distribute in your meetings?

Define the reporting tools

Project Governance

Project reporting documentation

Common sense needs to be applied on the level of detail and documentation, but on EVERY project you need to track and report:

– Deliverables– Assumptions– Risks– Issues– Changes– Milestones– Budget, recon and forecast

Make sure that everyone is clear on the baseline report and their responsibilities.

Communicate the governance

Thank-you