Post on 12-Apr-2017
Project Management Framework (PMF)
automation for Project and Portfolio
Management – Benefits and Challenges
Dr. Mona ZOUGHAIB, 15.12.2016
Head of PMO – MEA
VP Marketing Director – PMI LC
Session Outline
• Framework vs. Methodology?
• Project Management Framework (PMF)
Why adopting a defined PMF ?
Why the automation of PMF?
• Project Management Information systems (PMIS)?
____________________________________________________
• The benefits & challenges of an automated PMF using IS/PMIS
• Case of Middle East Airlines – OXYGEN Framework
• Sharing Lessons Learned
• Q&A
• Fill Questionnaire
• TOMBOLA
What is the difference between a Framework and a Methodology?
What is a Framework?
“A framework is a loose but incomplete structure which leaves room for other practices and tools to be included but provides much
of the process required”.“
“A framework creates a structure of what to do but rely on the doer to determine the best way to get
the “what” done”.
“Frameworks exist to provide structure and direction on a
preferred way to do something without being too detailed or
rigid”.
They are powerful because they provide guidance while being
flexible enough to adapt to changing conditions or to be
customized for your company
Framework
Examples of Framework?
Framework
Initiation, Planning,
Execution, Monitoring and
Controlling, Closing
'IT Service Lifecycle.'
“Project Lifecycle”
Service Strategy, Service
Design, Service Transition,
Service Operation, Continuous
Service Improvement
“Entire IT Lifecycle”
“IT Governance Lifecycle”
Strategic Alignment, Value
Delivery, Resource Management,
Risk Management, Performance
Measurement
Plan Phase, Deliver Phase,
Operate Phase, Manage Layer
What is a Methodology?
“A methodology is set of principles, tools and practices
which can be used to guide processes to achieve a particular
goal”.
“A methodology is an approach to ‘doing something’ with a defined
set of rules, methods, test activities, deliverables, and
processes which typically serves to solve a specific problem”.
“Methodologies demonstrate a well thought out, defined, repeatable
approach”.
“A methodology spells it all out in finite detail: what to do, when to
do, how to do it and why”.
Methodology
Examples of PM Methodologies
Methodology
Process-based method for
effective project management
A disciplined, data-driven
approach and methodology for
eliminating defects in any
process
Scrum is an agile methodology
for project management
lean project management is
delivering more value with less
waste in a project context
Framework vs. Methodology Attribute Framework Methodology
Structure
Flexible Prescriptive
(allows for creative
adaptation)
(phases, tasks, methods,
techniques and tools)
Standards What, “When” to do What, When & How to do
Provides Phases and Steps Yes Yes
Consistent Outcome Predictability Low High
Can be Tailored to Environment &
Culture Yes Somewhat
Level of Expertise Needed to
Effectively Use High Medium
Effort Level to Implement Medium High
Ease of Governance and Compliance High Low
Provides Metrics for Estimation Yes Yes
Provides Underlying Principles Yes Yes
Framework vs. Methodology
Frameworks seem to be more popular than methodologies
because they allow people to take a great control over how the
components of the framework are applied.
Issues and risks: inconsistent outcomes, performance and
compliance metrics are difficult to develop and enforce.
However, in the hands of seasoned experts, they
provide the guidance needed to achieve outstanding results.
Framework vs. Methodology
Methodologies, on the other, hand resolve many of the issues
and risks inherent in frameworks but are often more difficult to
implement because they leave little to the imagination.
People with low experience tend to adapt to methodologies
better than experts in a field, who tend to believe their ways are
best.
Just tell them the outcome desired, provide them with
a well-equipped kitchen and properly stocked pantry
and let them run
Requiring to create predictable meals, chef tends to favor a formal
methodological approach; ones that staff can follow without ever wondering
“what to do” or “how to do it”.
Think about it THIS WAY!
Which one to choose ?
