Setting up a project framework phase 1 june 20162

The Project Framework
Presented by PM Squared
Business
Focused
User
Friendly
Best
Practice

The information provided in this presentation will
allow you to have a high level view on how to put
into focus the building blocks to implement your
project framework. The presentation has been
designed that each slide can be adjusted to fit your
own particular requirement. The sections of the
presentation have been divided into
At the end of the presentation is some reference
information that adds to the content within this
presentation.
• Overview
• Pre-project
• The Business Focus
• The Project Team
• The Project Manager
• Project Maturity Index
• The Gap Analysis
• The Project Model
• Getting Started
• Project Delivery
• The Kick Off Meeting
• Project Initiation
• Project Planning
• Project Execution
• Project Close Out
• Evaluation
• Continuous Improvement
• Summing Up
• Reference Info
• Prince2 Model
• PMBok Knowledge Areas
• SDLC Model
• Project Management in the cloud
• ISO 9001 quality model
Cliona O’Hanrahan
Project Manager
Pre-Project Project Delivery Evaluation

Business Led
Project Management
Change and Transformation Drivers
Technology
Market
Trends
Organisational
Performance
Product
Revenue
Organisational
Behaviour
Values
Management
Style
Focused Decisive
Forward
Thinking
Project Framework - Overview
Although the fundamentals of business have
remained unchanged, the pace of change and the
resultant level of competition at industry level most
certainly has. The key driver underpinning this
acceleration is of course the advancement of
Information and Communication Technologies (ICT).
It is what connects us to individuals, to industries,
to each other, to everything.
More than ever today businesses need to adapt to
a market that is aggressive and fast moving. Project
management will help business bring in the
technical change and transformation needed to
succeed.

Maintaining costs
Improving sales
Staff
development
Improving
product delivery
Aligning strategy
to market treads
Meeting The Challenge
The introduction of a project management framework
will provide a structured and managed approach for
projects within your company.
A project framework can and should be setup to suit
your own particular organisation without complexity or
intensive documentation and governance. At the same
time the framework must bring a level of best practice
that will flow across all project delivery within your
company.
With the right framework in place it will allow projects
of all sizes and priority to be planned effectively. This
ensures that at all times the cost of the project is
managed while delivering quality and the right level of
performance and control across project management.
Project Framework - Overview

What problem are we
trying to solve
How can we address the
problem and the viable
options
What are the risks
What business value is
generated from each
option
Business Case
Project Framework – The Business Focus
To establish the strategy to improve project delivery
and how it aligns with the overall business vision for
the company.
Strategic alignment is a two-way process. Overall business
strategy informs project planning and in turn, project success
impacts enterprise success. Strategic alignment of a project takes
into account strategic focus, operational efficiency and team
leadership. Aligning portfolios and projects with corporate
strategies and goals is the only way to ensure that the right
projects are being focused on. The alternative is wasting time on
the wrong areas, which will disconnect you and your business
from what you want to achieve.
Benefits
• Projects serve the company’s mission
• Projects add value
• Control of projects through defining objectives before starting
projects
The consolidation of the strategy and project objectives are
recorded in a business case which will be the baseline and
benchmark for projects from project initiation until
implementation
• The Strategic Triangle
• The Business Case
Key
Deliverables
Strategy
Operations
Portfolio
Programmes
Projects
Strategic Challenge

Team
Organogram
Role Role Role
Putting in a project charter and having
everyone sign and agree is a great way
to bring a sense of commitment for
what the project is trying to achieve.
Project Framework – The Project Team
To ensure that the assigned project team has the
skilled resources required for developing and
implementing the project framework
Having the right team in place is a sure fire way to ensure that
rolling out the project framework will have a greater chance of
being successful.
Outlining a project resource management plan will clearly define
what the roles are for the project to be able to source the correct
skills to fill those roles.
This could be either done internally or via an approved supplier.
At the same time it is also key to ensure that the resources being
assigned to the project fit in with the culture of the organisation
so it does become a balancing act.
Providing the correct level of management support will also play
an important part and if this is done correctly this will ensure a
successful project and a happy team.
• The Project Organogram
• Roles and Responsibilities Matrix
• Resource Management Plan
Resource Management Plan
Key
Deliverables

Project Managers
are the most
creative Pros in the
world; we have to
figure out
everything that
could go wrong
before it does
Fredrik Härén
Professional Speaker
Project Framework – The Project Manager
To bring on board a project manager that will work
with the business team to plan, control and deliver
the agreed project framework.
There are many descriptions for the role of the project manager
however fundamentally the project manager does have the
overall responsibility for the successful initiation, planning,
design, execution, monitoring, controlling and closure of a
project. The project manager is also the glue that holds
everything together with a primary focus on
• A natural ability to manage and motivate the project team at
all levels
• The business objectives, goals and return on investment
targets.
• The right amount of process and governance to drive the
project to a successful conclusion.
The project manager is very dependent on the full support of
the project sponsor so it is important that this relationship is
clearly defined and agreed and a consolidated job description
documented and approved.
Leading
Organising
Motivating
Supporting
Knowledge guru
Stakeholder expert
Makes great coffee
Key Skills
• The Job DescriptionKey
Deliverables

