DPC - Strategy and Project Delivery Unit Project Management Methodology. Updated April 2010

Transcription

1 DPC - Strategy and Project Delivery Unit Project Management Methodology Updated April 2010

2 This project management methodology is designed to help SPDU staff to plan, manage and measure a successful project This project management methodology: Provides a guide to undertaking effective project management within DPCs Strategy and Project Delivery Unit Outlines the success factors for project planning and management Details the tools, inputs and outputs needed at each stage of the project Highlights structure and governance needed to execute and report on project progress For assistance with the application of these guidelines: Our current project management expert is Jeremy Harris The questions you should be able to answer by applying this methodology: What is the project supposed to deliver? Do the outcomes and impacts align with strategy? How can progress be managed and monitored? Who makes which decisions? Where are the risks to be managed? Can the scope of work be clearly explained? Who is responsible for delivering project outcomes? Is the project adequately resourced? Has the project delivered the desired outcomes and impacts? 2

3 There are nine rules for successful project planning and management It is the Project Manager s responsibility to make sure all nine of these success factors are being addressed Strategic Alignment & Buy-in Project & Change Management Quality & Risk Management Outcomes Ownership Stakeholders Well planned Scope managed Governance Effective team Deliver quality Mitigate risks 1. The project outcomes are clear and aligned with strategy (eg. State Plan priorities) and achievable (Government has the levers to make the change). 2. The project champions (DGs, Premier and Cabinet), and the agency staff responsible for ongoing implementation, support the project outcomes and are engaged in the project. 3. The appropriate stakeholders (customers, community, NGOs, Local Government) are involved, consulted and communicated with effectively during the project. 4. Project work is planned and tracked (SPDU has Microsoft Project software to assist in the preparation of a project plan - Gantt charts - and project tracking). 5. The project is managed to stay within scope and expectations of resourcing, timeframes and outcomes are managed. 6. All layers of the Governance for the project are kept informed regularly and decisions are sought as appropriate. 7. The project team is selected based on skills and capability to deliver the project outcomes. Roles, responsibilities and deliverables are clear and the team culture is constructive. 8. Project outputs are of high quality, based on evidence and have been reviewed (eg. plain English, project manager approval, external/independent expertise). 9. Risks are regularly identified and managed actively to maintain progress against the project plan. 3

4 The stepped process for planning and delivering your project Step Part 1 Scoping the project Clearly articulate the Project -define the problem, develop the solution hypotheses, outline the benefits Involves and defining costs the of conducting problem, developing the project, the align solution with priorities. hypotheses and outlining the benefits and Seek costs support. of conducting the project Step Part 2 Planning the project Step Part 3 Delivering Managing the Project the implementation Step Part 4 Reporting on performance Step Part 5 Finalising the project Develop Requires a the detailed development project plan, of a detailed including project implementation proposal including, methodology, project project rational, deliverables and outcomes, implementation resourcing methodology, plan and project time-line. deliverables and outcomes, resource planning and timelines. This the is project where the team. critical success factors necessary to set-up project work streams are Establish considered, the project team is established and mobilised, ways of working are agreed Manage Sets out project the process work streams for managing through project to successful work streams delivery through of outputs to successful and outcomes. delivery of Support outputs the and team outcomes. to delivery Managing through the regular implementation meetings increases and tracking the of consistency, progress. transparency Maintain and rigour high of project quality of practices work. Provide Defines regular the project reports reporting on progress hierarchy as appropriate and approach in the for all project levels. reporting This will hierarchy improve Seek performance approval visibility at key milestones. and will underpin realisation of project outcomes and benefits Review deliverables and project outcomes against project scope and plan. Support The final project part of approval the project, and where transfer deliverables for ongoing and implementation outcomes are reviewed against plan. This is Evaluate where the success final sign-off and ongoing is provided performance. and any remediation or follow-up actions are agreed 4

5 Tools, Inputs, Outputs and Actions to support Project Management Project Gateway 1 Project Gateway 2 Project Gateway 3 Phase 1- Initiate Phase 2 - Deliver Phase 3 - Close Actions Current state scan to undertake issue identification Gather data and perform desk top research on issues Conduct root cause analysis and hypotheses testing Determine options for resolution Develop project deliverables and outcomes Prepare project proposal Project team mobilisation and ways of working Develop detailed project plan, including milestones Establish PMO and project governance structure Implement Project Agreement and ways of working Perform stakeholder and risk management process Develop reporting and meeting structures Undertake project Gateway activities Assess project impacts Conduct stakeholder satisfaction survey Hold final Gateway meeting Inputs State and regional strategic plans State plan performance reporting Agency specific performance data and practices Agency and subject matter expert consultation External research materials Project initiation & business case document Agency resources Project scope & prioritisation plan Knowledge base and benefits Agency and subject matter expert consultation Project plan and scope statement Work product tracker Readiness assessments Risk log Status reports Outputs Initial knowledge base and models: Issues identification and prioritisation Solution hypotheses and options Project proposal and initiation document: Project benefits, outcomes and deliverables Resource plans and project time-lines Project methodology Project plan, critical path and scope statement Project and steering committee meeting schedules Status and performance measurement reports Gateway assurance reports Stakeholder and risk management plans Project finalisation report Final Gateway meeting record Team performance review Tools Project initiation & business case document Issues log Prioritisation plan & tracker Benefits & resource tracker Project charter Roles & responsibilities matrix Communications plan Readiness assessments Stakeholder management tracker Risk log Quality strategy and review log Work product definition and tracker Review and approval summary Stakeholder satisfaction survey Project health assessment 5 Step Part 1 Scoping the project Step Part 2 Planning the project Step Part 3 Managing the implementation Step Part 4 Reporting on performance Step Part 5 Finalising the project

6 Effective Project Teams have clear Governance arrangements Role Duties Project Director Project governance along with Steering Committee Project coordination, risk & issue management Responsible for prioritisation, resourcing and major decision making Responsible for delivery of project to time, on budget and with outputs/work products realised The governance model: Project Manager Accountable for all work project deliverables and scope Accountable to the Project Director for performance and delivery Ensures effective approach, definition and resourcing for all activities Delivers an effective project environment through supervision of the PMO Provides ultimate authority for the Steering / Governance Committee to make decisions on system changes Project Co-ordinator Supervisor Accountable for tracking day-to-day activities, and reporting progress to Project Manager Aligns and coordinates with other project stakeholders Delivers day-to-day work to achieve project outputs/work products and supports team in delivering outcomes Manages, maintains and updates detailed activity/project plans, including risks and issues Steers top-level reviews of issues, progress, risks, scope, financials and resourcing Facilitates reporting and information flows between all levels of the system to enable more transparent and informed decisionmaking Project Team Responsible for delivering and tracking day-to-day activities, and reporting progress to Project Supervisor Aligns and coordinates with other team members in the project as required Delivers day-to-day work on the project and supports team members in delivering outcomes Indentifies and manages project risks and issues 6