Programme and Project Management in a provincial context ... · 2 PSG 1 PSG 5 PSGPSG WGWG WG PSG WG PSG WG PSG WG PSG WG WG S S Dashboards / Performance Score Cards / Reports . Roadmap

Programme and Project Management in a

provincial context – Western Cape Government

Presenter: Jacques Barnard Chief Directorate: Strategic Management Information Directorate: Programme & Project Performance 021 483 4569

Jacques Barnard 10 February 2015

© Western Cape Government 2012 |

BizProjects System and workflows

PPM Methodology Reports and

system views

Challenges Project

Environment & support

Presentation layout

Project Environment

WCG project environment

Departmental

Specific

Projects (DSP)

Transversal

Strategic

Projects (TSP)

• Projects unique to a

department - does

not contribute

towards PSGs

• PDs created for each

Directorate within a

department

• DTPW - IDMS

• Transversal Strategic

Projects initiated

through PSG WGs

contributing towards

Provincial Strategic

Plan


PSG WGs

Project Manager

Other Users

• Municipalities

• Public Entities


Issues

Project not aligned to APP and strategic intend

Lack of business plans in departments aligned with APP indicators with contributing projects

Unfunded projects

Projects does not always add value

Comfort planning

Various systems developed by departments without integration

Standard dictionary

Government views project management as a administrative burden and compliance and

not a management tool

Not managing risks and issues

Projects lack monitoring and evaluations

No proper closure of projects

Lack of accountability and standards governance framework

Evidence base

PPM Methodology


Programme an Project Management Methodology

Adopted by the WCG during 2010 and is based on:

• PMBOK

• Prince2™

• National Treasury (TAU)

Methodology are being strengthened:

• Concepts and definitions

• Guidelines for each project life cycle

• Strategic Planning processes

• Results-based Monitoring and evaluation


Phase 1: Initiation

Phase 1:

Initiation

Phase 2:

Planning

Phase 3:

Implementation

Phase 4:

Close-Out

• Programme Definition (PD)

• Define programme &

identify value-adding projects

• Define the problem statement

and develop an action plan thru

contributing projects

• Approval - relevant stakeholders


Phase 2: Planning

Phase 1:

Initiation

Phase 2:

Planning

Phase 3:

Implementation

Phase 4:

Close-Out

• Plan project (schedule, resources,

tasks & millstones, budget, risks)

• Approve project & baseline

• Create project sites


Phase 3: Implementation

Phase 1:

Initiation

Phase 2:

Planning

Phase 3:

Implementation

Phase 4:

Close-Out

• Maintain approved projects

• QA deliverables and controls

• Manage risks

• Report Monthly Progress

• Facilitate Scope Changes


Phase 4: Close-Out

Phase 1:

Initiation

Phase 2:

Planning

Phase 3:

Implementation

Phase 4:

Close-Out Phase

Phase 4:

Close-Out

• Close projects

• Evaluate projects and

deliverables

PPM Provincial Support

Provincial PPM Support

PPO

DPO

DOTP

DPO

DOCS

DPO

DLG

DPO

PT

DPO

DOH

DPO

DEDAT

DPO

DHS

DPO

DSD

DPO

DCAS

DPO

WCED

DPO

DEADP

DPO

DTPW

PMA Forum

• Maturity Level assessments

• Training • Sharing best practices • Discuss topical issues • Guidance and support • Create awareness

Results Based M&E

- Value adding projects -

Outcome Direct effects on beneficiaries - What we wish to achieve

Outcome Indicator

Outcome Target

Output Products and Services created

Output

Indicator

Output Target

Inputs & Activities

Strategic Projects Projects that will contribute significantly towards achieving Provincial Strategic Goals (PSG) and Game Changers. and APP indicators

Results-Based M&E

Implementation M&E

Impact Lasting Changes

2015 – 2019 PSG Structures

National Outcomes (12)

PSG 4

Projects

PSG 3

PSG 2

PSG 1

PSG 5

PSG WG

PSG WG

PSG WG

PSG WG

PSG WG

PSG WG

PSG WG

PSG WG

OU

TCO

MES

O

UTP

UTS

Dashboards / Performance Score Cards / Reports

Roadmap of systems

EPD background

The Executive Project Dashboard (EPD) system was implemented in 2009 to

institutionalize programme and project management

Monitoring of projects through the Executive Project Dashboard (EPD) system and

programme and project management methodology delivered project

performance data to various stakeholders

The system enabled end-users to categorise projects as APP and or PDO

contributors in order to customise reporting, and projects could even be linked

National Outcomes.

This system was used by Provincial Treasury to analyse departmental project

performance against APP indicators and to facilitate bi-annual project progress

engagements between the Premier and department.

Departments were encouraged to use data generated through the EPD system to

support the drafting of Annual Reports.

EPD system issues & motivations for replacements

EPD could not integrate to share data with any other system

Within the broader province wide M&E and the development of BizBrain,

the journey has evolved to integration and automation.

EPD had very limited reporting capabilities and was more a monitoring

tool than a planning and management tool.

EPD did not cater for system approvals and the administrative tasks to

load and maintain projects became a unnecessarily time consuming.

Maturity levels of programme and project management improved,

stakeholders required more advice system functionality.

