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PMI-SAC Conference Nov 20, 2012. Independent Project Review: Increasing Your Chance for Success. Presented By Mike Benson, PMP Principal. Who Is This Guy? . Mike Benson Project/Program Manager for 20+ years PMP designation in 2001 - PowerPoint PPT Presentation
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PMI-SAC Conference Nov 20, 2012
Independent Project Review: Increasing Your Chance for Success
Presented ByMike Benson, PMPPrincipal
Who Is This Guy? Mike Benson Project/Program Manager for 20+ years PMP designation in 2001 History of achievements delivering large scale technology
solutions (both IT and EPC) Principal of Blackstone Project Management with focus on:
o Project & Program Managemento Independent Project Reviews / Project Health Checkso Project Rescue Serviceso Project Management Office (PMO) Set-up or Reviewo PM Mentoring and Trainingo Projects and clients in Calgary, Edmonton, Winnipeg,
Vancouver, Toronto, Los Angeles, Tulsa, Minnesota, Florence
Who Is This Guy? (cont’d) PMI-SAC Board Member 2005-2011 (Membership, Finance)
o Established the PMI-SAC Mentorship Programo Board Sponsor of the PMI-SAC 2010 Conference
Previous speaking engagements at project management events:o Tech Forum (Calgary)o PMI Regional Conference (Portland)o ProjectWorld (Vancouver)o Topics: Project Operational Readiness, Establishing a PM
Mentorship Program, and Project Portfolio Management
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Introductions The “Stats” about project failures What is an IPR? Why do a review? When and how often How an IPR is conducted Expected results and benefits Closing Q & A
4
Agenda
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Who’s in the room?
5
Introductions
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
We’ve all seen the numbers (Standish, Gartner, Forrester, Meta, Carnegie, etc.)
A quick thought on stats….
6
The “Stats” about Project Failures
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
A quick thought on stats…. BC Premier Christy Clark …said BC’s job creation
numbers are currently tops in Canada, ahead of Alberta. *source Calgary Herald, City & Region section, Wednesday Oct 17, 2012
“We’re used to…having Alberta doing better than anyone else…it’s significant for British Columbians to recognize that we are No. 1” – Christy Clark
Is she right?
7
The “Stats” about Project Failures
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Source: Statistics Canada Labour Force SurveySeptember 2012 year-over-year (seasonally adjusted)
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The “Stats” about Project Failures
AlbertaB.C.Difference%
JobCreation+43,300+51,7008,40019.4%
Unemployment rate4.4% (n/c)7.0% (+0.3%)
LabourForce+17,500+37,70020,200115.4%
Is she still right?
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
The Standish Group The CHAOS Report * Source: The Standish Group "CHAOS Summary 2009"
Latest study shows rise in project failures
9
The “Stats” about Project Failures
(Project outcome) 1994 1996 1998 2000 2002 2004 2009
Succeeded 16% 27% 26% 28% 34% 29% 32%
Challenged 53% 33% 46% 49% 51% 53% 44%
Failed 31% 40% 28% 23% 15% 18% 24%
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
The Bottom Line:
o Even if you deliver the project, if -• The budget has been exceeded• Or the delivery is late• Or the scope has been reduced• Or the product quality is lacking• Or the product does not meet business requirements• Or the product does not generate the expected business benefits
o The project may not be considered successful
10
The “Stats” about Project Failures
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
An Independent Project Review is:
“An independent or cold eyes review of an in-flight project to gather information and provide an objective and unbiased assessment of the overall project status along with recommendations that will assist the project and team by identifying improvements or procedural changes which will result in increasing the opportunity for project success.”
Mike Benson, October 2012
11
What is an IPR?
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Different names:o Independent Project Review (IPR)o Cold Eyes Reviewo Peer Reviewo Project Health Check
It is not:o Project Forensics o Project Audit o Lessons Learned or Project Lookback
12
What is an IPR?
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Many organizations have difficulty delivering projects
A project runs along until it becomes obvious that there are problems
By then it’s usually too late
Affords the PM, project team, and project sponsor an interim view of what is going well and what areas need to be improved upon
13
Why do a review?Introduction:
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Standard practice is a weekly, bi-weekly or monthly status report which compares plan vs. actualoProblem #1: project team ability to meet reporting deadlinesoProblem #2: data provided is force-fit into standard
reporting templatesoProblem #3: cumulatively biased reportingoProblem #4: focus on what has been done
Sometimes you just need to add some clarity and a different view to the status report picture
14
Why do a review?Introduction:
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Help determine the true state of a project and whether it looks to be on track
View the forest and not just the trees
To eliminate project team bias through independence
To ultimately provide constructive help
Not intended to be burdensome or create barriers
15
Why do a review?General:
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
To ensure project is aligned with strategic objectives
When using a 3rd party system implementer
To protect the investment
For organizations struggling to overcome project performance challenges…find issues, trends
16
Why do a review?Organizational:
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
To identify whether good project management rigor and structure is in place
To understand whether standard project management processes are in place and being adhered to.
To review of the effectiveness of the Stage Gating process
17
Why do a review?Governance:
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
To assist in identifying, minimizing and mitigating challenges and risks
To provide proactive opportunity to make project corrections
To anticipate and identify potential problems before they occur
To review the financial picture, and whether controls are functioning as required
18
Why do a review?Project:
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
To assess whether the project has challenges in the area of:oGovernance and leadershipo Appropriate level of sponsor involvemento Information and communication managemento Stakeholder engagemento Team dynamics – the Dennis Factor
19
Why do a review?Project:
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
To assess the project team’s readiness to proceed to the next stage in terms of: o Scope definitiono Resource basis / transitioningo Technical capabilitieso Adequacy of remaining budgeto Adequacy of remaining scheduleo Identification of potential cost/schedule cuts
20
Why do a review?Project:
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Proactive or Reactive?
