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S. Blencowe & I Goldsmid

© 2017 Green Light Change Ltd

V4.5 05-Jun-2017

to transform

Uses animation. Best viewed in Slide Show mode.

A new, innovative solution to

Cutting Cost, Delays and Failure Rates in Complex Project & Programme Portfolios

is an innovative solution that delivers a step-change improvement in complex Project Portfolio Execution. An unprecedented blend of capability, ease of use and flexibility fosters high engagement throughout the enterprise.

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1 A real-time trusted holistic view of status, risk and issuesat all levels in complex programmes and mega-projects.

2 Portfolio Execution Platform, “PEP”. Solves the adoption problems of PPM tools. Delivers the flexibility and familiarity of spreadsheets

Rapid deployment, Cloud or On Premise, in as little as two weeks. SaaS “pay as you go” service.

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Easily establish and maintain crucial information flows

Real-time ‘Management by Exception’

Simple to use, clear reporting at all levels

Organise change initiatives the way you want to

Choose planning methodologies that best fit needs

Manage 100’s or 1000’s of inter-dependencies

Coherent Risk and Issue Management

Rapid deployment in as little as 3 weeks

Does it deliver?

Outline Business Case

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Insight promotes the use of Excel™ by integrating it with a powerful Portfolio Execution Platform, Insight PEP. Data entered into spreadsheets or Microsoft Project™ is synchronised with the Insight PEP.

We’ve added new capability to spreadsheets to reduce effort and maximise workflow.

Easily Establish and Maintain Crucial Information Flows

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Project C

ZY

Project X

Resources Risks & Issues

Line Organisation

Reporting &Communications

New Enterprise Capabilities

Diverse Stakeholders

Change Execution

Project A Project B

Strategy & Measurable

Benefits

Balances the need for Projects to plan & execute in autonomy vs in the context of the enterprise

Enables the simple management of multiple inter-dependencies

Flexibility for both the enterprise and individuals. Uses Excel™ spreadsheets, transparently connecting them together to the Insight PEP database.

Every person using Insight, no matter the role, gains direct benefit.

The organisation is very rapidly drawn together into a cohesive team with a clear focus on realising business outcomes.

Other IT Applications

Easily Establish and Maintain Crucial Information Flows

Simple, Consistent Controls

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Login & LogoutConnect to the Insight server.

ReceiveUpdate data in this

workbook including data validation rules and

drop-down lists.

ValidateCheck your

updates. Works offline.

SyncSynchronise

your changes with the server

Easy to use controls are also available from a right-click menu on every worksheet

‘Power Tools’ such as auto drawing Gantt charts are built into many workbooks


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Executive reports are automatically built in Excel™. Aligned with the way work is structured in your organisation. Here’s a simple example…

One ‘tile’ per Programme, Project, Work Stream…

Data auto-collated from across the enterprise in near real-time. No copy & paste

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3Single click to navigate up and down the hierarchy of work plans

Let’s see how this works …


Live View of Change Execution Status

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An Executive Dashboard on a single sheet. Browse to any Project, Programme of Work Stream. Point ‘n click navigation. Let’s run though an example:

Click here to select a Work Plan via a ‘Work Plan Browser’.

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The Work Plan chosen in the browser will auto-draw in the upper left tile of the dashboard. It’s children will be shown to the right and down like this …

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Clicking the navigation arrowswill move up or down the

hierarchy of Work Plans, like this…

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The Status Summary Dashboard provides a high level, summary view of Work Plan status. It’s a navigable hierarchy with each ‘tile’ representing a single Work Plan.

Here is the Stream, Customer Migration that was just selected…

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There is only one Work Plan, a project called Co-Worker Relocation, under this Stream…

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There are several sub-projects below Co-worker Relocation…

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Fast navigation around the entire portfolio of work. Zoom out to get a ‘heat map’ to spot problems. This dashboard dynamically re-draws in Excel™ as you navigate.

This is where we came from…7

7Now we see the parent of Customer Migration, the programme called Business Relocation…

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The content and format of the tiles can be changed to meet executive needs. The dashboard redraws automatically with zero copy & paste.

Simple to Use, Clear Reporting at all Levels

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Each Work Plan has a dedicated dashboard simultaneously providing two functions:

Enables the plan owner (often a Project Manager) to record and maintain status information

Data entered here feeds into the Executive Reporting

A Work Plan is selected with the same browser as in the Hierarchy workbook.

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2 Dashboard auto-updates either when sync’d with the Insight PEP or with local edits.

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3 Data is entered directly into the dashboard as in any standard Excel™ spreadsheet.

