Audit Bureau Consultancy

Transcription

1 Case Study Project Management System Set Up A property development company (XYZ) provides unrivaled real estate and infrastructure project management services that perpetuate world class standards, while ensuring project efficiency and focus for civil infrastructure, commercial, leisure, real estate, and residential projects within the growing regionally and locally marketplace. XYZ has a portfolio of mega projects in various locations in Khartoum Sudan, while cultivating potential markets and playing an integral part in the development of local communities. XYZ aims to position itself as a leader project management company in Sudan. This vision is supported by its investment in state of the art project management technologies that brings the project to life by articulating problem areas, avoiding construction clashes, and reducing expenses. XYZ s technologies are enhanced by expert teams who have great experiences, a diverse overlapping skill set, and the ability to efficiently mobilize project resources within an accelerating market. Background In an effort to found common standards, foster a project management culture and improve individual and organizational competencies, XYZ was seeking to set up a Project Management System (PMS) based on the international recognized ISO standards and PMI project management body of knowledge. The main purpose of the PMS is to help XYZ to implement its strategies through the successful, consistent, and predictable delivery of its projects. Moreover, the following benefits are considered: Drive XYZ's culture to support and sustain professional project management; Assess and improve XYZ's professional project management competency at all levels: individual, team and organizational; Ensure the right processes, procedures and techniques are in place and linked to support professional project management success; Facilitate formation of a project management community to promote exchange of information to improve project management practices. The project was planned with a framework and systematic steps which were required for the establishing and developing XYZ PMS in accordance to the needs, requirements and strategic objectives of the company. The scope of work for setting up the project management system was documented and summarized as follows:

2 Establish XYZ Project Management System PMS and assure that the system documentation cover all XYZ needs, requirements and expectations. Develop, review and update all necessary documentation and processes that are required by the ISO recognized management systems (PMS manual, documented quality and HSE policies, management system procedures and guidelines, processes flow charts, and quality standard forms). Set up a timely procedures deliverables log to guide on the development of the various system elements. The deliverables log was based on the different project areas and departments which include the following: 1. Corporate 2. Project Management Office (PMO) 3. Quality Management System (QMS) 4. Project Document Control 5. Project Schedule Control 6. Project Budget and Cost control 7. Procurement and Contract Management 8. Construction Management 9. Health, Safety and Environment Management System (HSEMS) Transfer of knowhow: this service to include any knowhow that may exist with the consultant and not covered above, which may help XYZ in conducting and delivering its projects. Challenges The key challenge of this project was introduced on how the PMS might deploy the XYZ's vision which is seeking to be a leading provider of world class project management services in the region, and evolve to become the leader of the locally project management organizations. There was another challenge that encounter on how the PMS support XYZ platform to build its capability encompassing knowledge transfer, career development and succession planning, business agility, business continuity, sustainable growth and organization building. XYZ believes that as the company grows, its people grow along with it in terms of career growth, knowledge, power, professionalism and facing challenges. Therefore, the training and development of XYZ employees were also challenges to meet the requirements of the system implementation and maintenance.

