The Power of Metrics in Enterprise-wide Project Management

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1 The Power of Metrics in Enterprise-wide Project Management Presented By: DENNIS L. BOLLES, PMP PMI Great Lakes Chapter September 10,

2 Speaker Introduction Dennis Bolles has more than 40 years experience in multiple industries providing business and project management professional services. He has been a member of PMI since 1985 received his PMP certification in 1986 (#81) and is a founder/charter member of the PMI Western Michigan Chapter serving on its Board of Directors in several positions since its 1993 inception. He joined the PMI Project Management Organization (OPM) Community of Practice (CoP) in January 2012r currently serving as Operations Manager responsible for future service enhancements and initiatives to increase the value of PMI s Communities of Practice and further develop the CoP leadership capabilities. Dennis is the PMI Standards Project Manager who led the project core team to a successful completion and on-time delivery of the PMBOK Guide Third Edition in He has served on and contributed to multiple PMI Standards over the past 20 years. He is a published author of many project management articles, PMI Congress / Symposium / Chapter PDD speaker, and author of Building Project Management Centers of Excellence, AMACOM, NY, June 2002 and co-author of The Power of Enterprise-Wide Project Management, AMACOM, NY, January He is the Co- Editor of The PMOSIG Program Management Office Handbook, JRoss, January He is co-author of A Compendium of PMO Case Studies: Reflecting Project Business Management Concepts, PBMconcepts, 2012 Visit his website at for more information 1

3 AGENDA Why is a Project Business Management Office (PBMO ) needed to create effective metrics? Why is Project Business Management (PBM ) the right quality solution? How is a metrics driven PBMO created? What are the values and benefits of a PBMO? Conclusions 2

4 Why is a PBMO needed especially now? A study by the American Productivity and Quality Center finds: In a good economy % of new product projects fail to meet their profit objectives 49% are launched late to market. Fewer resources available Surviving in today's economic downturns Gartner Analysis and The Standish Group research reports indicate large numbers of projects failed in most organizations when market conditions were good 3

5 Customer Value Management CVM links quality, value, loyalty and project management. CVM support comes from: Life Cycle Costing Project Management CVM Risk Management Quality Management The project manager must be more business-oriented. The project manager must link project management activities to the client s business decisions which includes the client s customers. The use of metrics is essential. APQC Study entitled Customer Value Management: Gaining Strategic Advantage - The American Productivity and Quality Center [APQC], 1998, p.8): Slide from Dr. Harold Kerzner s book PM Metrics, KPI s, and Dashboards 4

6 Operations and Project Management Integration 5

7 PBM & Metrics Management Project Business Management is the integration of General Business Management and Project Management policies, processes, and procedures and it provides a methodology that facilitates good Metrics Management practices. Metrics Management begins with the Strategic and Tactical Planning processes, where the Business Objectives are developed along with associated defined values and benefits to be derived from accomplishing those objectives. and continues with establishing the supporting metrics for the related Portfolios, Programs and Projects. 6

8 PBM Metrics Creation Establishing Project Business Management Metrics Enterprise-wide requires a change in thinking - a new mindset, a way of defining, analyzing, and determining metrics that is supported by metric measurement techniques. PBM organizes Metrics into direct alignment with the enterprise s vision, mission, strategic initiatives, and business objectives (VMSO) Metrics. PBM enables the enterprise to translate VMSO Metrics to supporting execution of portfolios, programs, and projects. 7

9 Cultural Changes Required Knowledge the extent to which the enterprise s management knows what metrics exist and what their importance is Governance. Consistency the efficiency, effectiveness, and support of the company s information systems and processes in defining, measuring and analyzing metrics - Standardization Commitment the degree to which individuals at all levels of the enterprise are engaged in Metrics Management in their own areas Capability Agility the ability to know what Metrics are necessary and sufficient for the organization to meet internal & external Customers needs, and the degree to which the enterprise can respond to those requirements Execution 8

10 Poor Distribution of Limited Resources Limited Resources Capacity And Capability To Do Work New Opportunities Require Reprioritization of the Portfolios, Programs, and Projects 9

11 Metrics Mgmt Enterprise-wide Plan to Achieve Your Desired State of Enterprise-wide Metrics Management Assess the Current State Define the Future State Plan to Fill the Gap 10

12 Important Steps to Take 1. Obtain top executive commitment and support for Metrics Management 2. Get middle management commitment & support 3. Assess the current situation 4. Create a Metrics Management Charter and get it formally adopted by the senior management team 5. Make a big splash in establishing metrics management to get everyone s attention 11

13 Important Steps to Take Cont d 6. Create a standard list of Metrics 7. Implement a Project Management Metrics standard 8. Provide Metrics Education & Training 9. Sell the concept of enterprise-wide Metrics Management Establishing PBM Metrics Management Is Not A Trivial Pursuit! 12

