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.
HOW WE BEGIN
At this stage we are at the beginning. We might look at brochures, catalogues or websites to gather ideas. We may invite people to provide quotes, specifications, proposals. This is the information gathering phase whilst we are deciding what we want, can afford, and are able to achieve.
CASE STUDY
Jane wants to remodel her home (idea) and sketched out the room details (design) with a clear vision of what it will all look like when it is finished and her friends come to visit (outcome)
CLARITY WRITTEN DOWN
There are the questions your idea phase should aim answer
Question 1 Question to answer: Is this a good idea?
Question 2 Which Business Unit, Functional or Corporate strategy does this support?
Question 3 What is this change? (The description should be a clear but brief description of the project. Summarize the size/scale, complexity and expected timescale of this change. In ATC terms, is this a jumbo jet, an aircraft carrier or a small propeller plane?)
Question 4 Why do we want to do this? How is it going to change the business? (Think in terms of what is this project doing to meet the aims and objectives of CICS Why are we doing this? What will the business be able to do after this change, that it cant do now?)
Question 5 What are the key things that we will deliver? (What are the things that will be delivered/complete as part of this? Think of this like a shopping list of tasks or items that need to be completed and that can be allocated to people to deliver. Ideally give an estimate of the time and cost.)
Question 6 Description what does it do?
Question 7 Who is it for?
Question 8 Who is making/ supplying it?
Question 9 How long could it take?
Question 10 What is it likely to cost?
Question 11 What skills are we likely to need and when?
Question 12 What do we expect the financial cost/benefit to look like? (What financial benefit do we expect? You will be asked for more detail in the Business Case).
Question 13 What are the top three risks and dependencies that we are aware of now? (What should the decision-makers consider when looking at this project?).
Question 14 Risks what are we uncertain about?
Question 15 Dependencies what does this impact / impacts on this?
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.
