september 9, 2015 project management process standardization project (pmps) by: beverly o’keeffe
TRANSCRIPT
April 19, 2023
Project Management
Process Standardization Project
(PMPS)By: Beverly O’Keeffe
©2005 Total Resource Management, Inc.2
Agenda
I. Introduction
II. Project Analysis
III. ROI
IV. Measures of Success
V. Project Design
VI. Project Development and Implementation
VII. Testing
VIII. Final analysis/Method of Evaluation
©2005 Total Resource Management, Inc.3
I. Introduction -
Who is TRM?
• TRM implements enterprise Asset Management & facilities systems
• Privately owned Company since 1996
• About 150 employees
• Headquarters in Alexandria Virginia
• Other offices in San Diego, Hawaii, Seattle, Denver, Chesapeake
©2005 Total Resource Management, Inc.4
I. Introduction – What is PMPS?
What is PMPS?
• PMPS-II project is a continuation of the PMPS - I project that originated in 2004.
• PMPS - I undertaken to standardize & document the Project Management policy,
processes & procedures of the organization using PMBOK as the guiding framework.
• PMPS – II is concerned with implementing those policies, processes, & procedures.
• There will be two final products of PMPS - II. They are:
1. Project Management Process Training
2. Enterprise Project Management Tool selection & implementation
©2005 Total Resource Management, Inc.5
II. Project Analysis – Problem Statement
TRM wishes to improve upon the its Project Management
practices and procedures such that those actions
or activities would lead to a sustained competitive
advantage in project management.
©2005 Total Resource Management, Inc.6
II. Project Analysis – Project ObjectivesThe PMPS Objectives are:
To implement a PM system that is followed across the entire organization, rather than on isolatedprojects.
By making project management an organizational creed both for internal and external projects the company can:
• boost productivity• increase effectiveness• improve customer satisfaction • widen market penetration.
©2005 Total Resource Management, Inc.7
II. Project Analysis – Project ScopeSpecific Inclusions:
1. PM Policy, Process and Procedures Training (PPP)
PPP training pilots PPP Training PPP Go-Live
2. PM Tool Implementation
PM Tool Pilot (s) PM Tool Training PM Tool Go-Live
Specific Exclusions:
1. The TRM “Methods Delivery” (technical processes) are not part of the scope of this project.
©2005 Total Resource Management, Inc.8
III. Return On Investment - Benefits
©2005 Total Resource Management, Inc.9
III. Return On Investment - Costs
Consulting Costs
$132,400
©2005 Total Resource Management, Inc.10
III. Return On Investment - Costs
Software Costs
$67,282.66
©2005 Total Resource Management, Inc.11
III. Return On Investment – Summary
©2005 Total Resource Management, Inc.12
IV. Measures of Success• The measures of success listed below identify measurable actions that support the completion of each of the goals and objectives for phase II of the PMPS project
• The above criteria must be met for the project to be considered successful
©2005 Total Resource Management, Inc.13
V. Project Design - Requirements • A list of requirements will be
compiled by a group of 10 PM’s and 3 directors from
various departments within TRM
• Each requirement will be weighted for importance and ranked
• 5- 7 software applications will be scored and ranked to see which product best fits with the requirements
• Further discussion and review with an IT Recommendation
• Executive presentation, analysis,
review & approval
©2005 Total Resource Management, Inc.14
V. Project Design - Feasibility Study
A feasibility study will be completed before the real work of a project starts to ascertain the likelihood of the project's success. The feasibility study will be considered from a economic, technical, schedule and organizational viewpoint.
• Economic Feasibility.• Technical Feasibility • Schedule Feasibility• Organizational Feasibility
©2005 Total Resource Management, Inc.15
V. Project Design - Risk Management
To ensure that PMPS risks are addressed appropriately with proven practices, TRM will employ their standard TRM Project Risk Management Methodology along with the Project Management Body of Knowledge (PMBOK) Risk Management framework for the Risk Management plan.
The risk management plan will be made up of the risk management processes listed below.
• Risk Management Planning • Risk Identification• Qualitative Risk Analysis • Risk Response Planning
©2005 Total Resource Management, Inc.16
V. Project Design - Risk ManagementRisk Identification
• TRM keeps a database of historical Project Risks for each project.
• It will be used to help the project team identify risks that have been encountered from previous similar projects.
• The database also includes the suggested and most likely mitigation strategy that should be used to eschew that particular type of risk
©2005 Total Resource Management, Inc.17
V. Project Design - Risk Management
• Each Identified risk will be scored on impact and probability
• A risk Factor will be assigned to each risk… (Impact X probability). The results will be graphed
• Risks that fall in the red and yellow zone will be carefully tracked.
©2005 Total Resource Management, Inc.18
V. Project Design - Risk Management• Once identified and scored the risks will go through a logging process that will
ensure all risks statuses are tracked, monitored and controlled.
• Additionally, each medium and high risk will be assigned to a risk owner.
