Project Management Systems: Supporting the Transformation

Niall Faris – Head of Project Controls Systems Programme Management Office

Agenda

• Some London Underground Facts• Overview of Capital Programmes• Political/Organisational Context• The Maturity Journey• Current Controls Tool Situation• The Future Controls Solution• Delivery challenges and Quick Wins

• London underground is the oldest underground railway in the world, with some parts of the network dating back to the 1850s.

• We operate 268 stations and 253 miles of track, along 11 lines.

• The network services over 3 million passenger journeys each day.

• We have started a programme of major investments to renew and upgrade the entire network

• The Capital Programmes Directorate is tasked with delivering this investment, spending £1.4bn per year until 2018

Some Facts

We are delivering highly complex and varied projects within tightening constraints ...

London Underground Programmes

The Political ContextThe challenges• Investment constrained by ongoing commitment to reduce Government

debt• Demands for significant improvements in efficiency and reliability• Olympics now 266 days away and counting.....plus mayoral election in

Spring• Increased scrutiny on getting value for money. UK infrastructure costs 15-

40% more than in comparable European countries.

Organisational Context

“The only constant is change, continuing change, inevitable change, that is the dominant factor in society today. No sensible decision can be made any longer without taking into account not only the world as it is, but the world as it will be.” Isaac Asimov

• Large consolidation of central functions (HR, IM, Assurance etc.) with significant resource reductions.

• Increasing external pressure/influence.

LU Projects Organisation

Capital Programmes Directorate

Power & Cooling

2000 Project StaffSponsors

Programme ManagersProject Managers

Controls StaffEngineers

Strategy and Commercial

Track & Civils Stations BCV

UpgradeSSR

UpgradeInfrastructure

SponsorUpgrades Sponsor

Stations Sponsor

PMO

400 Projects

The Maturity Journey

Started at 0.8

Certification

Project Management Maturity Model used to measure our performance

The Project Management Framework

Controls Processes

Systems?

SAP ERP – Financials, Timesheets, Procurement, HR

P6Primavera

Planning

ASiteContract

Management

OPMOracle Portfolio

Manager

PRAPrimavera Risk Analysis

Schedule Risk Analysis

ARMActive Risk Manager

Risk Management

RIBCost

Estimation

The Current Controls Situation

Microsoft Project Planning

P6 Primavera

WBATAccruals Tool

@riskQRA

MPD

ExcelBenefits

Management

ExcelLessons Learned

ExcelProject Cost

Management

ExcelIssues

Management

ExcelChange Control

P6 Primavera

Business Object

ExcelReporting

Excel Planning

The current situationThe challenges• The business currently operate around 40 different controls tools.• A large amount of the core control processes operate from Excel

Spreadsheets stored locally.• Reporting is burdensome, as data is difficult to get hold off.• No single source of the truth.• Labour intensive obtaining an enterprise view of data

The Platform for tools• All projects and programmes working from the same project Lifecycle• All projects are operating the same controls processes

SAP ERP – Financials, Timesheets, Procurement, HR

Presentation Layer (BI) – P6 Analytics Reporting

P6 EPPMPrimavera

Planning & EVMIssue Management

PCMPrimavera Contract

Manager Contract ManagementChange Management

Project Cost Management

OPMOracle Portfolio

ManagerBenefits Management

Lessons Learned

PRAPrimavera

Risk AnalysisQuantitative Risk Analysis

ARMActive Risk Manager

Risk Management

RIBCost Estimation

The Integrated Controls Solution

The Potential Benefits • All project staff to have access to all systems• Project staff will work from desktop project dashboards using up to date data.• All software will be linked meaning data will be entered once into the system.• Period end reporting will be automatic• There will be no Excel working for Project Controls• The business will be able to drill down to interrogate projects without disrupting project

teams.• Data quality will improve• Decision making capability improved• Business will be able Enterprise wide view of projects will be obtained• Standardised training to be introduced• Transfer of staff around the business improved• System will be easier to support with 8 pieces of software• Licence use optimised

Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13

LU PMS Programme

Design TfL Single PM Methodology

PMS Schedule Overview – Proposed Revised Position

P6 & Web Front-end Available

Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13

Setup SAT & PAT Environments

Concept Design Detailed Design P6 Build, & Test

Service + Test Model

MPD: Impact, Design & Upgrade

UAT P6 Rollout

Refine Phase 2

Concept Design Detailed Design

Setup Environ.

Service + Test Model Deliver Portal

PCM Build , Test & Release PCM Rollout & Embedment

Agree System Processes

Review LU PPM Tools

Implement Single PM Methodology

Implement TfL PPM Tools

Close-Out

TfL PPM Programme

P6 Build, Test & Release P6 Rollout & Embedment

PRA Build , Test , Release Rollout / Embed

43 5 643 5 6

Lessons Build & Test

Benefits Build & Test

Christmas Freeze Olympics Freeze

P3M3 Level 4 P3M3 Level 4

Pha

se 1

Pha

se 2

Phase 2 P6 & PCM Available

Rollout / Embed

Rollout / Embed

Benefits & Lessons Learned Available

Analytics & Reporting Pilot Project

PRA Available

Delivery Challenges

Delivery Challenges/Lessons Learnt• What does ‘out of the box’ really mean?• Tackle core process issues early • Stay strong and avoid developments wherever possible – ‘we

are special syndrome’• Full stack Oracle knowledge very scarce in UK• Cultural challenge not to be underestimated• Implementation will require a dedicated embedment teamQuick Wins:• Get early sandbox set up – proof of concept and stakeholder

management/engagement is key• Consider the cloud...

Questions