Spa - Systemic Project Alignment
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SPA – Systemic Projects Alignment
On “soft” Aspects of IT Project Management
Daniel Ofek
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What?
• On IT Project distress• Human factor in IT projects• Effective behavior in projects• Systemic thinking in projects context
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What is a Project?
• A project is a one time planned effort, composed of activities performed by professionals in order to reach pre-defined results by using pre-allocated resources
• Project results is a product or a service• Every project has a customer• Every project meant to promote a bigger goal of the
organization• A project is a process of change and learning – by its
completion the organizations is different. The people who took part in it are different too
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The Challenges
April 8, 2023
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What’s Going-on with IT Projects
Large Scale IT Projects
Cancelled19%
Challenged46%
Successfull35%
Source: Standish Group “Chaos Reports” 2006
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Why Projects Fail -Testimonals (1)• Project has no published vision• Too much focus on technological issues• No clear division of responsibility• Managing tasks instead of outputs• Poor risk management• Episodic approach to project• Matrix structure increase conflicts, disputes, lack of
commitment • People don’t believe in: managers, product, plan, each-
other• Vicious circles drive the projects
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Why Projects Fail -Testimonals (2)
• Many activities are performed with no project framework
• The project solves the wrong problem (sold by hungry salesperson)
• The solution is of “soup of the day” type• Trying to do the best – instead of the right
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Why Projects Fail –Testimonals (3)
• Bad project management (in-experience, poorly trained, poorly selected….)
•Plan (and scope) are irrational•Wrong WBS and personnel assignment•Bad manning – inadequate team members•Bad quality product•Too many changes, poor productization•Wrong mix of technology and interfaces
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Why Projects Fail -Testimonals (4)
• Lack of company commitment
• Lack of requested knowledge in company and among project members
• Missing sponsors from company and customer
• Too complex processes
• Passive not involved customer
• Weak agreement between stakeholders regarding the solution
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An Industry Leader Definition of the Cause of the Problems
• Question: Are most project failures caused by technical problems, people problems or business problems?
• Answer: People problems. Business and technical problems boil down to people problems. People solve problems. People create problems.
• It's the extent to which we take responsibility for solving problems that gets them solved.
• The myth of IT is that it's about computers and technology. It's not -- IT is about people. From: Sue Young CEO of ANDA Consulting in Colchester, VT
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Project Management Body of Knowledge-PMBOK
The five process groups are:Initiating, Planning, Executing, Controlling and Monitoring, and Closing.
The nine knowledge areas are:Project Integration Management Project Scope Management Project Time Management Project Cost Management Project Quality Management Project Human Resource Management Project Communications Management Project Risk Management
Project Procurement Management
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PMBOK - Human Resource Management Chapters
Focus on human as resources:
• 9.1 Human Resource Planning• 9.2 Acquire Project Team• 9.3 Develop Project Team• 9.4 Manage Project Team
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Background
April 8, 2023
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Project Management Dimensions
Technical• Technological
solution• Trade-offs
• Engineering• Quality
Organizational• Structure• alignment
• Teams• Knowledge
• Communication
Logistic• Resources,
Budgeting• Business goals• Planning and
Control• Quality – standards,
commitments
• Work processes, Reporting, Interfaces, Management (e.g. PMBOK)Methodology
• Given budget, resources, Control ProcessesBusiness
• Expertise, Problem solving, Knowledge Base, technological attributesContent
• Human energy, recruitment Competence, Knowledge, CulturePeople
Infrastructures
Organizational• Structure• alignment• Teams• Knowledge• Communication
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Determining the
Critical
Success Factor
technology
Legacy knowledge
com
ple
xity
outsourcing
Quality Standards
Unique expertise
Cost objective
Life dependant System Company importance
Available test equipm
ent
ETC ….
Time crucial
EvolutionRevolution
State of the Art
Global Developments
Rich feature set
Classifying your Project (what’s missing?)
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Multi-disciplinary
Taken from PM course
SW intensive
In-house knowledge
Risks Multi Project Org . Infrastructure ReUse
Version release policy
Time to Market Goals
Novelty
Budget
Off-shoringstakeholders
HW or SW Project ?