Which is more attractive and appropriate for any given
organization, is outside the scope of this session, but there exist
factors like:
• The culture
• Maturity level
• Resident expertise
• Tacit and explicit Knowledge level
• Strategic Objectives
• Among other factors….
What is Project Management Framework (PMF)?
WHAT IS PMF?
A Project Management Framework (PMF) is a
combination of processes, tasks, and tools used
to transition a project from start to finish.
PMF is a general term to explain what key
components are included in managing and
governing a project.
PMF is used by the management team to get
insight into the major structural elements of the
project in order to initiate, plan, execute, control,
monitor, and terminate the project activities
throughout the management life-cycle.
PMF components
Regardless of the type, size and nature of projects, a typical
PM framework includes:
Project phases and stages
Templates
Checklists
Processes
Activities
training material
work guidelines
All this information is organized into a structure allowing managers
and planners to control progress of their projects throughout the PLC.
Now let's dive deeper into the three
parts of a project management
framework: lifecycle, control cycle,
and tools and templates.
Parts of a Project Management Framework
Lifecycle: Provides guidance on the common stages and
steps and stages involved in the project and what needs to be
done at each stage.
The aim is to establish a common framework for the
management of projects.
It allows the management team to make adjustments and
customize the stages based on the size and scope of the
project.
Key Success: Variety and Freedom to customize
Parts of a Project Management Framework
Control Cycle: The project control cycle describes how each
stage in planned and managed. Bases on a simple plan, do,
check act process the control cycle ensures that each stage has
the appropriate plan, controls and corrective actions in place.
The aim: The project control cycle acts as a navigation system
for the project through
the roadmap defined by the lifecycle.
Parts of a Project Management Framework
Tools and Templates: Simple tools and templates support
the implementation of project management within an
organization. Making these relevant to the size, risk and scope
of the project is essential to ensure they are effective in
supporting the project managers.
The Aim: Using standardized templates can support a
common language and processes.
Why adopt PMF? 40 Years of Great Projects! https://www.youtube.com/watch?v=lNqDHjuIcnA
Why adopting a defined PMF ?
GENERIC FRAMEWORK
Initiation: when the
project starts
Planning: when all of the key decisions
are made
Execution: when project work actually takes place
Control: when adjustments are made to
the plan
Monitoring: when project progress is
checked
Termination: when the
project comes to an end
Each stage of this process
involves the completion of many
tasks by project team members
using various tools.
This generic process is a
project's lifecycle from initiation
to termination, which is one
part of the framework.
Why adopting a PMF ?
“Have you ever worked on a project
that was completed smoothly, on
time with great results?
Then you probably had a good project
manager who used a project
management framework to
assure success.”
Brianna Whiting .
Why adopting a PMF ?
Often people are familiar with project management – they've done
the training and got the certificate
BUT sometimes project managers drift back into bad
habits.
What many organizations do? As per the Association of Project Management: If you aren't
following a project management method:
The different roles in the project are not clearly defined
Different teams manage projects in their own way, with little
sharing of lessons learned or consistency of approach.
Project teams re-invent the wheel every time, using different
tools, templates and processes.
Some projects are heroically successful, due to the skills,
competence and determination of some project teams, but this
performance is not common for all projects.
Benefits of PMF
Following a project management method can help you avoid
these and other common situations that arise from failing to
manage projects properly.
The idea behind the project framework is to:
Create and share a clear understanding of the basis of a project
(Phases and stages in project lifecycle)
Avoid nasty surprises
Structured approach to project delivery (clearly defined roles, a
structured lifecycle and supporting processes).
Benefits of PMF
•Project scope is controlled: An effective method will help
manage scope, which is a common cause of cost and time
over-runs.
•The project owner knows what to expect: A project
management method helps ensure that the owner and project
team are in agreement on what will be delivered.
•Better problem resolution: the risk management processes of
a project management method will ensure many risks can be
anticipated and prepared for. The communication processes
also means no one is surprised if a risk does occur.
Benefits of PMF
Problem free? No, but it will minimize the
problems and make you better prepared to deal with them.