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Organise Change Initiatives the Way You Want

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1Step 1: The hierarchy can be edited directly in a spreadsheet…

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…or steps 2 & 3, using a browser.

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Insight enables the enterprise to structure ‘work plans’ in a near-infinitely flexible hierarchy.

Terminology is easily configured to fit with your organisation. Most organisations have Projects and Programmes but you can introduce others, for example “Work Streams” or “Business Units”.

Work Plans

Choose Planning Methodologies that Best Fit Needs

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Insight supports 3 planning methodologies. These can be “mixed and matched” throughout the hierarchy.

Waterfall (Gantt Plan)

Goal Directed (Goal Plan)

Agile (Kanban Board)

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A Planning Scenario – Waterfall Project Plan

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Create and edit a project plan directly in Insight’s Gantt Plan workbook.

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Add Activities (tasks), Start & Finish dates, Duration.

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3Gantt auto-draws, including time scale.

Press the Draw Gantt button.

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The minimum requirement is only Activity Name with Start and Finish dates.

Columns like Published Activity ID and Work Breakdown Structure are auto-populated.

Additional columns (hidden here) are provided to support advanced features.

Plan with Microsoft Project™

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MS Project Plans can be easily imported into Insight with a couple of clicks from the Gantt Plan Workbook.

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Click menu button1

2Select MS Project™ Import

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MS Project™ Plan is imported and Gantt chart drawn in Excel™

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Larger enterprise change programmes typically have 100’s or 1000’s. They are often chained together too. One will depend on another. Lets explore a simple example:

Manage 100’s or 1000’s of Inter-dependencies

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Inter-dependencies are situations where one Work Plan depends on something from another. The most common are where one project cannot start an activity until another project has completed a delivery first.

Project 2 cannot start an activity until Project 1 completes a critical milestone…

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The Programme, Outcome 2 depends on Project 2 completing a critical milestone…

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Project 2 is exposed to delays in Project 1. This is turn places Programme Outcome 2 at risk.

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Wk5.2

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So far, the dependencies are OK as the delivering end dates are all sooner that the dependent dates. But …

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The Domino Effect of a Re-plan

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What if Project 1 re-plans and it’s critical delivery milestones slips?

Wk1.1

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Wk5.2

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The Domino Effect of a Re-plan

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What if Project 1 re-plans and it’s critical delivery milestones slips?

Project 1 slipped by 1 week...1

Project 2 must now re-plan. Programme Outcome 2 is now immediately at risk…

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Wk1.1

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Wk5.2

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Project 2’s dependency on Project 1 is no longer valid…

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The Programme will likely need to adjust expectations with senior Stakeholders as Outcome 2 will likely be later than planned.

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Dependencies are the ‘silent killer’ of Change Programmes! Insight tracks inter-dependencies from within the Work Plans. Lets see how this works…


Manage Inter-dependencies from within Work Plans

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Double-clicking on a dependency column cell opens the Dependency Manager…

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2 In this example we can see that activity in row 8 depends on a delivery from plan “Interior Design and Fitout”.

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The Dependency Manager only shows the dependency information related to the cell double clicked.

Now lets explore how new dependencies can be added…

Any number of Inter-dependencies can be recorded, monitored and managed directly from within the Work Plan. These may be Project to Project, Project to Programme or to others such as a “Work Stream”.


Manage Inter-dependencies from within Work Plans

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It’s easy to add new dependencies using the Dependency Manager. Insight makes the links and reports status.

Click the Add New Dependencies tab…

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2 Navigate to the Work Plan you are dependent on.

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33 Choose any of the published activities in that Work Plan or if you can’t find one, choose “UNLINKED”.


Insight Dependency Manager – Drill Down

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The Work Plan workbook contains sheets with more information to support planning in the wider context of Enterprise Change.

The ‘Work Plan Dependencies’ sheet is a wide table showing both ends of each dependency. From here a Project Manager

can see all external dependencies and the current RAG status in column A. This is maintained by Insight as re-planning

takes place. The default status logic is:

Red = UNLINKED (do delivering milestone), Amber = delivery is later than the dependent data and Green = OK.

Coherent Risk and Issue Management

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Insight combines Risk and Issues into a “RAIDS Register” workbook. The workbook incorporates a Dashboard that updates itself as the Risks and Issues are changed.

Risks & Issues sheets (Risks shown)

Risks & Issues Dashboard sheet

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RAIDS Registers

Rapid Deployment in as Little as 2 Weeks

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Consulting led deployment ensuring a tailored fit to your organisations needs, terminology and culture. Once deployed, you choose if you need further help from us.

Insight is a platform on which to build your change capability, no matter what the starting point.

