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PROGRAMME MANAGEMENT. November 2014. What Will We Talk About Today?. Programme Management. Auckland Council’s workplace strategy/CBD delivery. A few things that really matter in large complex projects. Programme Management. across multiple linked projects as if they were one

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Programme management

PROGRAMME MANAGEMENT

November 2014


What will we talk about today

What Will We Talk About Today?

Programme Management

Auckland Council’s workplace strategy/CBD delivery

A few things that really matter in large complex projects


Programme management1

Programme Management

across multiple linked projects as if they were one

Let’s look at a live example in the context of Local Authority amalgamation

Plan

Lead

Organise

Control


Auckland council

Auckland Council

Amalgamation

  • Establishment Q&D

  • Legacy issues:

    • Organisation fragmented

    • Some dept locations not ideal

    • Some accommodation under par

    • Behaviours & performance held back


The big legacy challenge

The Big Legacy Challenge

  • Fix this!


Auckland council1

Auckland Council

  • Post-amalgamation

    • Push to improve performance

    • Resolve spaghetti:

      • right configuration, right size, ideally located & co-located, improved engagement, better behaviours & service to customers

    • CBD property options assessed in detail

    • Financial modelling, business case

    • Political support

    • CBD tower acquisition


Auckland council cbd consolidation

Auckland Council CBD Consolidation

Graham Street - retain

135 Albert – fitout & renewals

Bledisloe– fitout & renewals

360 Queen – Terminate Lease

Civic - Close

Town Hall - retain

Pitt Street – Terminate Lease

Hereford – Terminate Lease


What will auckland council finish on 15 december 2014

What will Auckland Council finish on 15 December 2014?

Spending $150m+ over 3 years on:

  • Buying a CBD tower

  • Developing workplace and ICT strategies

  • Refurbishing & fitting out 40,000sqm in two CBD buildings

  • Terminating leases on three CBD buildings, closing another

  • Upgrading a street

  • Optimising locations of 38 departments

  • Engaging with and relocating 3,000 employees


What will auckland council finish on 15 december 20141

What will Auckland Council finish on 15 December 2014?

  • Managing departure of a CCO

  • 6 babies, 3 grandchildren, 3weddings, 2 civil unions, a Council election, countless people changes, department restructurings, new-hires, promotions, redundancies

  • Mostly in the 15 months between ASB leaving Albert Street and leases ending at Hereford and Queen

  • A programme taken on by Property for and involving the wider organisation, especially Transformation and People & Capability


Programme management case study auckland council cbd consolidation

Programme Management Case Study: Auckland Council CBD Consolidation

  • Workplace strategy

  • Project strategy

  • Project planning

  • Management & delivery

  • Communications & engagement

  • Culture

  • Lessons learned

  • Whereare we now?


Workplace strategy

Workplace Strategy

  • Sort out the spaghetti

  • Realise the business case

  • Improve efficiency and performance

  • Engage & satisfy


Project strategy

Project Strategy

  • Time: once lost, never recovered. Deliver within book-ended timeframe with penalties for failure

  • Procurement

  • Ritual governance

    • Formal

    • Informal

  • Risk & mitigation

  • Open your eyes

  • Money

Biggest Risk


Project strategy1

Project Strategy

  • Team, organisation


Project strategy2

Project Strategy

  • Sustainability

    Leverage the idealists

  • H&S

  • Culture

    Accountability, timeliness, openness, no-blame, solutions focussed, perform or be dropped


Project planning

Project Planning

  • Start simple, build, maintain and sweat the detail


Project planning1

Project Planning

  • Estimate, validate

  • Importance of Plan B

  • Cope with change

  • 3rd parties

  • Blind spots


Management delivery

Management & Delivery

  • Sponsor(s), wide constituency

  • Tight 5

  • Urgency, accountability

  • All about the money

  • Rocks

  • Fatigue, commitment, perseverance

  • The H&S monster

  • Vital ordeal of Steering Groups


Communication engagement

Communication & Engagement

Now

Keep the Faith

Broad Involvement

Generosity

Crew


Culture

Culture

  • If you don’t understand it, no-one will

  • Collaboration & trust

  • Face and talk time, e-mail

  • Blame

  • Passion

  • Celebrate

  • Feedback

  • Fix it fast


Lessons learned

Lessons Learned

  • Workplace strategy timeline

  • Extent of change, increased scope

  • Value of ICT strategy

  • Brand integration

  • AV


Lessons learned1

Lessons Learned

  • Refurbishment risk

  • Regional demand


Where are we now

Where are we now?

Will finish 15 December

All objectives in hand

H&S performance incredible

Unified culture

Staff value workplace


Where are we now1

Where are we now?

  • Outperformance

    • Workplace mobility

    • Greenstar 5, NABERS

    • Experience Centre

    • Bledisloe House +11,000sqm

    • Bledisloe Lane

    • Elected Representatives, Mayor & ELT co-located

    • Takapuna subleased


A few things that really matter

A few things that really matter

Fear

Courage

Leadership

Nettles

Work & sweat the detail

Flexibility to cope with change

Plan, know the plan & work it until it’s finished

Delegate

Rely on others to do their jobs

Celebrate


Take home messages

Take Home Messages

  • PLOC

  • Ritual governance

    • Formal

    • Informal

    • Tight 5

    • Open your eyes

    • Engage sound people

    • Plan, Plan, Plan. Work the plan hard in all its detail

    • ALWAYS have a Plan B


The team

The Team

  • Structures

    • Holmes Consulting Group

  • Building Services

    • Norman Disney & Young

  • Information Services

    • Auckland Council

  • Quantity Surveying

    • Davis Langdon

  • Façade Engineering

    • Mott MacDonald

  • Construction

    • Fletcher Interiors

  • Furniture, Relocations

    • Auckland Council Corporate Accommodation

  • Sponsors

    • Auckland Council Property Department, City Transformation Projects

  • Property Acquisition

    • Auckland Council Properties Limited

    • Wareham + Cameron & Co

  • Programme Management, Project Management

    • Pragmatix

  • Workplace Strategy

    • Work Place Logic

  • Architecture & Interior Design

    • Creative Spaces


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