A Consistent Leader Serving the Project Management Profession in MD, VA and DC Area

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1 Brasilia Trip Report Member-to-Member Exchange November 2006 Janis Carter, PMP INTRODUCTION The PMI Washington, D.C. chapter (PMI-WDC) has created a Chapter-to-Chapter program to focus on establishing and maintaining relationships with PMI Chapters outside of the United States. I was selected to participate in the member exchange between PMI-WDC and the PMI Distrito Federal Chapter (PMI-DF) in Brazil. I spent twelve days in Brasilia, the capital city of Brazil learning about PMI in Brasilia and observing project management practices at work in businesses and government agencies. My goal was to establish a relationship with PMI-DF, understand the environment in which PMI-DF operates, and look for opportunities to enhance the partnership to achieve the goals of the Chapter-to-Chapter program. EVENTS Tuesday, October 31 st, 2006 Planning Meeting with UniCEUB PMI-WDC recently reached an agreement with UniCEUB to have this Brasiliabased university begin offering PMP Certification training courses. PMI-DF and UniCEUB decided to mark the occasion by publicly signing the contract agreement during an event celebrating Engineering Week. Abiezer Fernandes, UniCEUB s Computer Engineering Coordinator organized the event, with the assistance of at least 3 other professors and with the support of the University administration. Rodrigo Loureiro, President of the PMI-DF Chapter, and I were tapped to deliver presentations at the event. Professor Abiezer took me by surprise when he requested that I deliver my presentation in Portuguese, but I accepted the challenge. Pilar Abad and Sabrina Silva represented the PMI-DF board during this planning meeting.

2 Wednesday, November 1 st, 2006 Panel Discussion with Engineering Class Sabrina Silva had just received her PMP-Certification the previous Friday. A few years prior to that, she had graduated from UniCEUB. Sabrina and I participated in a panel discussion with Professor Abiezer Fernandes for one of his computer engineering classes at UniCEUB. The students were enthusiastic and inspired to see Sabrina, a former student, glowing from her recent achievement and working at a very respectable project management position at a government agency. They asked me questions about project team dynamics, getting started in project management, managing projects overseas, Americans perceptions of Brazilian professionalism and technical ability, and communicating bad news to clients, among other topics. Thursday, November 2, 2006 Strategy Session The very dedicated PMI-DF board members spent their Memorial Day holiday planning next year s strategy for the Chapter. The board is up for reelection in December. The board confirmed its Mission and Vision Statements. The Mission is to serve the needs of Chapter members and to develop the Project Management community in Brasilia. The Vision is, by the end of 2008, to be recognized as the definitive source of Project Management information while unifying a growing and collaborative community of professionals. Board members performed a SWOT (strengths, weaknesses, opportunities and threats) analysis of the PMI-DF Chapter. This document might be an interesting artifact to review during the teleconference between the PMI-DF and PMI-WDC boards to be scheduled in December. Some of the Strengths: The ability to award PDUs Relationships with academia PMI-sponsored certification training Multi-language capabilities

3 Some of the Weaknesses: Limited availability of professionals to participate on the board and as volunteers for PMI Membership consists almost exclusively of project managers from the Information Technology field Limited use of the media to promotion the organization. (Interestingly enough, all challenges also articulated by the PMI-WDC board if I m not mistaken.) One of the Threats: Many PMPs do not continue as PMI members after becoming certified A Couple of the Opportunities PMPs need PDUs to maintain certification The Chapter-to-Chapter relationship with PMI-WDC Friday, November 3, 2006 Project of the Future Presentation Two PMI-DF Board Members, Marcelo Cota and Pilar Abad, are working on a community services project that Marcelo developed. The project uses project management methodology to guide underprivileged teenagers to take control of their futures by developing a life plan. Project management processes are presented in an easy to understand vocabulary that appeals to the teens through the use of slang, characters dressed in the latest fashion, and references to popular movies. Marcelo presented the paper he published on the Project of the Future at the National Congress in Brazil this year. Marcelo believes, and I agree, that the project has applications beyond Brazil. The Chapter is interested in adapting this project to the USA and perhaps even globally. One of my recommendations is that the Chapters evaluate the potential of collaborating to expand this project as a means of building our Chapter-to-Chapter relationship. I volunteer to help with translation of existing Portuguese documentation into English.