3 Project Management System Set Up Audit Bureau Consultancy A roadmap was established for the PMS set up which based on four pillars of phases namely system development planning, system documentation, system implementation and system monitoring. XYZ top management identified and assigned a PMS Team to review with the consultant the existing system and working practices as per the actual needs and requirements of XYZ program and project management. Then the framework of the PMS was designed to identify the required PMS documentation which planned and agreed into procedures deliverables log. The PMS set up plan have included all deliverables required for the system development and deployment from the starting date up to the time of completion. The plan was being controlled by the consultant through established and documented milestones and deliverables, against which specific progress targets could be assessed. The second phase was commenced with development of the system documentation and issuance of the system documents based on the agreed priorities of the procedures deliverables log. The consultant used the management system procedure/ guideline and associated forms as a foundation for the specific processes to address the requirements of the respective department and/ or functional area of XYZ project management. The first draft procedures/ guidelines were communicated to the PMS Team by the PMS document controller who ensured on time reviews, comments and feedback from the team. The team evaluated these comments against the procedure/ guideline to see if edits were needed to the procedure/ guideline, or if the process documented in the procedure was work better for their employees. System procedures have to reflect, as far as possible, existing working practices and identify the interfaces with the different functions and areas of XYZ project management unit PMU and the corporate. The team was finalized the procedure and sent it back to the consultant to insert the required comments and feedback and review prior to the final approval. This cycle it could be repeated not more than two times of revision and feedback. When the comments and feedback had been determined the procedures/ guidelines were finalized by the consultant and sent for approval by XYZ top management. XYZ should prepare and plan for implementation so that all PMU staff understands their roles and responsibilities. The plan has to detail the authors and ownership of the various system procedures and guidelines. The PMS Team should train their employees that are affected by or have responsibility for the procedure. The required system awareness and inductions training to be conducted simultaneously with the system implementation and records maintenance. The last phase is concerned with the system monitoring and conducting the first internal audit on the developed project management system. Then XYZ to undertake assessment and

4 follow up on the audit findings to determine any changes required to the PMS documentation. In conclusions, XYZ PMS is well documented through a roadmap of project management processes that provides linkage and interrelation between various processes and procedures that are required to maintain the controlled way of a project delivery. This roadmap of processes provides and promotes the adoption of a process approach when developing, implementing and improving the effectiveness of XYZ PMS. For XYZ to function effectively, the documented PMS has determined and managed numerous linked procedures and guidelines which are composed of set of activities using resources, and managed in order to enable the transformation of inputs into outputs and achieved results. XYZ processes roadmap specifies the application, together with the identification and interactions of these processes, and their management to produce the desired outcome and the ongoing control at various stage gates. These stage gates emphasize XYZ with the importance of: Understanding and meeting client's requirements; The need to consider processes in terms of added value; Obtaining results of process performance and effectiveness; and Continual improvement of processes based on objective measurement. Results and Improvement It is XYZ s aim to consistently meet clients requirements and exceed their expectations in a cost effective and proactive manner by providing a high standard of management and technical expertise in the services provided. XYZ believes that its investments made to achieve and maintain project management system will not only pay dividends in the short term but also in the long term as its clients will perceive a clear distinction in the services offered by XYZ. XYZ s top management is continuously committed to the development, implementation and enhancement of its project management system. Moreover, XYZ is committed to constantly strive to achieve the highest possible standards in its day to day work and in the quality of the services are provided. A satisfied client is a key to long term business. The work culture in XYZ demands all employees to review their performance in relation to client requirements. This helps to add value at all levels of the company and to be a client focus organization. The company also attributes the highest importance to client feedback to drive continuous improvement. XYZ is monitoring, measuring and analyzing its processes, implementation of project management system, and project conformity to specified requirements in order to determine areas that require improvement to increase client satisfaction. This evaluation includes recording, collecting, analyzing, summarizing and communication of relevant data

5 needed to monitor performance and ensure continual improvement and effectiveness of the project management system. XYZ achieves continual improvement through the use of its policies, objectives, quality audits, lessons learned, analysis of data, corrective and preventive actions and management review which are all obtained through the system implementation. Key Achievements XYZ has successfully documented a project management system (PMS) which is integrated into management system procedures and guidelines to allow compatibility across all XYZ programs and projects. The hierarchy organizational structure of XYZ PMS is based on the ISO 9000:2008 international management system. The project management system has been designed to allow adaptability to suit client's requirements and their operational needs. Standardization of company policies, procedures and guidelines which have been established and documented to achieve the following: Provide understandable direction to staff; To improve consistency of company project's operations; To serve as a means for effective management control. New employees are inducted into XYZ's operational system to ensure understanding of the relevance and importance of their activity towards accomplishing the company s project management operations.