• The risk owner will be responsible to ensure that the appropriate risk mitigation actions and activities are being applied and are working.
©2005 Total Resource Management, Inc.19
V. Project Design - Communications
• Sufficient communication is a key component to ensuring the success of the PMPS project.
• The philosophy underpinning this approach is to recognize and acknowledge the differing needs of the various stakeholders and the various departments effected by any process change.
• Using two-way communication and an empowering people-centered approach the PPS II project will continue to encourage broad levels of participation and engagement with the change
©2005 Total Resource Management, Inc.20
V. Project Design - Communications• The below table (table 1) section contains a description of the various
stakeholders who are considered in this change management and communication schedule as well as an analysis of their expectations as they relate to the project aims.
• Many of the expectations listed below have been extricated from an ongoing log of enquires or surveys that relate to the project and as such will be added to as the roll-out proceeds.
©2005 Total Resource Management, Inc.21
V. Project Design - Communications
• Table 2 (below) will map particular events that will occur for each month and phase of the project to the stakeholder expectations outlined in Section 1.
• Additional items will be added as the project progresses and the schedule becomes solidified.
©2005 Total Resource Management, Inc.22
VI. Project Implementation -Timelines
'06 '07
A M J J A S O N D J F M A M J J
Summary In Progress Completed Task Not Started
Page 1 of 1 7/8/2006
<PROJECT NAME>Project Management Plan
Project BaselineStart
BaselineFinish
Status % WorkComplete
PMPS - II NA NA 1%
PROJECT STARTED NA NA 0%
Project Management NA NA 6%
Initiating Phase NA NA 30%
Planning Phase NA NA 18%
Executing Phase NA NA 8%
Controlling Phase NA NA 0%
Closing Phase NA NA 0%
PM Processes NA NA 0%
Process Pilots NA NA 0%
Enterprise Process Training NA NA 0%
Enterprise Training - Follow-UP NA NA 0%
PM Tool NA NA 0%
Procure PM Tool NA NA 0%
PM Tool Pilots NA NA 0%
PROJECT COMPLETED NA NA 0%
©2005 Total Resource Management, Inc.23
VI. Project Implementation - WBS
PMPS - II
PM ToolProject
ManagementPM
Processes
Initiating
Planning
Executing
Controlling
Closing
Level 1
Level 2
Level 3 Pilots
Training
Go - Live
Pilots
Training
Go - Live
Control Account Level
©2005 Total Resource Management, Inc.24
VI. Project Implementation - Staffing
A Staffing Management Plan will be used to describe when and how human resources will be brought onto and taken off of the project team.
The Staffing Management Plan will include resource estimates of staff hours required during each project phase. (See below Sample table)
©2005 Total Resource Management, Inc.25
VI. Project Implementation - Staffing
Labor Hour Summary
0
500
1000
1500
2000
2500
3000
3500
Lab
or
Ho
urs
(M
on
thly
)
0
2000
4000
6000
8000
10000
12000
14000
16000
Lab
or
Ho
urs
(C
um
ula
tive)
Consultant Hours 1000 1000 1100 1050 1500 1550 1500 1150 1200 1350
State Sraff Hours 1280 1280 1300 1250 1760 1720 1700 1500 1480 1690
Cumulative 1280 2560 3860 5110 6870 8590 10290 11790 13270 14960 14960 14960 14960 14960 14960
Apr-04
May-04
Jun-04
Jul-04Aug-04
Sep-04
Oct-04
Nov-04
Dec-04
Jan-05
Feb-05
Mar-05
Apr-05
May-05
Jun-05
The Staffing Management Plan will also include histograms of staff hours required for the project and during each project phase. (See below Sample table)
©2005 Total Resource Management, Inc.26
VII. Testing/DocumentationSubsequent to the final configuration, The Vendor will perform final system testing and adjusting.
Adjustments will include changes made based on user feedback and correction of any system bugs. This includes the following tasks:
• Conduct a application walk-through for up to 5 key participants.
• Assess the technical integrity of the system and the configurations. • Perform programming and configuration adjustment to meet additional requirements revealed during the user acceptance and testing periods.
• Complete the database configuration and functionality design based on pilot test evaluations.
• Update the user’s training manual according to system changes.
©2005 Total Resource Management, Inc.27
VIII. Final AnalysisA ‘Final Project Review Report’ (FPRR) will be used as is an internal assessment of the overall success of the project. The FPRR is conducted by closely reviewing the project's performance against the original plans and conformance against the original processes outlined for the project
The FPRR document will include:
• An assessment of how the project performed against the benefits, objectives, scope, deliverables, schedule, expense and resource targets in project planning documentation.
• A rating of the level of conformance against each of the project processes, including scope, time, cost, quality, change, risk, issue, procurement, and communications management.
• A full list of the project achievements.
• Lessons learned and recommendations for future projects
©2005 Total Resource Management, Inc.28
Questions