Why the automation of PMF?
Why the automation of PMF?
PMF Automation is part of Business Process automation
It is simply a defined way to:
Eliminate manual tasks
Eliminate Time-consuming and costly tasks
Replace tasks with automated processes that work faster
Reducing redundancy in tasks
Benefits of PMF
Since projects rely on people, there will always be a level of
uncertainty but being clear about the roles and responsibilities,
behaviors, competencies, processes and templates can ensure:
Schedule is accurate
Adequate resources are available
Everyone understands what is expected of them
Everyone knows what will be delivered
Everyone knows how much it will cost
Benefits of PMF
Time and information are amongst the most valuable assets for
the success of a project*.
It has become essential for every business to invest its time and
resources in well automated Project Management Tools to
improve the overall performance of the business.
*In a recent survey, the Project Management Institute has found that efficient project
management can deliver higher ROI and increased efficiency for crucial business projects.
Benefits of PMF
•Effective decision taking: Clarity on the roles and different
players enables effective decision taking. Confusion over
who is accountable for what decisions is one of the main causes
of delay in projects.
•Re-use saves money and time: Having a clear road map for a
project supported by a common set of processes that are used
over and over again for all projects speeds up the project
initiation phase and ensures teams and stakeholders know what
is expected of them so projects can be delivered more quickly
and so save money.
Benefits of PMF
• It supports the development and replication of accepted
practice.
•Helps communication within the team because of a common
language.
•Streamlines the use of tools and techniques for key project
management processes.
•Establishes a consistent approach which aid to understand the
project management processes.
•Ensure that focus is maintained from the early stage of the
project lifecycle.
Benefits of PMF
•Costs are controlled: Clearly defined project with good time
and cost estimates and tracking of actual costs all help to keep
costs under control.
•Struggling projects are more quickly identified: project
management methods reveal those projects that have over-run
on time or budget, or those that are no longer on track to deliver
the expected benefits, so that they can be dealt with early on.
•A happier, more motivated team: projects that are better
controlled with fewer unexpected surprises are more enjoyable
to work on. And a happier team will be better motivated and so
work more effectively, saving (you guessed it) time and money.
What’s NEXT? PMIS
•Microsoft SharePoint
•Microsoft Project Server
•Microsoft Project
Professional
Case of Middle East Airlines – OXYGEN Framework
MEA Oxygen Framework
This has been resized for confidentiality purposes
This has been resized for confidentiality purposes
39
Linking all Projects to project server with different views and
Grouping
40
Stages of project phases
41
Configuring Project Sites for all Projects
42
Configuring Project Sites for all Projects
43
View Requirements
44
View Risks
45
View Issues
46
View Issues
47
Sharing Blogs, Events, Ideas, Opinions. Follow Other Sites
MS Project Professional
Benefits - ENHANCEMENTS •Visibility
-Phases / Stages
- Issues
-Risks
-Requirements
•Efficiency
-Fast Automated Approval
Process
•Reporting
-Control reports
-Performance reports
•Monitor Performance
- Project Health
•Collaboration
-Sharing Blogs
-Sharing Documents
-Sharing Schedule
-Requirements
-Blogs
-Chat (Skype for Business)
•Communication (PM, Team,
Top Mgmt)
•Dashboards
-Project
-Programme
-Portfolio
50
Phase I
Some of Phase I Results
Creation of Dashboards - Portfolio
Lessons Learned
•Get TOP MANAGEMENT Support
•Create a controlling PMO
•Assess the readiness of the organization before
implementation
• Involve Stakeholders (each and every PM)
•Create a Workforce Team to drive change management
•Perform continuous training
•Create a quality control committee for follow up
•Perform continuous Project Performance reviews
•Do not accept non-system generated Progress Report
•BE PATIENT
Thank You!
Questions ?
Christmas Greetings from PMI
‣ https://www.youtube.com/watch?v=DY1-0sqJE3g
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