14 Establishing PBM Metrics Management Critical Success Factors for Enterprise-Wide Project Business Management Establish Governance Sets Policies Charters the organization Define Standardization Identifies, documents, and integrates five standard models Develop Capability Improves human skills and knowledge Enhances business operational abilities Enable Execution Facilitates strategic and tactical planning Improves business objectives development Drives the execution of portfolios, programs, and projects 13

15 PBMO House of Excellence A Seamless Integration and Harmonization of General Business Management, Operations Management, and Project, Program, and Portfolio Management Principles, Policies, Processes, and Procedures (1) Five PBMO components are required for sustainability 14

16 PBM Metrics Governance First Component that establishes a sustainable PBMO 15

17 Metrics Management Vision & Mission Metrics Management Vision To create an environment that enables world-class proficiency in managing project business management metrics enterprise-wide. Metrics Management Mission To provide the leadership that will guide the enterprise in implementing enterprise-wide Metrics Management by utilizing best-in-class project business management methodologies, tools, templates, and technology. 16

18 Metrics Mgmt. Strategy & Objectives Metrics Management Strategy Create an environment within the enterprise that embraces Metrics Management as an intrinsic enabler for achieving its strategic initiatives and project business management objectives. Metrics Management Business Objectives To establish and institutionalize Metrics Management practices as the natural way to achieve project business management objectives and treats it as a business function to the degree that it becomes an enterprises core competency. 17

19 PBM Metrics Standards Second Component that establishes a sustainable PBMO 18

20 Develop Metrics Management Standards Establish Project Business Management Metrics Management Standards Include therein: policies, procedures, processes, tools and templates Develop to be commonly applied to planning strategic initiatives, developing business objectives, and executing all enterprise portfolios, programs, and projects. 19

21 Publish Metrics Methodology Seven PBM Standards incorporate Metrics Management processes Strategy Development Processes Business Objective Development processes Portfolio Management Processes Program Management Processes Project Management Processes Education & Training PBM Templates 20

22 PBM Metrics Capabilities Third Component that establishes a sustainable PBMO 21

23 Education & Training Develop a Metrics Management Education & Training program, which defines education and training requirements, testing criteria, and validation processes for developing metrics during strategic planning, objectives development, and portfolio, program, and project planning and for metrics measurements during portfolio, program, and project execution. 22

24 Education & Training Program Metrics Management Curriculum General Population Project Teams Project Managers Executives & Managers Knowledge Objectives Learning Objectives Assessment Methods 23

25 Enabling Metrics Capabilities Provide Hands-on Mentoring & Coaching Assist With Metrics Plan: Metrics Development Cost Benefit Analysis Scope Statement Risk Management Project Schedule Communications Plan Metrics Measurement 24

26 Develop PBM Execution Fourth Component that establishes a sustainable PBMO 25

27 PBM Metrics (PBMM) Development Stages Strategic Planning Create business-plan based strategic initiatives with KPIs Tactical Planning Develop Business Objectives with KPIs PBM Based Planning Identify portfolios, programs, and projects and associated KPIs PBM Initiation Select, prioritize, and authorize portfolio, programs, and projects and set final KPIs PBM Execution Manage the portfolios, programs, and projects to meet KPIs 26

28 Strategic Metrics Processes PBMM Business Strategy Metric Development & Measurement Process 27

29 Business Objectives Metrics Process PBMM Business Objective Metrics Development & Measurement Process 28

30 Performance Metrics Processes PBMM Portfolio / Program / Project Performance Metrics Development & Measurement Processes 29

31 Metrics Monitoring Metrics Management Plan Review Gate Review Gate Review Gate Initiating Phase Planning Phase Executing Phase Closing Phase Capture Lessons Learned Metrics Capture Lessons Learned Metrics Capture Lessons Learned Metrics Lessons Learned Metrics Review 30

32 PBM Metrics Maturity Foundation Component that supports a sustainable PBMO 31

33 Metrics Management Maturity Model Continuous improvement and innovation is common 4. Sustained Metrics Management is fully distributed and it is a core competency 3. Distributed 2. Managed Metrics and project business management processes are fully integrated 1. Repeatable Metrics management standards are consistently applied to all portfolio, programs projects Baseline A Baseline Metrics Management is established 32

34 Metrics Maturity Time Lime Enterprise-wide Metrics Management (EMM) Stage 1 Implementation Time Line Timing Depends on Level of Support Develop EMM Design Distribute EMM EMM Training Stage One EMM Maturity Establish EMM 33

35 PBM Benefits of Metrics Mgmt. Expands Enterprise-wide Knowledge on using Metrics to Manage Obtaining Benefits & Values Facilitates Internal Benchmarking of Work Establishes Metrics Management Best Practices for use in Project Business Management (PBM) Adds Management Value to Lessons Learned Enables Metrics Training and Development Provides Ability to Determine Project Successes 34

36 Questions? Name: Dennis L. Bolles, PMP Website: Phone: (616)

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