Effective Project Governance
Transcript of Effective Project Governance
What is an Effective SAP Project Governance
Model?
Muhammad RazeenEJADA Systems
March 16, 2010
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Effective Project Governance• Govern - To Steer, To Guide• Project - Temporary Endeavour, Specific Start and End• SAP Project
– Plain Vanilla Implementation– Enhancements (New Modules to be added)– EAI– Upgrades– New Roll Outs
• Effective Project Governance– To steer or guide the project in such a way that it
meets its time, cost, quality and other organizational objectives.
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Project Governance Model• It is a framework of defining
– Who will steer the project– Who will have decision authority at different levels– Who will be responsible/accountable for success or failure of the project or a
certain project area/deliverables– Rules of communication among stakeholders– How project should be controlled, monitored and guided properly to meet a
happy ending• It contains
– Project Organization Chart– Project Committees (Objective, Scope, Reporting, Membership)– Roles and Responsibilities– Critical Success Factors– Associated Risks, Definition of Issue and Dependency– Documentation– Communication Framework (What, When, Who, How)– Stakeholders Information
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Steps for Developing Your PGM1. Conduct Stakeholders Analysis2. Prepare Organization Chart3. Define Roles and Responsibilities4. Get Concurrence5. Identify Critical Success Factors & Their Measurement6. Identify Risks, Define Issue and Dependency7. Define Communication Framework
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Stakeholders Analysis - Key To PG• Identification of all the persons and parties involved in
the project and having a positive or negative impact on the project.
• How should it be conducted?– Identify your project award and closure process– Identify all the project deliverables– Think about possible architectures and Map Parties– Identify all the parties and persons involved– Identify why, when and how will they be involved?– Prepare your initial "Project Involvement Matrix"
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Complete Project
Project Award ProcessITBusiness
Need
BusinessCase
ApprovalBudget
Finance
RFP Partial Info RFI
Vendor1
…
Vendor10
Response
Response
Response
Evaluation3 – 6 Vendors
ResponseEvaluation
TechnicalCommercial
Vendor3
Contracting
Contract
IT
ERP Implementation Services
Hardware / Network / Landscape Equipment
Training & Change Management
Software Licenses
Third Party Audits
Vendor 6
Vendor 7
Vendor 8
Vendor 9
Vendor3Sub-Vendor
Sub-Vendor
Sub-Vendor
Data Cleansing
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Project Execution and Closure
Golive
Initiation Planning Execution Closing
Discovery & Evaluation
ProjectPreparation
Business Blueprint Realization Final
Preparation Support
Controlling and Monitoring
ProjectManagement
ImplementationDevelopmentIntegration
Timeline EndStart
Training
Organizational Change Management
Data Cleansing
Infrastructure / Landscape Availability
(Hypercare)
Security and Authorizations
KickOffEvaluation, Third Party Audits, Quality Reviews
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Technical SolutionManagement
Training & OrganizationChange Management
Security, Job Roles &System Authorizations
Business ProcessRequirements, Design,Configuration &Testing
Miscellaneous
Developments
Project, Risk, Comm.Quality Management
ProjectPreparation
Project CharterRM, CM PlanProject PlanQM Plan
Training StrategyOCM StrategyT&CM Plan
High level Business Requirements
Initial Evaluation for HW, SW, Network Conn.
Realization
Updated Plans
ToolsLogistics, Courses, Curriculum
RMF – Roles Matrix Form
Test Charter (UTT, UFT, UAT, IST, …)
BL Conf. PlanConf. Doc., Dev, Int. Req.
Infrastructure Availability (DEV, QA, PRD, TRG)
Golive& Support
Lessons Learned, Sign Offs
Usage Surveys
Knowledge Transfer
BusinessBlueprint
Business RoleCatalog / Auth-orizations
TNADet. OCM PlanAwarenessCampaigns
AS-IS, To-BE, Gaps, BBMS, Baselines
Base PlanConfiguration, Dev, Int. Req.
Detailed HW, SW, NW, Landscape RequirementsDev. Env.
Updated PlansDetailed Plan
Helpdesk and Support ProceduresDM Plan
FinalPreparation
Prod. Support , Cutover PlanQuality Check
UFT, SV, Integration Testing, UAT
InfrastructureTested
Conf. / Dev. Issues Reso-lution
Transports
Transports
Transports Strategy
Actual Training, Evaluation, Commitment
Support Infrastructure SetupData Migration
Deliverables
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Application Architecture
ERP(Finance, HR, Logistics, …)
Portal
BI Reporting Functions
Desktop
ERP Software
Data Warehouse
Software
Operating System, Firewalls, Security Software, Monitoring Software
Servers, Network Equipment,
HelpdeskTeam
BusinessFunctions SupportTeam
OS, ApplicationsSupport Team
TechnicalDesign Team
HW, NW, InfrastructureTeam
Legacy Business Functions
Legacy Applications
End-UsersEnd-Users
HW, Landscape for Legacy
Legacy OS, SW
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Project Stakeholders and Areas
Subject Matter
ExpertsEnd Users
Steering Committee
PMOFunctional
TeamsTechnical
TeamsERP Imp.
