Quick guide to pm3 - version 2.3 Why do we need a maintenance management model?A maintenance management model is needed because maintenance assignments always involve multiple parties in one or more organizations. Those parties that utilize the result of the maintenance activities (business solutions) and those parties engaged in maintenance activities. This means that the base organization (e.g. the line manage-ment) is not a powerful enough instrument for maintenance management, but needs to be supplemented with so-called maintenance organizations. In much the same way as when adding project organizations to achieve a specific objective. The business parties and the IT parties have a joint assignment with responsibility for different parts, the maintenance management model assists in clarifying these responsibilities. The implementation of pm3 thus results in a steerable maintenance assignment which achieves a higher degree of business benefits.

What is pm3?pm3 is a governing model which aims to organize maintenance activities to be conducted in a business-like manner. Using pm3 enables, among other things, the establishment of decision mandates, decision forums, roles of respon-sibility, and monitoring an organization’s total amount of maintenance objects. pm3 thus provides the opportunity to govern the entire maintenance portfolio. The decision structure that is created with pm3, is advantageously used for the development-/project portfolio as well. pm3 version 2.3 is described in “pm3 model description”1 .The basis for pm3 is described in the book “More Business-like Maintenance Management”2 and in På-syn 007 ”Affärsmässig för- valtningsobjektarkitektur – vägen till IT-governance för vidmakthållande och vidareutveckling”3 (only available in Swedish)

What effects can be achieved by using pm3?A pm3 implementation results in a number of effects. The following are examples of effects achieved;

• A common way of working for maintenance management within the entire organization• Cooperation between business parties and IT parties• Structure for management by objectives connected to the maintenance portfolio• Governing structure for maintenance portfolio and development-/project portfolio• A clearer link between business management and maintenance management• A defined and measurable maintenance portfolio with set objectives• Staffing maintenance assignments according to resource calculations

What does pm3 contain?pm3 is built around four key components that all have to be ensured in order for maintenance activities to be cost effective. These four components are briefly described below. For a more detailed description please refer to “pm3 model description, version 2.3”.

• Well-defined maintenance assignments• Effective maintenance objects• Business-like maintenance organizations• Described, understood and accepted maintenance processes

1Tillgänglig via webshop www.pm3.se2Nordström och Welander (2007).3Nordström (2009).

Well-defined maintenance assignmentsA well-defined maintenance assignment ensures that the maintenance activities support the objectives and intentions set in business plans and IT strategies. This is done by implementing management by objectives for the maintenance activities, and by formulating a maintenance plan that is renewed annually. The maintenance plan is the agreement regarding what is to be done during the year and is the steering document for the maintenance organization. The organization’s total amount of maintenance assignments is described in a maintenance portfolio, which is a part of the organization’s assignment portfolio.

Effective maintenance objects The effective maintenance object defines what is to be maintained, and is thus also delimiting the responsibilities of the maintenance organization. A maintenance object contains business solutions, which in turn contains both business com-ponents and IT components. A maintenance object often contains multiple IT components. In order to achieve a high degree of business benefit the mainenance object should be delimited from the business activities it is supporting. Closely related maintenance objects form an object family (OF). The organization’s total amount of maintenance objects are described in a Maintenance Object Architecture (MOA), whose purpose is to facilitate strategic decisions related to maintenance (upholding and evolution) and development.

Business-like maintenance organizations The maintenance organization has similarities with project organizations in that it is based on the roles that are staffed from the base organization. There should be one maintenance organization for each maintenance object. The decision structure from a maintenance object up to MOA Steering Committee is illustrated in the figure below.

MOA Steering Committee

OF Steering Committee 1 OF Steering Committee 2 OF Steering Committee 3

Maintenance management

groups per object

Described, understood and accepted maintenance processes For activities involving multiple organizational parties, it is of value to describe a common way of working. This way of working should be common for all maintenance organizations. In pm3, a distinction is made between governing processes and operational processes. pm3 contains support for governing processes.

How do we implement pm3 and manage in accordance with pm3?The pm3 range includes a carefully selected supply of model and methods, as well as supportive and instructional templates and tools. When implementing pm3 in an entire organization, the steps in the figure below have proved to be the most effective.

Decision about pm3 implementation

MOA and IT-governance

structure

Portfolio implementation and compilation

Governance of maintenance assignments

An organization intending to implement pm3 would benefit from signing up for a pm3 license. The license is electronic and contains a model description, methods and tools both to support the implementation of pm3, and subsequently to govern and manage in accordance with pm3. The pm3 license entitles to annual upgrades to secure that the licensee always has access to the latest of pm3.

Where can I find out more about pm3? På AB owns and develops the pm3 model. Visit www.pm3.se or call På AB (08-544 961 70) to learn more about how pm3 can be applied to your organization’s overall governance of maintenance and development!

Often consists of an existing management team/function. Mandate to decide on the organization’s total assignment portfolio (maintenance and development)

Staffed by Business solution owners and IT solution owners within the family. Mandate to decide about maintenance and development within the family.

Staffed by Business solution manager and IT solution manager. Mandate to make decisions about activities within the approved maintenance plan.