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Are we Ready for a PPM Tool. Presentation to Project Challenge Jay Chaudhuri. Current Market position. Mainstream suppliers with PMO practice Suppliers specialising in PMO services. My Experience Context for Today.

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are we ready for a ppm tool

Are we Ready for a PPM Tool

Presentation to Project Challenge

Jay Chaudhuri

current market position
Current Market position

Mainstream suppliers with PMO practice

Suppliers specialising in PMO services

my experience context for today
My Experience Context for Today
  • As a Programme Director of a large scale Transformation Programme where I needed to use a tool to manage the portfolio of programmes and had to introduce PMO discipline across the enterprise
  • As Head of Systems and Processes I needed a tool for managing my portfolio of programmes
we took a very standard approach
We took a very standard approach
  • Identifying requirements
  • Choosing a tool
  • Selecting a supplier to support us in implementation
  • Fixed price contract
  • Pilot first
  • Incremental rollout
we took a very standard approach1
Identifying requirements

Choosing a tool

Selecting a supplier to support us in implementation

Fixed price contract

Pilot first

Incremental rollout

Was the level adequate to highlight the fundamental issues?

Many others could have satisfied the requirements

It is crucial that they are supportive but are competent to question you on your approach

Can your organisation handle this?

Targeted to highlight the complexities

Only when you know the answers to the fundamental issues

We took a very standard approach
problems i encountered
Problems I Encountered
  • Increased complexities and effort during transition
  • Decision on customisation or not
  • Unsupportive supplier
  • Company politics, indiscipline vs good practice
  • Interfaces to existing systems eg. timesheets, finance systems
increased complexities and effort during transition
Increased complexities and effort during transition
  • The administrative work outsourced and even off-shored where possible
  • Getting the complete PMO service from the supplier is highly recommended
  • Keep the PMs focussed on projects and real issues and not hindered by the transition
decision on customisation or not
Decision on customisation or not
  • Keep customisation to the minimum
  • Question suppliers who are ready to customise
  • Let the organisation understand that customisation is not the default position
  • Do not sign-off specification if customisation is being recommended
unsupportive supplier
Unsupportive Supplier
  • Replaced supplier who was keen to customise and worked only to fulfil contractual agreement
  • Found small niche consultancy to be more proactive, open with their advice and managed the interface with the supplier of the product
  • A supportive supplier acknowledged the organisational issues and were flexible
company politics indiscipline vs good practice
Company politics, indiscipline vs Good Practice
  • Major hindrance to the project
  • In hindsight, would not have started this with other critical transformation programmes
  • Sort politics and establish governance before setting up a contract
  • Agree on processes and agree to adopt industry best practices before tool implementation
  • Manage expectations that there will be key changes to handle
  • Set sponsorship at the right level
  • Get buy in from stakeholders
interfaces to existing systems eg timesheets finance systems
Interfaces to existing systems eg. timesheets, finance systems
  • These have to be done
  • May create additional work, double entry, etc
  • Be mindful that the chosen approach does not turn users against the tool
  • Hired extra resources so as not to deflect the PMs from their focus areas
summary
Summary
  • Establishing processes and the data at the right level is key to success
  • Understand which components need to be fixed before you start your implementation, else changes can cause havoc
  • Transition is not necessarily smooth
  • Project Management cost can be reduced by 37%, project failure rate cut by 59%
  • Make sure that your organisation is matured enough to adopt a tool
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