Human
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Iceberg model of PM and Problems SolutionsSolutions Elements
Integration, ContentTimeCost, Budget, Pro-
curementHR ManagementFormal CommRisk Management
CultureMoodCommitmentPoliticsLeadershipInformal CommCooperationKnowledge&Und-
erstanding
Formal Management Procedures
Informal Management Procedures and Relationships
Project Products Change ScopeTechnical ChangeIncrease BudgetReduce CostReplace People"Investigation
Committee”Change Co-
efficients
Systems ThinkingInfo sharingAlign with supra-systemSupport LeadershipHR-Human
Relationships
Management Elements
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The Space of Org Support in Projects
Implemen-tation
Planning
People Placement& HRM
Internal comm
Org structure
Human relationships
Mood
Commitment
Systemic vision
Knowledge &understanding
External Comm &PR
Project specific org. parameters
ProjectLife-cycle
Leadership
Culture
Initiation Execute Closure Maintenance
Emergency
The more dynamic and less stable is the project environment, the greater need of fostering the organizational aspects
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Supporting the ProjectManagement consultant Technical ConsultantSPA
Org. Consultant
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Project Vs. CompanyCompany ProjectVagueness as management and culture tool
Clarity is needed regarding boundries and power networks
Bureaucracy is tolerated, observing procedures
Agility – cutting corners
Limitless Innovation Innovation limited to project framework
Open and opening system Opened for purposeCompany level org. culture Specific and derived cultureOrg. change – long term Org. change – immediate, can be a
lab for larger changes
Learning most often begins with a small group and only gradually spreads across the organization and then up
Edgar H. Schein 2002
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In-Project Behavior – What is it?• Every project member performs specific functions within
the project• The In-Project Behavior (IPB) is the way in which these
functions are performed• Functions performance is a product of the following
dimensions:– Behavior - leadership, sharing, trustfulness, biases…– Mental conditions – commitment, motivation, mood, pride…– Professional infrastructure – specific and background
knowledge, experience, competencies …– Personality – traits, character …
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In-Project Behavior - Principles
• IPB is derived mainly from 1. personal, 2. project characteristics 3. peers IPB
• Every project has IPB “State of Aggregation” – the total effectiveness of IPB
• Improving IPB is a learning process (not just managerial)
• Teaching IPB is by courses or personal coaching
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IPB Improvement
• IBP improvement is composes of the following items:– Defining best IPB for the project (in context of the
organization, market, technology)– Identifying the gap between actual individual and
team IPB and the required effective IIPB– Design and implement activities to reduce this gap
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Systemic Thinking
It is possible to improve IPB by adopting systemic thinking approach throughout project life-cycle
Un-solved chronicle problems are largely the result of a systemic failure and not human errors
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Systemic Approach to Projects
The Project is a system is a system is a system...
April 8, 2023
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Systemic Approach to Projects
• Every project constitutes an open, dynamic, complex and learning system
• The systemic approach uses two lenses simultaneously to investigate the situation
• Concave – enables to see the full picture• Convex – enables to get down to details
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Customer
Manager
Project ContextCommitments, Business Plan, Internal & External Goals, Culture
Documentation, External Interfaces
Project’s Ecosystem Company’s vision
Company
Team A
Team B
Function A
Function B
Technology, Innovation, Culture
Project Ecosystem
3rd Party Vendors
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SW Development Teams NW
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Providing a Vision for the Proejct
• Project leaders must provide a vision for the members of the project so that each individual understands his or her contribution to that vision.
• The vision must be defined according to the strategic obligations of the organization.
• The vision describes the project’s ecosystem• These strategic obligations are determined by what the
organization has committed to provide for its customers in terms of value, what systems must be established and managed to provide that value, and how the functions and tasks interrelate in order to meet those strategic obligations.
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What is the New Paradigm?
• The new paradigm is founded on the recognition that managers must focus on the following two tasks:
• i) Continuously knowing what is valued and what would be of more value to the customers of their organization’s products and/or services, and
• ii) managing the creation, providing, and continuous improvement of strategic organizational suprasystems which when used by members of the organization will produce that which is of value to customers and users.”
• G. Harlan Carothers, Jr., 1988
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When System Thinking will help
• The problems are been around for long time (there is a “history”)
• Existing multitude of “theories” to explain the cause of the problems
• Problems are dynamic and complex – complicated, stubborn, overtime, oscillating (based on mental and cultural)
• Require new approach : פי : Goodman, Karash, Lannon, O’Reilly, Sevilleעל
Designing a System Thinking Intervention
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Systemic analysis and intervention
• Identify a problem to be solved by systemic thinking
• Describe the problem using listing of behaviors, time axis events and potential causes
• Graphical depiction of the problems integrated with the theoretical factors – the big picture
• Spotting the right point for intervention
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Level of Intervention in a Project
1. The mindset, paradigms, attitudes infrastructure – their influence on project health, cultural issues, inter-relations with intrasystem. Example: highly praising heroic activities, “the customer is stupid”
2. The goals of the project – clear definition, alignment, agreement. Example: quality, customer satisfaction, TTM as additional goals
3. Self-organization – define pressure for change, self adjustments
: פי D.H. Meadows: Places to Intervene in a Systemעל
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Level of Intervention in a Project (2)
4. Rules, procedure – rules of the games, constraints, rewards, right-wrong, technical or behavioral. Example: change management, Hierarchical rules, reporting
5. Information floes – presenting results, feedback. Example: Public advancement reporting as motivational factor
6. Control positive feedback loops – more brings more until self-destroy, identify and control growth. Example: Resources growth by customer demand
: פי D.H. Meadows: Places to Intervene in a Systemעל
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Level of Intervention in a Project (3)
7. Control balancing feedback loops – goalactionmeasurementaction
8. Material stocks and flow – quantity against flow magnitude, stock as stabilizing buffer. Example: Stock of system requirements against the flow of developing them
9. Data, measurements, results – change data, change interpretation. Example: Change number of reported bugs, change bugs scaling
: פי D.H. Meadows: Places to Intervene in a Systemעל
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Thank you
April 8, 2023