PROJECT AND CHANGE MANAGEMENT GROUP

(PCMG)TOOLKITS

Simon Geller & Mark Ritchie

Why PCMG?• To help improve the delivery of projects and change across HE and FE

• To build and support a community of project and change professionals

• To develop and share resources based on existing best practice

• To encourage partnership and working together

• We are *not* just about project management also change management, business analysis….

• We are *not* just about IT projects

Our Scope

Our Committee Members

Growing the committee to 15 people during 2017 – see https://www.ucisa.ac.uk/groups/pcmg/committeemembers

Our Toolkits

Our Toolkits

Our Toolkits are….• Based on existing best practice i.e. techniques we know work

• Aimed at practitioners but understandable by a more general audience

• Useful for any size or type of institution

• Useful for any project or change initiative

• Adaptable – many are provided in an editable format

• Not a replacement for external methodologies such as PRINCE2

Project Governance Assessment Toolkit

Vision for Change Business Case and Alignment

Team Building Communication

ImplementationRisk ManagementProject Management

Governance Structures

MeasurementBenefits Realisation

Business As UsualLearning

Sponsorship & Stakeholder Buy

in

Create vision

Engage people

Deliver

Embed

Project Governance Assessment

PROJECT TEAM

PROJECT BOARD

USER GROUP

SCORES (For Each Governance Element)0 = Not Started 1–3 = Emerging, immature and/or incomplete4–6 = Progressing towards best practice7–10 = Mature and working effectively

REASONS FOR SCORING

SUGGESTIONS FOR IMPROVEMENT

Governance Assessment Visualisation

Vision Business Case

Sponsorship and Stakeholder Buy-In

Team Building

Communication

Governance Structures

Project ManagementRisk Management & Assurance

Implementation

Measurement

Business As Usual

Benefits & Ongoing Improvement

Learning

0

5

10

___ July 2013___ Feb 2014

Project Governance Assessment Toolkit Contents

Scorecard for project sizing

Assessment and visualisation tool

Project role descriptions

Advice on effective project governance

Case studies

Fully customisable for use with any project

Effective Risk Management Toolkit

Risk poorly understood by Project Managers and Sponsors

Risk identification half hearted

Risk Log a list of reasons project will fail

No one wants to be accountable as a risk owner

No budget for risk management Opportunities to use effective risk management to drive project success are lost

Effective Risk Management Toolkit Contents

Definitions for key terms

Roles and responsibilities

Risk identification

Maintaining the Risk Log

Risk management and review

Budgeting for risk management

Establishing a PMO in HE Best Practice Guide

What problems are we trying to solve?

Too many projects due to lack of prioritisation

Failing to allocate the right resources

Lack of rigour around project management and governance

Supporting inexperienced project managers

Difficulties reaching agreement in highly devolved institutions

Limited funding

An effective PMO will provideProcesses for logging project requests and

assessing against agreed criteria

Templates and shared repositories to support the running

of projects

Assurance that projects are being run effectively and retain appropriate business

justification

Mechanisms for measuring and

reporting on project status

Sharing of project best practice –

leading to improved outcomes

Timely and accurate management

information to support decision making

Process for post-project reviews

Collation, filtering, analysis and sharing of lessons learned

Establishing your PMO

Establish scope – what do you need the PMO to

do?

Identify resources needed

Be creative – are there

other ways to cover PMO activities?

Set realistic, achievable timescales

Document the service and

review annually

Establishing a PMO in HE Contents

Why set up a PMO?

Designing your PMO

A checklist of PMO activities

Implementing the PMO - a phased approach

Case studies

Example PMO Charter

Effective Benefits Management Toolkit

Lack of benefits management leads to:

o Justification for projects being lost or obscured

o Business projects being labelled as IT projects

o Weakly engaged sponsors

o Disappointing project outcomes

Benefits Management – Benefits Map

Effective Benefits Management Contents

Definitions for key terms

Identifying benefits

Benefits mapping

Maintaining the benefits register

Benefits management review

Benefits management checklist

No case studies – can you help?

Establishing Process Improvement Capability

Survey of current process improvement capability (2016)

Four stages of process improvement capability

A five step model for establishing capability

Case studies

Establishing Process Improvement – 5 Step Model

Mini-ToolkitsGoogle & Doodle (Doogle? Goodle?)

Skype

Trello for Projects

Exporting Stats from Trello (if you’re not measuring, you’re not managing!)

Mini-Toolkits in DevelopmentGoogle Apps for Projects

Still sending out those “please let me know your availability on the following dates” emails? Stop Now!

Case study on using of Twitter for PCMG

What next? What other toolkits should we be developing?

What else do you want from the group?

Over to you….

Thanks! Any further questions?

Mark Ritchie, Chair, UCISA-PCMG

Simon Geller, Co-Vice-Chair, UCISA-PCMG

Collaborating and Communicating

UCISA Project and Change Management Group

https://twitter.com/UCISA_PCMG

https://www.ucisa.ac.uk/groups/pcmg

Join our mailing list to have your say and find out more!

Links for our Toolkits Major Projects Governance Assessment

Effective Risk Management

Establishing a PMO in an HE Environment

Effective Benefits Management

Establishing Process Improvement Capability

Mini Toolkits