141101 short intro on pactify-v7-bv

An introduction

Pactify is a methodology and web based tool that focuses

on the execution of transformation projects

-2- © 2013 Pactify Software. All rights reserved.

The

design

of the

idea’s

Turning

idea’s

into

projects

The execution The

result

Focus of Pactify

Pactify is a tool and methodology to support project teams

and sponsors to achieve transformation objectives

• Simple and neutral platform to

maximize adoption across

departments/ regions

• Deep reach into organization

(web based)

• Always there


Connects

teams across the

organization

Guides

teams to make progress

and sponsors to steer

• Solid methodology

‒ Stage gate

‒ Milestone planning

‒ Impact measurement

• Balance big pic vs detail

• Real time steering

• Automated administration

1 2

The teams themselves work, from day 1

• The platform guides the teams to take up autonomy themselves

• Much more true bottom-up co-operation from within the teams

• Much less “pushed” from the top (sponsors, PMO)

Engages

teams to become more

and more self-driven

• From day 1 : the teams

themselves operate the system

• Fully transparent system

• Gradually guide teams from

100% re-active to 100% pro-

active

3

Pactify provides a permanent platform to configure

transformation-specific connections


Existing structures/ departments

Scope of change/ transformation

Characteristics of

transformation

Requirements for

connectivity

Runs across existing org

structures/ systems/

processes

Requires co-operation

between people not used to

co-operate traditionally

Need for a neutral, simple

and permanent platform

• To organise specific

structures, teams, projects

• Connect the specific teams

• Provide a specific place to

work

• Easy to use to maximise

adoption

• Permanently there

Connects

1

Pactify provides guidance to teams and sponsors

• Define

sponsor&objective

• Create sub-program

structure

• Define/ upload project

idea’s


Structure your

program

Configure & plan your

project

Execute, re-forecast (and

automated reporting)

• Describe objective and approach

• Allocate the team

• Plan key gates

‒ Documented

‒ Justified

‒ Decided

‒ Implemented

• Plan project milestones

‒ Specific interim results,

deliverables

• Target KPI impact at completion

• Assign and execute tasks

– In function of milestones

• Update forecast and status of

planning and target impact

– Hereby also allowing automated

reporting

• Provide regular executive summary

statuses

All continuous steps, with real-time output, and flexibly modifiable (steering decisions, changing context, …)

Guides

2

Traditional New

The Pactify methodology aims at guiding team behavior

from 100% reactive to 100% proactive (FLOW)


“Target

oriented”

Own the milestone plan

• Break objective into milestones

• Plan milestones specifically

(description/ owner / date)

Own the set-up and process

• Get the right people on the team

• Understand and follow methodology

• Frequently hold internal team meetings

• Present progress themselves in steerco

“Organised”

Own the progress (vs plan)

• Respond to steering from the top

• Re-forecast outcome frequently

“Responsive”

1

0

3

2

4

5

“In flow (100% pro-

active)”

Fully immersed in the challenge

• Team fully focused into the job

• Everybody “in the zone”: skill vs

complexity matched the whole way

• Steering from top not needed –

self driven teams

Level of autonomy of teams

“Connected

& aware”

Starting point

• Basic acceptance and understanding of project

• Get familiar with the team

• Accept ownership of status reporting (not at PMO level)

“100% Re-

active”

Only move/ act

upon push from top

Engages

3

“Add-on”

functionality:

“PACT-ify” projects

Pactify’s methodology and tool supports teams to

“move up” and optimally deliver on their projects


“Connected

&aware”

1

3

“Target

oriented”

2

“Organised”

4

“Responsive”

5

“In Flow”

Pactify guides

(“operating system” for transformation)

Pactify engages

Pactify “base” functionality

Engages

3

How to move from “responsive” to “in flow” team

behavior in Pactify ?


“Connected

& aware”

1

3

“Target

oriented”

2

“Organised” 4

“Responsive” 5

“In Flow”

?

The team pledge : to “Pactify” a project

• Voluntary but explicit team commitment to help each other stay in flow:

‒ Isolated from the outside (no distractions)

‒ Focused on the challenge

‒ Keeping up the curiosity to solve the problem

‒ Staying intrinsically motivated by matching skills vs complexity for all activities

• The project becomes a “pact” among the team

The real-time, goal based feedback system : the Pact Value (actual, target, forecast)

• Related to your goals

• Immediate : while you are doing it

• Also including forecast to allow for steering

Engages

3

How can teams make the transition to Flow in

Pactify?


