2015 project execution training - university of lethbridge · – test planning. information...

Information Technology Services

2015 Project Execution Training

• December 1, 2015


Project Management Office OverviewVision Statement

The University of Lethbridge IT PMO Will:• Enable Project Teams to be successful through

providing a leading model for Project Management• Establish confidence in project execution results

through reliable on-time, in-scope and on-budget project delivery

• Build a learning organization that evolves with the operating environment

• Drive value through reduced project durations, lower capital spend, and improved business outcomes


Projects Management Office Overview• The Project Management Office serves clients within IT

and the University by providing 4 key services:

PMO

Portfolio Management

Project Management

Business Analysis

Center of Excellence


Portfolio Management Overview

PMO


Project Management

Business Analysis



Project Portfolio Overview• The IT Project Management Office oversees a portfolio

made up of 3 different types of “project” activities:

Active Projects

Intake Projects

Engagement Projects


Active Projects• Active Projects are fully approved projects that have

passed through the Governance model and are executing.

Active Projects

Intake Projects

Engagement Projects


Intake Projects• Intake projects focus on defining an opportunity to see

if it is a project and preparing it for approval.

Active Projects

Intake Projects

Engagement Projects


Engagement Projects• Engagements occur as a result of “out of scope” tasks

becoming new opportunities. These are tracked for future use.

Active Projects

Intake Projects

Engagement Projects


Portfolio Management• Portfolio Management is the process by which

opportunities mature through the cycle. From Engagements…

Active Projects

Intake Projects

Engagement Projects


Portfolio Management• Through Intake…

Active Projects

Intake Projects

Engagement Projects


Portfolio Management• …Into Active and ultimately completed projects.

Active Projects

Intake Projects

Engagement Projects


Portfolio Management• Portfolio Management keeps the wheels turning in the

right direction.

Active Projects

Intake Projects

Engagement Projects


Project Management Overview

PMO


Project Management

Business Analysis



Project Management “At a Glance”What Is Project Management?

Project Management is a discipline focused on the execution of one‐time activities in support of larger business objectives.

Project Management encompasses many tools, techniques and approaches that organizations can choose to apply to meet their specific needs.

What Is Project Management?

Project Management is a discipline focused on the execution of one‐time activities in support of larger business objectives.

Project Management encompasses many tools, techniques and approaches that organizations can choose to apply to meet their specific needs.

What Are the Benefits?

Improved delivery on time and budget Informed decisions when changes are

needed Strengthened project Governance Repeatable and reliable project success Customer‐focused delivery that drives

stakeholder value from project work Less overhead on resources in teams so they

can focus on their “day jobs”


Improved delivery on time and budget Informed decisions when changes are

needed Strengthened project Governance Repeatable and reliable project success Customer‐focused delivery that drives

stakeholder value from project work Less overhead on resources in teams so they

can focus on their “day jobs”

Why do Project Management?To improve confidence in solution delivery and reduce the effort in implementing IT solutions.

Why do Project Management?To improve confidence in solution delivery and reduce the effort in implementing IT solutions.

Who Will be Affected?All stakeholders of existing and future projects, the ITPC, and ITS management will be affected.

Who Will be Affected?All stakeholders of existing and future projects, the ITPC, and ITS management will be affected.

What is the Timeline?

Project Management is here today. Movement to a centralized, disciplined approach that is adhered to across the majority of the project portfolio is to be realized by the end of 2016.


Project Management is here today. Movement to a centralized, disciplined approach that is adhered to across the majority of the project portfolio is to be realized by the end of 2016.


Project Management• Some Key things the Project Manager is responsible for:

– Project Budget– Project Schedule– Project status reporting– Coordinating stakeholders– Project Resource Management– Change control– Accountable for overall project success


Business Analysis Overview

PMO


Project Management

Business Analysis



Business Analysis “At a Glance”What Is Business Analysis?Business Analysis is a methodology for ensuring that solutions are built and implemented that meet the needs of the end users.