4 Monday, November 6, 2006 Interview for UniCEUB Monthly Magazine Camila Fernandes, a UniCEUB journalism student and reporter for the university s monthly magazine, interviewed me on the topic of women in project management and technical fields. The front page of the October 2006 issue of PM Network magazine highlighted 25 Influential Women in Project Management and featured a picture of Margareth Carneiro, one of the founders of the PMI-DF Chapter. Perfect timing! I had the inside article which described Margareth s career and Camila photocopied it and plans to include information about Brasilia s local success story in her article. Tuesday, November 7, 2006 Brasilia North Rotary Meeting PMI-DF board member Marcelo Cota invited me to attend the weekly lunch meeting of the Brasilia North Rotary Club. As I was a Rotary Youth Exchange Student in Brazil while I was in high school, I was given the opportunity to say a few words about how that experience had shaped my life and resulted in my being in Brasilia 30 years later. Marcelo and I had the opportunity to discuss PMI a bit and explain about the Chapter-to-Chapter exchange between PMI-DF and PMI-WDC. Banco Central do Brasil - Marcelo Cota e Victor Rascop Two PMI-DF board members work at the Banco Central do Brasil, a federal institution comparable to the United State s Federal Reserve. The Banco Central contracted with the Gartner Group in 2000 to do a study of its Information Technology. One of the Gartner Group s recommendations was for Banco Central to implement a Project Management Office (PMO). Banco Central now has 3: the Information Technology, the Corporate, and the Business Unit PMOs. The PMOs oversee projects using a project methodology called Gepro that is based on the PMBOK, but customized to the Banco Central. The PMI-DF Chapter helped the Banco Central develop its internal training materials. Banco Central uses homegrown project management software called GPA, but will be moving to Microsoft Project soon. Engineering Week Celebration at UniCEUB The event went off as planned with over 300 people watching the activities from various classrooms around the university. The agreement between PMI-DF and

5 Washington DC Chapter UniCEUB was signed with great fanfare. PMI-DF Chapter president Rodrigo Loureiro spoke about PMI, the local Chapter, PMP certification and the contents of the PMBOK. I gave my presentation about the Chapter-to-Chapter effort and the PMI-WDC Chapter, in Portuguese. I owe a huge debt of gratitude to Pilar Abad for her assistance in translating my presentation slides and to Marcelo Cota for perfecting the final product. Copies of my presentation slides in both English and Portuguese are included as attachments to this trip report with the recommendation that they be posted to the Chapter-to-Chapter website as a reference for future Chapter-to-Chapter exchange representatives. Thanks to the UniCEUB for pushing me outside of my comfort zone and to the PMI-DF people and UniCEUB staff who provided emotional and practical support to the effort. Toward the end of the event, a number of door prizes were awarded including a free seat in the next PMI-DF-sponsored certification training class beginning before the end of November. A picture of me doing my presentation appeared in the local Brasilia paper after the event.

6 Wednesday, November 8, 2006 Politec Pilar Abad Politec is the largest IT services provider in Brazil. The company is CMMcertified. Its domestic clients include federal and state government agencies, and companies from the Banking and Healthcare industries. The company is expanding its global efforts as an offshore provider of IT services. Target markets include: USA (there is an office in Herndon, VA), Belgium, France, and Japan, among others. Politec is a company with heart. The company demonstrates a firm commitment to employee training and career development and has a very low employee turnover rate as a result. Politec is also active in community programs focused on bringing technology to disadvantaged children and those with special needs. The company even has a training program for its cleaning staff to give them the opportunity to develop technical skills. Politec currently has over 70 PMP-certified employees. The company pays 100% of the any expenses an employee incurs in becoming certified. Politec provides inhouse certification training classes. The company also covers the cost of an employee s MBA, paying 50% of the costs during the process and reimbursing the other 50% upon completion of the degree. Project Management practices are well established. Brasil Telecom Flávio Costa Brasil Telecom is a telecommunications company that provides telephone and Internet services to end consumers. Brasil Telecom is committed to implementing project management methodology and has established PMOs within the organization. Microsoft Project is the project management tool in use at Brasil Telecom. The company sponsored a program through George Washington University to allow its project managers to achieve the Masters of Project Management certification offered by the university. Brasil Telecom project managers were curious about what would be required to expand this certificate into an actual masters degree (MBS). They were also interested in perhaps attending a PMI event outside of Brazil and asked PMI to provide information

7 about which event might be most beneficial for Project Managers working in Telecommunications. Thursday, November 9, 2006 Serviço de Processamento de Dados do Governo Federal (Serpro) Sabrina Silva Serpro is Brazil s federal data processing service. Just over four years ago, a strong executive sponsor mandated the use of project management methodology. Serpro spent a year planning its strategy and adapting the PMBOK to Serpro s environment. Three years ago, Serpro had one PMP-certified employee; today there are 105. Serpro covers all costs incurred by the employee in becoming certified. Serpro has 3 PMOs. The director of the PMO responsible for strategic projects gave an enthusiastic presentation demonstrating how much the force of personality can inspire organizations to achieve goals that would otherwise be impossible. The Strategic Projects PMO is very much a support organization that mentors and educates Serpro staff while not so subtly building project management processes into daily activities. Friday, November 10, 2006 Ministério da Previdência Social (MPS)- Julio Casaes MPS serves roughly the same function as the American Social Security Administration. Since 2004, MPS has had a PMO and been using PMI methodology oversee Information Technology projects. Recently, in 2006, the PMO increased its scope to include projects outside of IT. MPS developed most of its own materials and tools. Microsoft Project is the current Project Management software with plans to expand use of the Web version. The PMO is currently overseeing 14 projects and expects an additional 6 to begin before the end of November. MPS was unique in that the PMO staff was predominantly female and that the majority of them were contract employees. PMO staff cited difficulty in getting people to make decisions and not having PM managers dedicated to project work as challenges. A portion of the meeting was a rollicking discussion of women in project management. All agreed with the potential for success in the practice of project management and that many women function quite effectively in a collaborative work environment. MSP employees were able to cite many examples from their

