IMPLEMENTING PROJECT GOVERNANCE · 2018-03-31 · •Are the required documents being uploaded onto your PPM tool? •Are your project benefits, risks, costs and effort being stored

IMPLEMENTING PROJECT

GOVERNANCE Guy Jelley, CEO Project Portfolio Office

KEY QUESTIONS

• What value should I get from the

governance I apply to my methodology?

• What is a gate review / checkpoint (and

more importantly what is it not)?

• Can I automate my governance by Friday?

• Do I entrench and then enforce (do I

implement hard or soft gates)?

• How do I start the journey of governance?

WHO ARE WE?

OUR EXPERIENCE

What value should I get from

the governance I apply to my

methodology?

6

• Video – it’s a discipline not a process

QUESTIONS FOR YOU

• Are you completing more projects

than previously?

• Are the projects more successful?

• Do you know what success means?

• Do you know what completed

means?

• Do you know the status of the

portfolio of projects?

ANSWERS FOR YOU

• Question:

– What value should I get from the

governance in my metholodgy?

• Answer

– An increase in the success of projects

being completed.

What is a gate review /

checkpoint (and more

importantly what is it not)?

PRODUCT VS. PROJECT

REQUIREMENTS PER STAGE

% EFFORT OVER TIME

Time

Execution Closure Planning Initiate Pre-Initiation

Closure

Baseline

Concept

Idea

80 % 5 %

Execution Complete

1 % 0 % 14 %

% UNDERSTANDING OVER TIME

Time

Pre-Initiation

80 % Manage 80 % / Change 20% 100 % 2 % 1/4 %

Execution Closure Planning Initiate

QUESTIONS FOR YOU

• Are you reviewing the checklist and counting the ticks?

• Are you verifiying the signatures on documents?

• Are you reviewing the risk log and updated project budget?

• Are you reviewing the benefits to be achieved and comparing it to the previous review?

• Do you have benefits and risks and costs for your projects?

• Have you defined what a project is?

ANSWERS FOR YOU

• Question:

– What is a gate review / checkpoint (and

more importantly what is it not)?

• Answer

– A review of your investment and

assessment of whether it’s viable to

continue investing

– It’s not a review of steps or

documentation being completed!

Can I automate my governance

by Friday?

VALUE OF AUTOMATION

“The first rule of any technology used in

a business is that automation applied to

an effective operation will magnify the

efficiency. The second is that

automation applied to an ineffective

operation will magnify the

inefficiency”

Bill Gates

ACHIEVING SUCCESS

Achieving Enterprise Software Success Sandhill.com & Neochange

RESPONSIBILITY

RESPONSIBILITY

RESPONSIBILITY

RESPONSIBILITY

QUESTIONS FOR YOU

• Are the required documents being uploaded onto your PPM tool?

• Are your project benefits, risks, costs and effort being stored in a PPM tool?

• Do we have defined project stakeholders with a clear view of their responsiblity in terms of gates?

• Do we have defined forums with a clear view of their gate responsiblities?

• Do we know who’s responsible for project and portfolio gate decisions?

ANSWERS FOR YOU

• Question:

– Can I automate my governance by

Friday?

• Answer

– No, but you can provide a platform to

create accountability, understanding,

visibility, auditability and responsibility

for application of governance.

Do I entrench and then enforce

(do I implement hard or soft

gates)?

CASE STUDY: SOFT GATE

CASE STUDY: SOFT GATE

HARD VS SOFT GATES

• Soft gates puts the power and responsibility in the hands of the proejct manager to move the project through gates.

– Goal – Responsibility to entrench & understand values for the PM

• It is not trying to allow some work in the next stage to proceed in parallel with planning and conducting the gate review.

HARD GATE (PROJECT)

HARD GATE (PRODUCT)

HARD VS SOFT GATES

• Hard gates places the responsibility and

power in the hands of the decision makers

to re-review the investment. It ensures that

the project manager is constantly re-

evaluating the risk, cost, benefit, effort.

• Goal – Responsibility to entrench & understand

values for the Gate Keepers / Decision Makers

• It is not trying to ensure that all activities in

a stage are completed and no work in the

next stage is started until gate approval.

QUESTIONS FOR YOU?

• What is your risk and cost appetite?

• Can you afford bad investments?

• Do you have the platform to allow for

information to make decisions?

• Do your have a methodology and gate

criteria?

• Is the methodlogy and gate criteria

operational?

ANSWERS FOR YOU

• Question: – Do I entrench and then enforce (do I

implement hard or soft gates)?

• Answer – The answer is always: Establish then

entrench or enforce (soft then hard)!

How do I start the journey of

governance?

QUESTIONS FOR YOU

• Is your community clear on the requirements for gate reviews?

• Is your community clear on the purpose and importance of goverance?

• Does your community see the value of governance?

• Are your collective decision making forums aligned to your strategic objectives?

• Do you have defined strategic objectives?

ANSWERS FOR YOU

• Question: – How do I start the journey of entrenching

governance?

• Answer 1. Define a governance framework

2. Defined forum roles & responsiblities

3. Defined project roles & responsiblities

4. Implement a PPM platform to create visiblity and accountability

5. Entrench and then enforce, it’s a displine and not a process ( … this takes time .. don’t give up)

QUESTIONS

Guy Jelley

Chief Executive Officer

Project Portfolio Office

www.projectportfoliooffice.com