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PPROJECT ROJECT OORGANIZATION RGANIZATION
FFUNDAMENTALSUNDAMENTALSHow to Organize for SuccessHow to Organize for Success
CMA Alberta Continuous Professional Learning and Development
Derek Riphagen October 2010
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TAKE TAKE --AWAYSAWAYS
What are you looking to take away from this workshop?
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WORKSHOP OBJECTIVESWORKSHOP OBJECTIVESTools, Techniques and Practice:
To correctly set up your project organization
Recognize the mandatory skills and behaviours for some of the project roles
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Background
Setting the Project Structure
Roles & Responsibilities
Skills
Resources
Practice Exercises
Wrap-up and Evaluation
AGENDAAGENDA
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BACKGROUNDBACKGROUNDProject environment
It is a change of the status quoTime limited (defined start and end dates)It has a budgetTypically has dedicated skilled resources (proven ability)Distinct phases and deliverablesSpecific outcome tied to a commitmentTask focus
Line environment
Long-term support of company strategyEmployee development & growthDoing as much as can be done within a given budget yearService-mindedDirectional focus
Operational in nature
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BACKGROUNDBACKGROUND
GovernanceProject oversight is about good organization and governanceGood organization and governance sets the stage for a successful project
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FUNCTIONAL SUPPORT
• Contracts
• Training
• Human Resources
• Project Office
• Architecture Group
• Other
PROJECT STEERING COMMITTEE
PROJECT MANAGER
A Typical Project Organization StructureA Typical Project Organization Structure
THIRD PARTIES
• Vendor
•Regulator
•Customer
Subject Matter Expert(s)(SME)
TECHNICAL LEADERBUSINESS LEADER
PROJECT SPONSOR
Project Oversight
Project Team
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ORGANIZATIONAL CHANGE LEADER
SETTING THE PROJECT STRUCTURESETTING THE PROJECT STRUCTURE
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Organizational Structure ComparisonOrganizational Structure Comparison
STEERING COMMITTEE
TECHNICAL LEADER
BUSINESS LEADER
PROJECT SPONSOR
PROJECT MANAGER
CEO / CHAIRMAN
COMPANY ORGANIZATION
BOARD
PRESIDENT or COO
VPVP
PROJECT ORGANIZATION
SETTING THE PROJECT STRUCTURESETTING THE PROJECT STRUCTURE
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Why the project challenges?Unique structureNew to rolesCommunication channels untestedUnofficial communication channels don’t existTime to gel as a teamSkills and fit to the assigned roleSkills and fit with the project teamContract resourcesResponsibilities and authorityDifferent decision behavioursTask focus
SETTING THE PROJECT STRUCTURESETTING THE PROJECT STRUCTURE
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Clarity of objective Clarity of objective
ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESSponsor
Project GovernanceBusiness OutcomesBusiness Value
Project Manager
ExecutionScope, Schedule &Budget
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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESDelegation, Responsibility & Authority
Must alignCorporate authorityYour comfortLine positional authority versus project role authorityConflict of interest
Del
egat
ion Authority
Responsibility
Trust
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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESRelationship
Remember that as a Sponsor, your Project Manager must be your best allyTake time to build the relationshipMake sure the project manager is in tune with your needsEnsure you have the necessary confidence in your project manager
Shared interest and mutual trust
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Sponsor RoleThe Sponsor is usually the senior person from the company’s business area for whom the solution is being implemented and will most likely be the major recipient or beneficiary of the derived business benefits
ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES
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Committed
Empowered
Business Focused
Consistent
Demanding
Visionary
Mine Sweeper
Decisive
Communicator
Credible
ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESA Good Sponsor Is A Good Sponsor Is …………
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Steering Committee Role
Members of the SC assist the Sponsor with his/her duties
Stakeholders are usually present or at least adequately represented on the SC
The SC provides project governance
Members have the confidence and support of those they represent
ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES
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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIESSTEERING COMMITTEE ROLESTEERING COMMITTEE ROLE
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Steering Committee ConsiderationsProject size, reach and impact
Risk
Knowledge
Authority
ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES
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Project Manager Role
The PM is responsible for planning, leading, organizing, directing, monitoring and controlling the project execution along with delivering a quality result on time and within budget according to the parameters set out in the project plan and any subsequent approved changes to the scope, schedule and budget
The PM reports to the Sponsor
ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES
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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES
Plan a ProjectProject Manager RoleProject Manager Role
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ROLES & RESPONSIBILITIESROLES & RESPONSIBILITIES
Develop Risk Management
Plan
Define Key Deliverables
Determine Approach
Document Change Mgmt Process
Identify Constraints
Document Issue Resolution
Process
Determine Space, Other Requirements
Determine Order of Tasks
Define Scope
Establish Project Reporting
Put on Calendar w/ Milestones
Determine Hardware/ Software
Requirements
Determine Best Estimate
Determine Objectives
Establish Project Standards
Assign Tasks to Resources
Determine Personnel Resource
Requirements
Specify Activities and Tasks
Identify Stakeholders
Approve & Baseline
Plan
Develop Project
Controls
Prepare Budget
Develop a Schedule
Resource Requirements
Develop Work Plan
Project Framework
Plan a ProjectProject Manager RoleProject Manager Role
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SKILLS SKILLS
Project management competenciesLeadership CommunicationTrack record
Project ManagerProject ManagerSKILLS SKILLS
Project ManagerProject Manager
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Project Management Competencies Planning
Estimating
Organizing
Delegating
Decisive
Judgment
Interpersonal
Tools
Track record
Business savvy
Professional designation?
SKILLS SKILLS Project ManagerProject Manager
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Learning Experience?
Leadership Skills/Styles CollaborativeDemanding
FairConsistent
SituationalTeamwork
Honest
SKILLS SKILLS Project ManagerProject Manager
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Excellent & Mature Communication Verbal
Written
Presentation
Concise
Clarity
Unambiguous
Accurate, honest & complete
Audience sensitive
SKILLS SKILLS Project ManagerProject Manager
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Excellent & Mature Communication
SKILLS SKILLS Project ManagerProject Manager
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Previous experience on similar projects
Success and failures
Track Record
Subject matter expertise?
BEEN THERE,
DONE THAT,
GOT THE
T-SHIRT
SKILLS SKILLS Project ManagerProject Manager
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Initiative
Motivation
Perseverance
SKILLS SKILLS Project Manager AttributesProject Manager Attributes
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RESOURCESRESOURCES
Set upProgressLessons
Use them
Plan for them
Project ReviewsProject Reviews
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RESOURCESRESOURCESPart Time Project ResourcesPart Time Project Resources
Project A Project BProd
uctiv
e Ef
fort
Time
100%
50%
Average Effort
Planned Effort
Actual Effort
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REVIEW ROLES & REVIEW ROLES & RESPONSIBILITIESRESPONSIBILITIES
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CLOSING THOUGHTSCLOSING THOUGHTS
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CLOSING THOUGHTSCLOSING THOUGHTSESSENTIAL QUESTIONSESSENTIAL QUESTIONS
Is the vision clear?Is my organization structure correct?Are the roles defined?Are the responsibilities clear for each role?Do I have the right project manager for the project?Do I have the right skills and knowledge represented on the steering committee?Are the lines of communication between roles clear and understood by everyone?Are there any conflicts of interest?Do I have confidence in the project manager?Do I trust the project manager?Have I delegated the right authority to the project manager?Does the delegated authority align with the project manager’s responsibilities?Is the project positioned for success?Will I fulfill my role expectations and responsibilities towards the project for the duration of the project?Should I instruct the project manager to plan for a project review?
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CLOSING THOUGHTSCLOSING THOUGHTS
Take the time to organize properly.
You will avoid performance-related, time consuming issues that increase the risk of not achieving the business results.
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So let’s see what we’ve learned.
CLOSING THOUGHTSCLOSING THOUGHTS
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Project managementProject managementBusiness process innovationBusiness process innovationBusiness systems analysisBusiness systems analysis
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Business improvement through people and technologyBusiness improvement through people and technology
