The project management approach in a Development Agency. A case study

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Michael Conley
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1 The project management approach in a Development Agency. A case study

2 Contents of the presentation The identity of a Development Agency (DA) The organization of the Development Agency of Karditsa The human resources of the Agency The kind of projects a DA is undertaking. The customers - stakeholders The organizational procedure The first step: A classification of projects from a PM point of view The second step: The knowledge management The third step: The Project Management Software The Agency s Project Management Book (Company s Competence Baseline) The Quality Management System ΕΝ ISO 9001:2000 The PM software Project monitoring Task monitoring Other attributes Cooperation, Networking and Certification 16/9/2010 2

The customers - stakeholders The organizational procedure The first step: A classification of projects from a PM point of view The second step: The knowledge

3 The identity of a Development Agency Establishment year: 1989 Legal status: Development Agency of Local Authorities (L. 3463/2006) Shareholders: Local Union of Municipalities and Communities of the Prefecture of Karditsa (T.E.D.K): (51%) Cooperative Bank of Karditsa (SYN. P.E.): (18%) Union of Agricultural Cooperatives of Karditsa (EASK): (17%) Prefectural Administration of Karditsa: (8%) Karditsa Chamber of Commerce, Municipalities: (6%) Capital stock: 400,000 Staff Personnel: 80 people 16/9/2010 3

K): (51%) Cooperative Bank of Karditsa (SYN. P.E.

4 The organization of the Development Agency of Karditsa Function Oriented departments Administrative functions Financial and bookkeeping Project Oriented departments Rural Development SMEs support Social actions (support to groups threatened by social exclusion) Planning and support to Municipalities Environment 16/9/2010 4

departments Rural Development SMEs support Social actions (support to groups

5 6 engineers 5 agriculturalists 5 economists 2 sociologists 1 geologist 2 foresters 11 biologist The human resources of the Agency 3 accountants and bookkeepers 1 translator 1 psychologist 1 social worker 6 management and management support 16/9/2010 5

Agency 3 accountants and bookkeepers 1 translator 1

6 The kind of projects a DA is undertaking. Technical support to local authorities and SMEs (especially to their networks) Studies elaboration Programs and projects implementation relevant to the departments expertise Innovation initiation targeted to the modernization of the local productive system Information, awareness and sensitization of local population (especially rural population and farmers) 16/9/2010 6

Programs and projects implementation relevant to the departments expertise Innovation initiation

7 Programs LEADER, LIFE, EQUAL, INTERREG, etc 16/9/2010 7

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13 Ministries and Regional Authority Customers - Stakeholders Programs and projects implementation Information dissemination Local authorities Studies elaboration Programs and projects planning Consulting Private companies Finance of investment projects Offer of technical support (consulting, feasibility studies) Support of networking Local population (farmers, citizens belonging to certain groups of interest) 16/9/

Private companies Finance of investment projects Offer of technical support (consulting, feasibility

14 The organizational procedure First step: A classification of projects from a PM point of view. Initiative Proposal Contract Co-financed by EU Procurement Function (e.g. Quality management, Project office, bookkeeping) Co-ordination 16/9/

Initiative Proposal Contract Co-financed by EU Procurement

15 The organizational procedure Second step: The knowledge management. The project folder (Natural and Digital) Common structure (partitions) of folder Monitoring Supervision Contractual frame Financial Deliverables Mail Income Outcome Internal Relevant information sources and data Subprojects Common structure of the subproject subfolders as above 16/9/

Monitoring Supervision Contractual frame Financial Deliverables Mail Income Outcome

16 The organizational procedure Third step: The PM Software The project started in Sep 2006 The software developed on an Oracle database using Application Express Web based approach The training and the establishment of software took place in Dec 2006 Some components: Project monitoring Task monitoring Time sheet Human resources database Document management 16/9/

training and the establishment of software took place in Dec 2006 Some components: Project

17 The organizational procedure The Agency s Project Management Book (Company s Competence Baseline) The project started in 2006 and was completed in 2007 There is one (at least) new version every year The problems encountered Mobility of people. Loss of knowledge and know how Different languages between departments because of different specialization of colleagues The demanded solutions Relative independence of projects from single persons. Continuity of groups Knowledge management (accumulation and accessibility) Common language all over the agency Invention and standardization of common procedures 16/9/

Loss of knowledge and know how Different languages between departments because of different specialization of colleagues The demanded solutions Relative

18 The organizational procedure The Quality Management System ΕΝ ISO 9001:2008 External consultant: QPlan Start of the project: 2007 Certification from ELOT (Hellenic Standardization Organization): June 2008 Procedure Unites Management, supervision and improvement of the Quality System Sales, Relations with customers Evaluation of providers Services provision Planning and development of new services Quality handbook 16/9/

Procedure Unites Management, supervision and improvement of the Quality System Sales, Relations with

19 The PM Software: Project monitoring ( ANKA - PM software ) The project definition Project identity (description, targets etc) Planning characteristics (status, department, crucial dates etc) Project team (PM, members of project team, corresponding time per member etc) Subprojects with the same structure The user s view of projects The projects somebody is involved in The whole list of the agency s projects The search tools, the filters and the sorted reports The access to the project folder 16/9/

per member etc) Subprojects with the same structure The user s view of projects The projects somebody is involved in The whole

20 The PM Software: Task monitoring Meeting and decisions (task) monitoring Meeting identity Decisions made tasks assigned who executes Who is approving the completion etc) Who is to be informed 16/9/

21 The PM Software: Other attributes Work time declaration per project every day Index monitoring Total work-time (hours) per day Work-time per project class (initiative, proposal, contract etc) Work-time per project Per cent completion etc Staff database basic information, CV training courses, diplomas, certificates, rights of access and rights of actions etc Document management (especially the crucial documents) 16/9/

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26 Cooperation, Networking and Certification AN.KA is member of Hellenic Association of Development Agencies (Helada) Participation of executives in related training courses Training courses in PM organized by Ministry of Rural Development and Foods (Management Organization Unit of Leader+) The project ProfPM (Coordinator: Paris Pantouvakis, National Technology University of Athens) Internal training The IPMA point of view Hellenic Network of PMs (PMGreece) The result: 6 colleagues are IPMA-D Certified 16/9/

27 Thank you 16/9/

Security and privacy standardization for the SME community

Security and privacy standardization for the SME community NLO meeting, Athens, March 4th 2015 European Union Agency for Network and Information Security www.enisa.europa.eu PROJECT CONTEXT European Union