In 2012 WCG partnered with Microsoft to develop EPM and replace EPD


Functionality EPD BizProjects

Master Projects and Sub-Projects

Planning tool (MS Project

Compatible)

Gantt charts

Critical Path

Network Diagram

Baselines

Dependencies

Customisable lookup tables

Customisable Workflow

Customisable Reporting

Strategic Prioritisation

Functionality EPD BizProjects

Authorisation at various

levels

Resource Levelling

Time Sheets

Risk and Issue Management

Exception Reporting

Customisable Dashboards

Status / Health Indicator

Status Reporting

Various Reporting Options

Custom Reporting

Integration with MS Outlook

Executive Project Dashboard vs BizProjects The Current compared to Target Platform

Scopa Presentation

• This is the Enterprise Project Management system.

• Manage strategic and department-specific projects, based on

sound PM principles.

• This is the Annual Performance Assessment system.

• Ease of generation of the APP-, QPR- and AR tables.

• This is the BI system.

• Single point of access to relevant and reliable data and

information, in a range of formats.

The WCG has embarked on a suite of Information Technology products that will help

the Province provide better services together, strategically plan and conduct

province-wide monitoring and evaluation more efficiently.

To enhance efficiency and effectiveness in governance and the management of

performance with automated reporting, the following key transversal performance

management systems have been developed:

Broader picture of BizSystems


Biz Systems

Health GIS day - GIS 2030, the strategic vision

Use me to set targets!

I’ll show you the data & info!

I’ll help you track your projects.


Context of Measuring performance on different levels

Outputs

Activities

Inputs

Outcomes Results Direct

Intermediate

Impacts What we aim to

change?

What we wish to

achieve?

A long term developmental result at

a societal level that is a

consequence of achieving specific

outcomes

Medium-term results or

consequences for society that are a

logical consequence of achieving

specific outputs

What we

produce or

deliver?

What we do?

What we use to

do the work?

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&E sy

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Fo

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Info

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tion

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&E

Imp

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M&

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Definitions Focus R

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M

&E

Ou

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ap

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BizPerformance

BizProjects

Scopa Presentation


Value of BizProjects

Support the executive requirements for a transversal system for Portfolio,

Programme and Project Management

Deliver a consolidated programme and project management solution in

a flexible and structured manner

Enforcement of standard processes of programme and project

management

Real-time reporting capabilities across the provincial government’s

portfolio of projects

Source System of an automated and integrated Province-wide

Monitoring and Evaluation System (BizBrain)


Centralised Document

Management

Improved Monitoring & Evaluation Reporting

Better, easier project

management & Accountability

Better Prioritisation & Linking to PSGs & APPs

BizProjects: Benefits to WCG

View and access all work in a

central repository: Much easier to

track of multiple projects!

Initiate the best projects to contribute

towards PSGs and APPs

Create powerful reports and dashboards

Managing projects on

time & within budget

2 1

3

4


Alignment and integration

1st Draft APP

•_August

2nd Draft APP

•_November

Final APP

•_February

Drives

Funding Requirements

Informs

Informs

Projects are aligned to APP

indicators

(PSO)

Policy Theme

Planning Process

(May – August)

Department objectives and

goals

Programme and Sub-Programme

Goals

Deliverables

Draft Projects

APP indicators are

aligned to policy

themes

Approved Programme Definition Informs

Approved Projects


Stakeholders who will benefit

Scopa Presentation

Strategic Work Group Chairs &

Work Group Members &

Senior Management

Individuals responsible for

the delivery of projects

or updating projects

Individuals doing QA,

Governance & System Support

on projects

Individuals responsible for

completing tasks on projects

Portfolio & Programme Managers

Project Owners/ Project Administrators

Departmental Project Office

(DPO)

Team Members

Usability of methodology for BizProjects

Select

Project

workflow

Departmental

Specific

Projects (DSP)

Transversal

Strategic

Projects (TSP)

• Projects unique to a

department - does

not contribute

towards PSGs


Directorate within a

department

• Transversal Strategic

Projects initiated

through PSG WGs

contributing towards

Provincial Strategic

Plan


PSG WGs

Project Manager

Programme

Definition

(PD)

Programme

Definition

(PD)

Programme & Project planning synced with MTEC process

Dec Nov June May April March Feb Sept Aug July

Finalise Programme

Definitions

MTEC process

Programme & Project planning process

(BizProjects)

Project planning

(Summary Task

level)

Commence with more detailed

project planning.

Amendments to

proposed Project

structures

Project

Approvals

1st draft

APP 1st MTEC 2nd draft APP 2nd MTEC

Final

APP

Provincial Cabinet

Bosberaad

Draft Budget Update Budget

Approved Budget

Oct Jan

Scopa Presentation

Usability of BizProjects System and integration with BizPerformance











Types of reporting on project performance data




Spatial view

© Western Cape Government 2014 | Scopa Presentation

© Western Cape Government 2014 | Scopa Presentation

Challenges


DISCUSSIONS / QUESTIONS

Scopa Presentation

Tel: Fax:

www.westerncape.gov.za

Contact Us

Jacques Barnard

Provincial Programme and Project Performance (PP&PP)

+27 21 483 4569 +27 21 483 5744

[email protected]

6th Floor, 4 Dorp street, Cape Town, 8000

Documents

Programme and Project Management in a provincial context ... · 2 PSG 1 PSG 5 PSGPSG WGWG WG PSG WG PSG WG PSG WG PSG WG WG S S Dashboards / Performance Score Cards / Reports . Roadmap