8 personal experiences. They also pointed to interpersonal skills as critical to the professional and felt that these skills have traditionally been more associated with women. Tribunal Superior Eleitoral (TSE) Giuseppe Janino TSE is a specialized court of law dedicated to overseeing the election process. Brazil has fully electronic elections and was the first country in the world to do so. Voting is mandatory for the country s more than 188 million citizens. The TSE has confronted enormous challenges to provide electronic facilities to remote areas of the country. TSE has received a lot of international attention because of the efficiency with which the votes are counted. Brazil had held a presidential election 10 days or so before my visit to the TSE. All votes were tallied within 2.5 hours after the polls closed. TSE staff was still basking in the glow of success while they discussed plans to implement a PMO at TSE. I had the opportunity to meet briefly with TSE s Director General. He showed me an article that had been published that day stating the American government was interested testing Brazil s electronic voting booths. OBSERVATIONS AND CONCLUSIONS Brasilia, like Washington, DC Chapter also offers PMP-Certification training classes through the chapter. This represents a less expensive alternative to other institutions offering the training and represents an income source for the chapter. PMI-DF needs to have copies of PMBOK and other materials on hand in country as some project managers may not have the international credit card required to purchase materials from the PMI website. Americans have a more entrenched custom of participation in professional organizations. This sort of involvement is not nearly as common in Brazil. During the strategy session, the PMI-DF board discussed the problem of members not remaining in the organization after becoming certified. According to an executive at Politec, the Brazilian military recently began requiring PMP-certification for project managers. The requirement also specifies that the project manager have two years of experience with

9 projects of a specific size. We are seeing the same trend with government agencies in the USA. When discussing project management methodology, a number of individuals pointed out two challenges to implementing the technology in Brazil. First, planning is not a characteristic of Brazilian culture and many are resistant to it. One project manager said that when she s planning, she feels under a lot of pressure to begin real work. Second, individual roles are not as clearly defined in Brazil as they seem to be in the USA. The methodology assumes the roles are delineated. LESSONS LEARNED A video link was available and would have allowed participation of PMI-WDC Chapter members in the UniCEUB event, but we didn t think of including them until the last minute. It would have been a great touch and we should incorporate a few words from our chapter president or some other PMI- WDC member at any similar Chapter-to-Chapter events if a video link can be planned in advance. I left for Brazil before the award I was to present to the PMI-DF Chapter was ready. John Scanlon kindly shipped the award to a PMI-DF representative. We were dismayed to find out that Brazil imposes a 100% import tax based on the declared value of the item. Check with locals before shipping to determine ways to avoid complications. I would have liked to have been more knowledgeable about and had more exposure to the PMI-WDC board before my trip. I think/hope that the conference call meeting we are planning between the PMI-DF and PMI-WDC boards will bridge any gaps. For the Chapter-to-Chapter member exchanges, a certain level of familiarity with the language and culture of the host country greatly facilitates making productive use of a short period of time. The standardized package of information we plan to prepare for future Chapter-to-Chapter exchanges will also help in this regard.

10 RECOMMENDATIONS AND NEXT STEPS Schedule Conference Call between the PMI-WDC and PMI-DF boards in early December (Saturday, December 2 or 9??; Janis has responsibility) Coordinate Brazilian exchange member visit to Washington in January with whatever sort of chapter event we decide to use to disseminate information about the Chapter-to-Chapter experience with PMI-DF Develop a Plan to work with PMI-DF to expand the scope of Marcelo Cota s Project of the Future beyond Brazil. Expand relationship to include the Sao Paulo Chapter. Through PMI-DF we have a relationship with a membership that represents the government agencies and commercial entities with offices in Brasilia. Sao Paulo is the business capital of the country. A Chapter-to-Chapter relationship that includes both PMI-DF and PMI-Sao Paulo would establish links with the majority of agencies and organizations with which a PMI-WDC project manager is likely to have professional contact. CONCLUSION I found project management methodology to be well established in Brasilia. The project management community in Brazil appears to have many of the same concerns and professional challenges as project managers in the USA. The Chapter-to-Chapter partnership has the potential to increase and diversify the resources available to advance the project management profession.

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