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

Sharing Lessons Learned

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

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