Business Analysts employ a disciplined approach to gathering solution requirements, liaising between technical resources and business stakeholders, and quality analysis to ensure what gets built serves the original need.

What Is Business Analysis?Business Analysis is a methodology for ensuring that solutions are built and implemented that meet the needs of the end users.

Business Analysts employ a disciplined approach to gathering solution requirements, liaising between technical resources and business stakeholders, and quality analysis to ensure what gets built serves the original need.


Improved alignment between needs and delivered capabilities

More reliability around cost and effort estimates

Fewer scope changes Enhanced decision making around what

work gets done, when Reduced workload for technical resources

and project sponsors


Improved alignment between needs and delivered capabilities

More reliability around cost and effort estimates

Fewer scope changes Enhanced decision making around what

work gets done, when Reduced workload for technical resources

and project sponsors

Why do Business Analysis?To ensure that the investment in building and implementing solutions delivers value.

Why do Business Analysis?To ensure that the investment in building and implementing solutions delivers value.

Who Will be Affected?Users who propose new projects and project team members of future projects.

Who Will be Affected?Users who propose new projects and project team members of future projects.


Business Analysis is being done today but the intention is to have the team staffed and the BA engagement model put in place by Q1 of 2016. Benefits will gradually appear as projects are executed over 2016 and beyond.


Business Analysis is being done today but the intention is to have the team staffed and the BA engagement model put in place by Q1 of 2016. Benefits will gradually appear as projects are executed over 2016 and beyond.


Business Analysis• Some Key things the Business Analyst is responsible for:

– Business requirements– Technical requirements– Requirement Change Management– Balancing requirement priorities– Solution selection criteria– Solution selection– Test Planning


Center of Excellence Overview

• The Project Management Office operates a Center of Excellence within IT Services:

PMO


Project Management

Business Analysis



Center of Excellence• The Center of Excellence collects learnings from PM and

BA work as well as outside learnings across IT:– Best Practices– Tools & Templates– Seminar and Conference Materials– PMI/IIBA/other external body best practice materials– Learnings register– Job Aids– Knowledge Base


Project Execution Methodology: Engagement Projects

Gather Define Prioritize Document Review

Active Projects

Intake Projects

Engagement Projects




• During the Gather phase the opportunity is initially identified and recorded

• Identifying who the idea was generated by and when is critically important

• Often a judgment call is required to determine if:– The opportunity is actually part of an existing project– OR if the opportunity is large enough to add value on its own

Active Projects

Intake Projects

Engagement Projects




• During the Define phase the Business Analyst will gather a small amount of information to understand the rough size and complexity of the opportunity.

• Ballpark estimates on cost and duration (days/weeks/months) are entered into the register

• And any information known about impacted systems, stakeholders, and potential sponsorship

Active Projects

Intake Projects

Engagement Projects




• Once the Opportunity is roughly defined the Opportunity is prioritized

• Prioritization of Opportunities is a simple force-rank against all other Opportunities.

• Therefore each time a new Opportunity is introduced, the entire queue is reprioritized, keeping it evergreen.

Active Projects

Intake Projects

Engagement Projects




• Documenting the engagement involves gathering any related notes, images, emails and other information that may be relevant and storing it on the project OneDrive.

• This ensures that the next time someone picks the opportunity up (months or years later) they can quickly access the history.

• Engagement OneDrive location:• https://uleth-my.sharepoint.com/personal/colin_moreland_uleth_ca/Documents/Project

Management/Engagements Repository

Active Projects

Intake Projects

Engagement Projects




• Review involves a structured process on an annual basis to ensure the queue remains accurate and relevant.

• The whole PMO team sits down and reviews the Engagement Queue.

• They determine if the information is still accurate, and if opportunities are still relevant.

• Remaining opportunities are prioritized and the top 5 are presented to the ITPC by the PMO Manager.

