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We need to apply management knowledge, skills, tools and techniques for activities that meet the needs of the projects
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Page 1
PROJECT ADMINISTRATION IN HX CHILE
Santiago, November 2015Prepared for: HX Quarterly Meeting in Santiago, November 2015
Page 2Page 2
Carolina Escobar ; Consultant ; [email protected]. (+56 2) 2869-9985C. (+56 9) 6159-2864
Personal Introductions: Our TeamP r e l i m i n a r i e s
Gabriel Barahona; Principal Consultant; [email protected]. (+56 2) 2869-9985C. (+56 9) 8837-1546
Page 3Page 3
One Two Three …
Key MessagesK e y M e s s a g e s
Page 4Page 4
Contents to ReviewP r e l i m i n a r i e s
CHALLENGES & OPPORTUNITIES
SOLUTION CONCEPT
PEOPLE
PROCESSES
TOOLS
SUMMARY
Page 5Page 5
CHALLENGES & OPPORTUNITIES
Page 6Page 6
Driving ForcesC h a l l e n g e s & O p p o r t u n i t i e s
Don’t let the scope clear to the customer and now the client are asking for more work …
A month ago we had to finish the project…
We have to stay late to finish on time…
The proposal it's different now that I know will spend many hours…
I see you are with hard work and I have time to do something else…
They haven’t paid us?? Who did request payments?I have not kept in touch with potential customers…
We delay more time than initially estimated…
We delay more time than initially estimated
Page 7Page 7
Implement practices that facilitate business development and projects, using simple and collaborative tools that allow us to project a clear vision of future and ensure we financially in the market, and generating a continuous learning.
Action StatementC h a l l e n g e s & O p p o r t u n i t i e s
Page 8Page 8
SOLUTION CONCEPT
Page 9
Business Development
Project Execution
Business and Projects Two Sides of the OperationS o l u t i o n C o n c e p t
Peop
le
Tools
Pro
cesse
s
Page 10Page 10
People, Processes, and ToolsS o l u t i o n C o n c e p t
PeopleHaultrax, Customer, Others
Responsible, Accountable, Consulted, Informed
Experience, Expertise, SkillsTeam, Chemistry
ToolsSoftware, Templates, Meetings
Easy to Use, Cost effectiveCollaborative, Effective, Efficient
ProcessesBest Practices
Reusable, Consistent, UsefulSimple to understand and follow
Page 11Page 11
PEOPLE
Page 12Page 12
Basic Business StructuresP e o p l e
Business Development ManagerName
Opportunity1 Leader
NameSupportive
TeamNameNameName
HX CHL, HX AUS, Professional network
FunctionsDecision Maker
Gate KeeperAdvisor
Opportunityn Leader
NameSupportive
TeamNameNameName
HX CHL, HX AUS, Professional network
InfluencePower Sponsor
CoachNeutral
Anti sponsor
Customer Haultrax
Page 13Page 13
Basic Projects StructuresP e o p l e
Project SponsorName
Administrator Leader
Name
Contract Administrator
Name
Technical Counterpart
Name
Facilitator/ LinkName
Projects DirectorName
Project ManagerName
Technical LeaderName
SME1
Name
SMEn
Name
Steering Committee
Name(s)
Customer Haultrax
Page 14Page 14
PROCESSES
Page 15Page 15
Business DevelopmentP r o c e s s e s
Business plan structure
Pain / Solution approach
Opportunity map
Stakeholders
People
Project pursuit process
Sales funnel structure
Proposal / Quotation structure
Page 16Page 16
Business DevelopmentP r o c e s s e s
Project pursuit process Identify
Assign core team
Qualify
Gather preliminary information
Prioritize
Sales kick-off meeting
Assign pursuit project
Gather missing information
Strategize
Execute sales
Propose
Execute project
Page 17Page 17
Business DevelopmentP r o c e s s e s
Sales funnel structure
Opportunity identification
Opportunity status
Project probability
Success Probability
Sales volume
Booking date
Income in time
Business segment
Opportunity owner
Comments REVENUE
SALES
OPPORTUNITIES
LEADS
MARKETING
Page 18Page 18
Business DevelopmentP r o c e s s e s
Proposal / Quotation structure
Cover page
Version Control
Non disclosure Statement
Executive Summary
HTX introduction
Our understanding of your needs
Our solution
Price
Terms and conditions
Annexes
Page 19Page 19
Fundamentals
• Scenario Characterization
•Change/Challenge Characterization
Execution Strategy
•Main Objectives•Main Resources•Main Activities•Timeframe
Execution Planning
•Resources•Working
packages/tasks•Working schedule•Resources
calculation
Execution Control
• Schedule Progress• Invoicing
Execution Closing
•Meetings•Common Tools
Project DevelopmentP r o c e s s e s
Page 20Page 20
TOOLS
Page 21Page 21
Establishing toolsT o o l s
Productivity SoftwareCollaboration
Software
Large File Exchange
MeetingsDocumentsTemplates
Objectives/ Agenda Focused on work Speak and LISTEN! Invitation Cadence
Spot Regular
Type Communication Kickoff Follow up
Identity Quotation/
Proposal Minutes of
Meeting Gantt Chart Costs/ Prices/
Margins Reports Etc.
Page 22Page 22
Establishing toolsT o o l s
Productivity SoftwareCollaboration
Software
Large File Exchange
MeetingsDocumentsTemplates
Objectives/ Agenda Focused on work Speak and LISEN! Invitation Cadence
Spot Regular
Type Communication Kickoff Follow up
Identity Quotation/
Proposal Minutes of
Meeting Gantt Chart Costs/ Prices/
Margins Reports Etc.
Page 23Page 23
Establishing toolsT o o l s
Productivity SoftwareCollaboration
Software
Large File Exchange
MeetingsDocumentsTemplates
Objectives/ Agenda Focused on work Speak and LISEN! Invitation Cadence
Spot Regular
Type Communication Kickoff Follow up
Identity Quotation/
Proposal Minutes of
Meeting Gantt Chart Costs/ Prices/
Margins Reports Etc.
Page 24Page 24
Establishing toolsT o o l s
Productivity SoftwareCollaboration
Software
Large File Exchange
MeetingsDocumentsTemplates
Objectives/ Agenda Focused on work Speak and LISEN! Invitation Cadence
Spot Regular
Type Communication Kickoff Follow up
Identity Quotation/
Proposal Minutes of
Meeting Gantt Chart Costs/ Prices/
Margins Reports Etc.
Office 365 Business Premium: about 12.50 USD user/ month
Page 25Page 25
SUMMARY
Page 26Page 26
…S u m m a r y
Page 27
THANK YOU … QUESTIONS?
Santiago, November 2015
Page 28Page 28
PROYECTOSS e c t i o n 2
Proyecto
Elaborar un plan
Definir proyecto
Objetivos
Supuestos
Limitaciones
Programación
Recursos
Ámbito
Planear actividades
Tareas – duración Hitos, fases, tareas
Recursos - costos
Dependencias entre tareas
Identificar calidad y riesgos
Resultados
Controlar y administrar
Seguimiento del progreso
Adm programación,
recursos, costos, alcances, riesgos
Identificar problemas
Cargas de trabajo, asignaciones
Identificar varianzas en costos
Informar estado del proyecto
Cierre
Análisis de pros y contras
Registro de información