What kind of project:o A large and highly visible undertaking oHigh level of complexityo Significant business process impacts (OCM)o Significant budget o Significant time and efforto Significant resources
These factors, in combination
21
When and how often?
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Rules of thumb – how oftenoDuration (including planning):• 0-4 months - no review required• 5-9 months - 1 review• 10-18 months - 2 reviews• 19+ months - 2/year for each 12 months
22
When and how often?
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Rules of thumb - wheno If one: 1/3 of the way through executiono If two: 1/3 and 2/3o If more than two:• Prior to exiting a major Stage Gate• At major milestones and/or transition points• One after planning and then during execution
o The later the review, the diminishing the influence of the review outcomes for that project
23
When and how often?
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
The review activities are “independent”, however, support of the project team is essential
Who sponsors a review?o Project sponsoro CIO/ VP IT (VP Engineering)o Senior Executiveo Advisory Board / Steering Committeeo Functional ManageroManager of Project Managers / PMO Managero Program/Portfolio Managero Project Manager
24
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Sponsors role:o Establish the terms of reference and objectiveso Identify the specific areas of focus (i.e. scope)o The above assist in establishing the SOWo Identify the key project personalo Communicating the review and purpose to the project team
and stakeholder community (squash the rumor mill)o Ensuring logistics of the review are addressedo Resolving any issues that may arise (in conducting the review)o Receiving and reviewing the final report(s)
25
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Review Methodology
Phase 1 – Initiation:o Project Sponsor for the IPR has been determinedo Establish the issues (if any) that would prompt the IPRo Establish a SOW for the IPR (background, objectives, scope of
review, approach, deliverables, critical success factors)oDeliverables: • Determine review team size (usually 1-4)• Estimate length of engaged (varies depending on scope and size)• SOW• Communication from sponsor
26
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Review Methodology
Phase 2 – Planning:oDetermine what project artifacts to reviewoDetermine who to interview oDeliverables: • Review Plan• Set interview schedule• Questions developed
27
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Review Methodology
Phase 3 – Execution:o Interviews – individuals and group meetingso Examine project artifactso Consolidating/validate observationso Begin conclusions/recommendationsoDeliverables: • Source data for report
28
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Review Methodology
Phase 4 – Report & Recommendations:o Review results, identify gaps, and follow upo Analyze & validate information and develop corrective action
planso Prepare draft reportoDeliverables: • Draft report, including observations, issues, and recommendations
& corrective action plans
29
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Review Methodology
Phase 5 – Review & Finalize:o Review with IPR Sponsor and Project Managero Adjust based on feedbacko Prepare and deliver the final reportoDeliverables: • Final detailed report• Final summary (presentation) report (if in scope)
30
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Elements to review? (depending on scope)
31
How an IPR is conducted
Executing documents & processes
Planning documents & processes (baseline)
Controlling documents & processes
Technical documents & processes
Project Process Groups
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Review Project Planning documents & processes:o Project plano Project charter (or DBM)o Scope statemento Work Breakdown Structureo The original project scheduleo Business plan stating objectives of the projecto Benefits definition, and plan to track & captureo Project org charto Project team roles and responsibilitieso The original project budget / Financial contingencieso Stakeholder identification & engagemento Project communications plan and/or matrixo Project priority triangleo Acceptance criteria/sign offso Risk management plan
32
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Review Project Execution documents & processes:o Implementation planso Transition to operations planso Contingency planso Training planso OCM planso Organization and staffing (skill level, quantity, applied roles and
responsibilities, team dynamics)o Utilization of approved corporate methodologieso Business engagement & commitmento Project schedule spanning all project phaseso The system for progress reporting / status reportso The centralized system or repository for project documentation
33
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Review Project Controls documents & processes:o Project costs to date (to compare vs. original budget)o ETC/EACo Change control system and approval process (scope, quality,
costs, schedule)o Issues managemento Project risk identification, mitigation, and monitoringo Vendor managementoGovernanceo Lessons learned
34
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Review Project Technical documents & processes:o Customization identificationo Reporting needs/plansoGo-live strategyo Post-implementation plansoData conversion planso Configuration approach
35
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
IPR Critical Success Factors:o IPR sponsorship, communication, and commitmento Clearly defined scope & expectationso Timely availability of key stakeholders and project team
members as requiredo Timely access to relevant project documentationo Strict adherence to the scope, deliverables, and timelines as
outlined in the SOW
36
How an IPR is conducted
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Independent review is free from regimented reporting constraints (more time spent analyzing the data)
Elimination of project team bias
Organization-centric reporting (not project-centric)
Focus on trending and forecasting instead of historical reporting
If the elements being reviewed are not already in place, the IPR will surely result in immediate benefits
37
Expected results and benefits
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Professionally executed
Level of comfort to senior management
Produce a list of findings and recommendations which are practical solutions based on root cause analysis
If done early enough, recommendations can be made to improve project execution
38
Expected results and benefits
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
Identify improvements to the flow of information regarding the project to all stakeholders
Promotes a proactive approach to addressing issues
Assist the project team in identifying and removing obstacles
Assist the project team in identifying weaknesses or bottlenecks in the organization’s project delivery capability
39
Expected results and benefits
Independent Project Reviews: Increasing Your Chance for Success
PMI-SAC Conference Nov 20, 2012
High level overview of an Independent Project Review
The content and activities for an IPR will vary, depending on the project size, complexity, timing, current status, team dynamics, corporate PM maturity level, and scope of the review
The principal objectives, approach, and methods will remain virtually the same
40
Closing
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