Active Projects

Intake Projects

Engagement Projects


Project Execution Methodology: Intake Projects

Discover Analyze Evaluate Propose Approve

Active Projects

Intake Projects

Engagement Projects




• Intake projects are kicked off via a Discovery meeting • This is a face to face interaction with the project sponsor

to understand the nature of the project and establish a basic scope

• A successful Discovery will yield an understanding of the stakeholders, constraints, and business drivers that will impact the project

• The Discovery is mandatory.

Active Projects

Intake Projects

Engagement Projects




• Analyze is the next stage and involves requirement gathering, stakeholder analysis, and alternative analysis within the University.

• The goal is to understand the needs of everyone impacted by the new solution

• As well as if there are existing solutions that solve the same problem

• The Intake phase is usually run by a single member of the PMO team.

Active Projects

Intake Projects

Engagement Projects




• Once data is gathered it needs to be evaluated • The output of Evaluation is a Business Requirements

Document, which has been reviewed and approved by the stakeholders and sponsor

• Evaluation also includes generating a baseline cost estimate for the solution, which may require investigating possible solutions and seeking quotes

Active Projects

Intake Projects

Engagement Projects




• The Propose phase is all about preparing a Business Case that can be used for either internal Operational approval, OR ITPC Governance approval.

• The business case needs to be approved by the sponsor before being presented to the ITPC.

• At this stage the solution needs to be understood well enough that the Business Case is valid.

Active Projects

Intake Projects

Engagement Projects




• Approval is the final stage at which the PMO Manager presents the Proposal to the ITPC or the ITS Manager (for internal operational projects).

• The three outcomes are: – Approval, in which case the Intake activity is converted to an

Active project;Rejection, in which case the Intake activity is closed and not pursued.Or Refinement, in which case the activity needs more evaluation before a decision can be taken.

Active Projects

Intake Projects

Engagement Projects


Project Execution Methodology: Active Projects

Initiate Plan Execute Monitor Close

Active Projects

Intake Projects

Engagement Projects



Initiate Plan Execute Monitor CloseActive Projects

Intake Projects

Engagement Projects

• Active projects are kicked off using the Initiate Process • Initiate is a series of activities that prepare the project for

execution • Initiation involves a number of project activities:• Requirements verification• Technical Specifications• Project Team Formation• Resource Assignment and high level forecasting• Project Charter Creation & Approval• Re-approval through ITPC if changes have occurred since original approval




Intake Projects

Engagement Projects

• Project Planning focuses on building detailed task and resource plans for the project.

• The Plan phase involves the following activities:• Project WBS (first half of “Project Plan”)• Project Schedule (second half of “Project Plan”)• Resource Utilization Plan• Communicate and Approval of Resource Plan with Resource Managers• Change Management & Communication Plans (for medium and large projects)




Intake Projects

Engagement Projects

• Execution is the process of “doing the work” to make the project happen.

• Execution covers the largest block of project activities:• System Design OR 3rd Party System Selection (RFP)• Solution Development (internal) OR Solution Procurement (external)• Test Planning• Deployment of solution to test environment• Test Execution• User Acceptance Testing• User Training• “Go-Live”




Intake Projects

Engagement Projects

• Monitoring happens during the Planning, Execution, and Closure phases and is the process of “running the project”

• Monitoring involves the generation and maintenance of the project artefacts and team activities:

• Weekly Status Reporting• Maintaining the Risk and Issue Register• Maintaining the Decision Register• Requirement Changes and Scope Changes (if necessary)• Project Plan updates• Workfront updates for metric tracking




Intake Projects

Engagement Projects

• Closing the Project formalizes the completion of the project and captures learnings for the future.

• This involves reviewing the project with all stakeholders, gathering feedback, and ensuring agreement that the project is closed.

• Additional work or phases may be defined, and all learnings should be captured.


Project Management Office Performance MetricsThe University of Lethbridge IT PMO will be measured on:• Projects started each year• Projects completed each year• Active project success rate• Average project durations (deltas year over year)• Project Cost and Schedule delivery accuracy• Process compliance• Incidence rate of “shadow projects” that bypass

the PMO (deltas year over year)