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 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
HOW WE BEGIN
At this stage we are at the considering the quotes, specifications, proposals. This is the time when we deciding what we want, can afford, and are able to achieve, but not yet committing to how or when.
CASE STUDY
Jane may need several people to agree her decision. Maybe she needs landlord permission, maybe she is borrowing money and that person she is borrowing from has an opinion or influence in the decision. Maybe she is sharing the flat with others or needs to alert the neighbors. There are all sorts of things to consider before making the decision to proceed.
CLARITY WRITTEN DOWN
There are the questions your idea phase should aim answer
Question 1 Question to answer: Should we do this?
Question 2 What is this change?
Question 3 Why should we prioritise this change?
Question 4 How much time and effort will this take?
Question 5 How does this fit in with our strategy & our change programme? (How does this change fit into the bigger picture? Please draw a clear link between this change, the strategy and the change programme).
Question 6 What are the implications?
Question 7 What are the financial implications?
Question 8 What are the implications for Governance, Audit, Compliance & Risk?
Question 9 What are the implications for our competitive position and reputation?
Question 10 What are the implications for Ops, Health & Safety, Helpdesk & Facilities?
Question 11 What are the implications for HR, L&D and Training?
Question 12 What are the implications for IT, Data & Info-Security?
Question 13 What is the recommendation?
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.