Training requirements are low, typically 1 to 2 hours.

SaaS model. Cancel if or when it’s no longer required.

Typically Cloud hosted but on premise hosting possible.

No applications or plug-ins to install. Works with Excel™ & Project™ 2007 to 2016.

Insight … What’s in the Tin?

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A core capability that can be quickly amended or extended.

Project Manager

Programme ManagerStream Manager

Business Change Manager

Work Plan Dashboards

Operations Manager

Programme ManagerTransformation Director

Executive Dashboard

Project Manager



Planning Planning

Risks & Issues Registers

Project Manager



Risk Manager

Admin & Q.A.

PMOChange AdminProgramme Admin

Does it deliver?

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“The Project Dashboard saved me 2 days a week”(for several months)

Anette Bradefors, Senior IBM Project Manager heading a £100m project for a major global retailer.

A Couple More Testimonials

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“Sean’s team delivered an innovative PPM tool platform that provided a rapid, step change improvement in planning and executing projects for our £1bn transformation programme. Within a very short time-frame we were able to achieve our top priority goal, a real-time holistic view of progress, risk and issues across the entire global programme. Of equal importance, the system met the diversified needs of our unequally skilled teams – and as such it was rapidly and fully adopted. The flexibility to make changes, produce new reports, and evolve the functionality, was the best we’ve seen.”

Bassam Sabry, Programme Manager, £1bn Transformation Programme, Global Retailer

“[the resource planning system] ... has enabled us to quadruple our workload without expanding our team. Very easy to use, reporting is easy and the team are very approachable and helpful, highly recommended. The system is on track to deliver benefits of circa £2m over 3 years.”

Sharon Atherton, Supply Manager, 'Top 4' UK Retail Bank


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This outline business case assumes that the existing tooling solution used for change execution utilises desktop tools with minimal integration. It may also apply in part or in full if an existing PPM solution is in place but is not fully utilised across the entire change team (business and IT).

The basis of the business case:

• The experience of our team

• Business change professionals with many years experience (our advisory group)

• Research from organisations such as the PMI (Project Management Institute)

1. Reduction in resources needed to create reports

2. Reduction in the cost of avoidable re-planning

3. Reduction in the consequential cost of delays

Financial savings come primarily from 3 sources:


Reduction in Resources Needed to Create Reports

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Insight reports are automatically built directly in Excel™.

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FTE

No. Plans (Projects, Work Streams, Programmes)

FTE Saved in Report Creation• No copy & paste to build reports for

Executive Stakeholders, Programme Managers, Work Stream Leads, Project Managers and Business Change Managers.

• Fully effective inter-dependency reporting rapidly becomes untenable when using only desktop tools. This is a major driver for the increase in FTE saved as the number of Projects increases.

• 90% reduction in the need to find and correct bad data.

Chart Assumptions:

• Reporting cadence is once per week

• Reports include overall status, progress, issues, risks, dependencies and written status for every Work Plan.

• Reports are produced to assist Project Managers with different reports for the organisations executive stakeholders.

• Errors in data entry are identified and corrected.


Reduction in the cost of re-planning

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Increasing resilience and reducing the risks associated with plans reduces expensive re-planning.

• Insight’s inter-dependency management capability eliminates many re-plans that result from dependencies external to Projects.

• Better inter-dependency management reduces the costs of last-minute rapid remediation when “knowable unknowns” come to light.

• A live, joined up view while planning (and re-planning) increases the robustness of all plans and in the reduction of risk.

• A 2017 study by the PMI in the US revealed average waste of £1m for every £10m spent on Projects.

Chart Assumptions:

• Reporting cadence is once per week

• Reports include overall status, progress, issues, risks, dependencies and written status for every Work Plan.

• Reports are produced to assist Project Managers with different reports for the organisations executive stakeholders.

• Errors in data entry are identified and corrected.

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No. Plans (Projects, Work Streams, Programmes)

% £ Saved from Overall Projects Budget


Reduction in the Consequential Cost of Delays

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Good tools enable and underpin good governance. They provide the Information Pathways not just for data but for the interaction of the entire change execution team.

• Insight supports each role in meeting their responsibilities. Increased engagement drives higher commitment and trusted data for everyone to use.

• Collecting, joining and reporting on data flowing along the Information Pathways enables leaders to make informed choices early.

• What is the cost of “being late”? This varies wildly by organisation and the nature of the change.

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No. Months Delayed

Lost Opportunity Cost (£m)

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Contact Us

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Phone: +44 (0)1442 359816

Email: [email protected]

Web: http://greenlightchange.com/

mailto:[email protected]

http://greenlightchange.com/

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