VendorThird Party Reviewer
HW/SW/NW Vendor
VendorsGoverning
Bodies
CustomerBusiness Project Support
Project ManagementInitiationPlanningExecutionClosingControlling and Monitoring
ImplementationDiscovery & EvaluationProject PreparationBusiness BlueprintRealizationFinal PreparationGolive and Support
ApproveDeliverReviewParticipate
Responsible
Proj
ect
Gov
erna
nce
TrainingChange ManagementSecurity and AuthorizationsData CleansingVendor EvaluationThird Part ReviewsAudits
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Project Involvement Matrix
Subject Matter
ExpertsEnd Users
Steering Committee
PMOFunctional
TeamsTechnical
TeamsERP Imp.
VendorThird Party Reviewer
HW/SW/NW Vendor
Project ManagementInitiation A P A D D PPlanning P P D P P D PExecution P P D P P D PClosing P P D D PControlling and Monitoring D D D P
ImplementationDiscovery & Evaluation A P A D DProject Preparation P D D PBusiness Blueprint D P D D PRealization D P D D PFinal Preparation D P D D PGolive and Support P D P D D P
Training D D D P D D PChange Management D P P D P P P DSecurity and Authorizations D P D P D D PData Cleansing D D P P DVendor Evaluation P P D P P D PThird Part Reviews D P D PAudits D P D P
VendorsGoverning
BodiesProject Areas / Streams
A=Approve, D=Deliver, R=Review, P = Participate
ERP
ERP
CustomerBusiness Project Support
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Steps for Developing Your PGM1. Conduct Stakeholders Analysis2. Prepare Organization Chart3. Define Roles and Responsibilities4. Get Concurrence5. Identify Critical Success Factors & Their Measurement6. Identify Risks, Define Issue and Dependency7. Define Communication Framework
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Sample Project Governance Document
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Customer Perspective• Looking for
– Within Budget Implementation– SMEs/Business Should be Happy - Management is Happy– On Time Delivery– Easy Maintenance– Everyone is properly trained
• Challenges – SMEs not Comfortable with Solution (No Buy-In, Politics, No CM &
Proper Training)– Insufficient IT Support Staff– So many parties Involved – Who should be involved when and
What he will do?– Low budget Allocation
• Suggestions for Customer– Get Buy-In– Identify Strong Project Sponsor– Secure Management Support
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Vendor Perspective• Looking For
– Customer Acceptance– On time sign offs - on time payments– More Future Projects– Within Budget and Profitable Project
• Challenges– First time doing the project– Project Manager not competent - Consider Early Change– Low Ball - Low Quote
• Suggestions– Get Management Support– Understand Environmental Constraints from Customer Perspective -
Provide Help– Update Customer Earlier regarding any Risk - Avoid Surprises - Build Trust– Visit Customer Regularly - To understand his point of view for the project– Discuss Issues and Risks with Team frequently– Do not Quote Low – Unless Strategic– Focus on Long-term relationship
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General Guidelines• Think beyond Teamwork• Terminate Blame Game• Discuss, Discuss, Discuss• Involve Management - only if things are outside the realm of Project team• Use Escalations in extreme cases - vanity, lack of motivation, less dedication • Build Trust Among Team Members• Don't tolerate Nasty Emails• Distribute Responsibilities - inverted tree• Beware of over planning and Work with checklists• Spend time on choosing the right Project managers - both sides• Make sure both project managers are fully dedicated• Work on Architectures as early as possible in the project• Avoid Documentation for the sake of Documentation• Practice politics-less communication• Good Communication is not too-much Communication• Update Governance Model Frequently• Perform Advance Vacations Planning - SMEs, IT Support Staff, Project Team
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Thanks for Attending the Session• “You are not only responsible for what you say, but also for what
you do not say” ~Martin Luther• “Stay committed to your decisions, but stay flexible in your
approach.” ~Tom Robbins• “It is easy to dodge our responsibilities, but we cannot dodge the
consequences of dodging our responsibilities.” ~Josiah Charles Stamp
• "I must do something" always solves more problems than "Something must be done." ~Author Unknown
• Most of us can read the writing on the wall; we just assume it's addressed to someone else. ~Ivern Ball
• "Ninety-nine percent of all failures come from people who have a habit of making excuses." ~ George Washington Carver
• “There's a task for someone to do and everyone can do it, but everyone thought someone will do it. Someone didn't do it, thinking that everyone can do it. At the end no one does it.”