Requirements be in FLOW … … how Pactify’s design allows it …

• “Isolation” from the outside,

focus on the challenge itself

• Continuously “countering”

distraction

You can “PACT-ify” your project as a team

• Explicit pledge to accept the challenge

• Explicit pledge to help each other stay “inside” the

challenge and in FLOW

• Clear targets

• Immediate feedback

All “Pactified projects” have a real-time feedback KPI :

the “Pact Value”

• Past and forecast feedback versus the target

• Real-time, when you do it

Engages

3

In a pact, team members help each other to fight

the “4 forces of distraction”


The Pact

(a team

/ an objective)

Perception of complexity

Over focus on the

reward/ punishment

All the other work to do

Fading curiosity to solve

the problem

4

1

2

3

Engages

3

Execution is “in Flow” when the team helps each other to

balance skill vs complexity along the way – Pacts do that


Skill level

Complexity

level

BOREDOM

FRUSTRATION PACT / FLOW

Project stages

Project milestone

Actions / decisions

Team

member

1

Team

member

2

Team

member

3

Team

member

1

All

Team

member

3

Team

member

3

All

Team

member

1

All

Pact

force

Pact

force

Engages

3

Requirements for “Flow”: goals and immediate feedback

Pactify has own goal-based, real-time feedback system

12 © 2013 Pactify Software. All rights reserved.

Milestone Action

TODAY

Forecast Pact

Value

Initial plan

Progress &

forecast

Increase after every action/

milestone achieved,

corrected for deviation vs

plan (+/-)

Pact value if all actions/

milestones achieved

exactly according to plan

Future Pact Value

according to

latest forecast of

remainder of plan

Engages

3

Pact Value : goal-based, real-time feedback system to keep

teams “INTO” the project and help them achieve Flow


Key differentiators in our approach

• Push-down of ownership of reporting to the individual teams

– Not done by a PMO / the people do it themselves at every level

• Simple to use tracking tool to connect max # of people, enabling large scale co-operation in a

transparent way

• Rigorous follow-up of projects, based on common sense

– All in 1 place, real-time updates, central and local

– Nothing gets lost

– Tool guiding teams to foster goal based plans and basis for relevant actions

• From idea to high level plan, from high level plan to milestones from milestones to actions

• PMO’s (sole) focus is on facilitation and challenging

– No more on administration

• Unique approach to allow teams to reach their max potential by achieving flow

– Team pledge to co-operate and help each other out – “to PACT-ify”

– Goals based plans

– Immediate feedback algorithm (target, current and forecast Pact Value)


Base structure of Pactify : Program / Sub program / Projects


Sub-program / taskforce

The program

Sub-program / taskforce

Projects/ initiatives

TO

DA

Y

Do J De I


“ “ “Sub-program” / taskforce


Core activity of project teams : planning and execution

tracking of gates, milestones and actions


TO

DA

Y

Do J De Im

KPI impacts

4 stages:

• Documented

• Justified

• Decided

• Implemented

1

2

3

4

The 4 components of an initiative/ project:

Actions/ decisions (to achieve the stages and milestones)

Specific milestones (deliverables, required interim results)

To go from idea to a project Updated forecast date (along the way)

1

2

For each item has:

A status

• On track

• Delayed

• Off track

• Done/ Achieved

3

For impacts : re-forecast impact

(per month)

Name, owner, target date (“stick in

the ground”)

4

These team activities are both essential for good execution as well as the

reporting in itself (no separate reporting to be done)

The actual execution of a project

Workload is kept minimal : covering (only) the essential

questions on your project


The essential questions on

your project at any time

• What do you want to achieve ?

• How do you want to achieve it

(which milestones) ?

• What is your milestone plan ?

• How are you doing vs plan ?

• What’s your summary ?

(elevator pitch)

1

2

3

5

6

Your responsibility /

workload to cover

Where in Pactify ?

• Describe/ update objective

in text editor

• Describe/ update the

approach text editor

• Describe, pick owner&

date for all milestones

• Update forecast date and

status milestones& actions

• Describe exec summ of

status/ issues in text editor

• Milestone tab

• Summary tab –

update exec summ

• Who needs to do what to

achieve the milestones ?

4 • Describe, pick owner&

target date for all actions • Progress tab

• Summary tab –

project description

Business

141101 short intro on pactify-v7-bv