INTRODUCTION
In this simple guide to project management I will use the analogy of the Project Management Office being like Air Traffic Control for projects and change. The Project Management Office [PMO] will want confidence that any significant project or change is clear about passengers and crew (participants), fuel (budget), destination (outcome) and route (plans). For each initiative we want to be able to give it a thumbs-up or guidance on what is required for permission to take-off or indeed a safe journey: on-time, on-budget, to-specification, low-risk and high-communication.
This simple guide is based on a blend of Waterfall approach (plan before action eg PRINCE2) and Agile (work it out as you do eg SCRUM)
ATC STEP 1 THE IDEA PHASE
Idea At the idea stage we need a written down explanation in a simple form (possibly supported with a market analysis and supplier documentation) outlining strategic aim, cost, benefit for initial evaluation. This allows the team to understand what the project is/is not and whether we want to proceed to a business case.
Key question are we trying to answer: Is this a good idea?
Process: Consult with the appropriate stakeholders, experts, write it all down in a template (examples provided later)and get agreement from your manager or Executive Sponsor.
ATC STEP 2 THE BUSINESS CASE PHASE
Business Case At this step we need a written down detail of strategic aim, cost, benefit in a format acceptable to finance for investment or project appraisal into a Business Case (examples provided later)
Key question are we trying to answer: Is the cost/benefit worthwhile?
Process: Complete a Capital Expenditure Form (examples provided later)to seek authorisation for funding. Attach it to the Business Case template and get sign-off from your manager or Executive Sponsor.
STEP 3 THE PROJECT INITIATION DOCUMENT PHASE
Project Initiation Document (PID) - At this step we need a written down detail of your implementation plan: e.g. roles, goals, tasks, owners, actions, timescales.
Key question are we trying to answer: How will we deliver and implement this?
Process: Consult with the appropriate stakeholders, who will actually participate in the project. Write it all down on template and get agreement from your manager or Executive Sponsor.
ATC STEP 4 THE DECISION PAPER PHASE
Decision Paper - At this step we need a written down detail to be peer-reviewed by all the key stakeholders (see list below) with comments so that the Decision Team (usually senior management) have all the information they need to approve or reject the project. The aim is to provide assurance to the Decision Team that key stakeholders in the business have been engaged and understand the implications.
Key question are we trying to answer: Should we actually do this? (or are there other higher priorities?
Process: When you have completed all the above bits of paper (Step 1-3) you are ready for a decision. If its a small project get agreement from your manager or Executive Sponsor. If it is a large project (likely to need money, resources or have an impact outside your team) them pass it to us and we will seek endorsement by the key stakeholders and approval by the Decision Team.
Probable stakeholders
Finance will be interested in costs/benefits, cash-flow and ROI
Governance, Audit, Compliance will be interested in risks and regulation
Operations, Health & Safety, and Facilities will be interested in HR issues
HR, L&D and Training will be interested in staff issues
IT, Data and Information Security, Helpdesk will be interested in data issues
There may be more or less depending on your organisation and the type of project
ATC STEP 5 THE EXECUTION PHASE WITH PROJECT UPDATES
Period-end Project Updates - At this step we need a written down detail of [1] whats done, [2]whats next, [3]any issues, [4]decisions needed. This aims to confirm on-time, on-budget, to-specification, low-risk and high-communication. This update is provided by the Project Manager to the Sponsor and any relevant stakeholders at least monthly.
Key question are we trying to answer: How is it going? (is there anything we should know?)
Process: When you are up-and-running you will be expected to provide a monthly update to let everyone know whats happening. Put this in writing. We have a template for this.
ATC STEP 6 THE HAND-OVER PHASE
Hand-Over At this step we need to ensure there is a formal acceptance and hand-over to the operational teams running business as usual. Make sure you know what needs to be handed-over before you start, and make sure they have everything and agree it all before you finish/close. It is advisable to document the handover.
Key question are we trying to answer: Is everything delivered, complete and OK (Can we hand-over to business-as-usual?
Process: Make sure you know what needs to be handed-over to business as usual before you start, and make sure they have everything and agree it all before you finish/close. Get this in writing. We have a template for this.
ATC STEP 7 THE BENEFITS REVIEW PHASE
Benefits Review At this step we need to review of outcomes compared to the business case and plan. The best approach is to revisit all the above steps to look at what happened, learn any lessons and measure success against your original goals in the Business Case or Plan. By recording this and sharing it the business is able to learn and improve.
Key question are we trying to answer: Did we achieve our aims, on-time, on-budget, to-specification, with low-risk and high-communication?
Process: Make sure you revisit all the above steps to look at what happened, learn any lessons and measure success against your original goals in the Business Case or Plan. Get this in writing. We have a template for this.
CONCLUSION
This is a very short summary and notably does not include the templates that are relevant to each Phase. Later we will provide details of what information need to be written down and communicated for each phased to ensure necessary co-ordination, collaboration and delivery of goals on-time, on-budget, to-specification with low-risk and high communication
USEFUL LINKS AND REFERENCES
About Agile
https://www.guru99.com/waterfall-vs-agile.html
About Waterfall and the leading approach to Waterfall which is PRINCE2
https://prince2.wiki/
ABOUT THE BLOG
This is a series of coaching blogs that eventually will become a book. By blogging each item I hope to share each element in easy to read bite size chunks, maybe invite some people to subscribe to see the next posting and hopefully encourage some comments, feedback and suggestions which will improve the content for the blog and eventually the book. All comments and feedback are therefore welcome.