Level
1
Sporadic use of PM. Formal documentation
and the knowledge of the standards of PM
are lacking.
Level
2
A formally approved PM has been launched.
Basic processes followed in a limited manner,
not standardised across all projects
Level
3
A PM methodology is developed approved
and used. Project participants are informed
about PM standards. Most projects are
implemented using these standards.
Level
4
An integrated project life cycle methodology
is used. Application of the standard set is
monitored and fixed for all projects. Projects
support the strategic plan
Level
5
Knowledge management and transfer
processes are standardised and followed.
Processes are in place to improve project
performance. Management focuses on
continuous improvement
Identified Problem/Issue
Action to resolve
Responsible
Timeline
Key Performance Metrics
Project Framework – Project Maturity Index
To clearly establish how effective the current project
management delivery, best practice and governance
measures against the company’s strategic targets.
The Project Maturity Index will assist the company to clearly
identify at what level their project management process is, how
they are currently managing projects and what needs to be
improved.
The inputs to the project maturity index should be identified via
a questionnaire that is sent out to the company’s staff that are
involved in day to day project management activities.
This should be followed up by an analysis of the findings to
provide a report to the stakeholders showing what areas need
improving across project delivery.
• Project Maturity Index
• Project Maturity questionnaire
• Management Report
Questionnaire
Name L1 L2 L3 L4 L5
Identifying the Maturity Level
Key
Deliverables

Current Situation
Problem Areas
SWOT Analysis
Recommendations
Project Framework – The Gap Analysis
To allow the work streams to identify the gaps within
their project delivery and provide recommendations.
The gap analysis will follow on the findings and analysis of the
project maturity index allowing the identified staff members the
opportunity to compare the current situation with the future
state that is required to bring in a project framework.
Brainstorming work sessions should be setup which can provide
a mind map showing the current and desired states for project
delivery.
A great way for your team to report back is to present their
findings to the company and stakeholders allowing for the right
information and recommendations being communicated to the
business team as inputs into establishing the project model as
the basis for the project framework.
• Gap Analysis Mindmap
• Presentation to the business
team
Mindmap
Key
Deliverables

Project Framework – The Project Model
To clarify the agreed project management processes
and the software delivery process and will be a direct
feed into the project framework.
Before consolidating the project framework there should be a
firm understanding and agreement of what project management
and software delivery methodologies will be rolled out as part of
the project model. Today there are two main bodies of project
management practices:
• Prince 2 (Association of Project Management
• PMBok (Project Management Institute
Software development normally falls under the process referred
to as the SDLC (Software Delivery Lifecycle) and this can either be
a Waterfall or Agile Approach but each phase of the SDLC should
be incorporated into your project model
• Project ModelKey
Deliverables
Waterfall
Agile
Rapid
Spiral
Prototypes

Strategy agreed
Business case approved
Analysis completed
Timeline agreed
Team in place
Stakeholder committed to
project
Funding in place and agreed
Governance agreed
Project Model agreed
Checkpoint
Project Framework – Getting Started
To ensure that all of the relevant analysis and
preparation has been completed to begin to move
into the project framework implementation phase.
This is where all the nuts and bolts come together. At this stage
a final checkpoint will need to be performed to ensure that the
analysis and recommendations are complete.
At this stage it is important to ensure that the business case has
been updated with the final recommendations and updates and
has been version controlled to be used as a baseline going
forward specifically outlining the duration of the project.
The process from hereon in will follow a normal project
implementation process. The recommended timeframe to
deliver this phase of the project should be between 60 – 80
working days.
• Updated business caseKey
Deliverables

• Send out the date and venue for the
meeting
• Send out the agenda and finalise
• Identify the delegates and stakeholders
for the meeting
• Confirm the equipment to be used for
the meeting
• Setup video and tele conferencing
• Finalise the kick off presentation
• Appoint a resource to take minutes
• Have refreshments on hand
A well-planned kick-off
meeting sets the tone for a
successful project
Project Framework – The Kick-off Meeting
To position and gain commitment from the project
team, project stakeholders and business for the
rollout of the project framework.
The kick-off meeting is a great forum to ensure that everyone is
on the same page for how the project is to be managed and
delivered. This is the first time that the team and stakeholders
will meet and the outcome of the meeting will:
• Publicly state the beginning of the project
• Outline the project goals as well as the individual roles and
responsibilities of team members
• Clarify the expectations of all parties
• Create a commitment by all those who influence the
project’s outcome.
The Kick-off presentation should provide enough detail to give a
high level view of the project and what the final goal is.
It is important to minute the outcome of the kick off meeting
and ensure that there is full agreement on the actions noted.
• The Kick-off presentation
• The Kick-off minutes
Key
Deliverables

Project Framework – Project initiation
Project Initiation is the beginning of the project framework
deliverable. In this phase, decisions will be made concerning
who is to carry out the project, which party (or parties) will be
involved and whether the project has an adequate base of
support among those who are involved. Setting up the project
initiation document and overview session with the team and
stakeholders will provide a full view on what the project is trying
to achieve and ensure that there is commitment at every level to
allow the project to meet the approved objectives.
The project framework project will need to be registered to
allow the project budget to be allocated and kicked off and
documentation agreed to setup the project folder structure.
Project Initiation
• Finalise and obtain approval for the project
initiation document.
• Prepare the project overview presentation
• Present to the business and project team
• Minute outcomes and note actions
• Register the project with either the PMO (if
relevant) or financial management
• Get sign off on the project budget and
baseline
• Setup project governance and folder structure
• Move the project into a Go status.
• Project Initiation Document
• Project Overview Presentation
• Project Registration
• Project Budget
• Project Folder Structure
Primary Responsibility:
Project Manager
Supported by:
• Project Sponsor
• Business Team
• Project Leads
• PMO/OpsEstimated duration
10 working days
Project Initiation will define the objectives, scope,
purpose and deliverables to be produced and ensure
the project initiation document is approved by the
project sponsor and stakeholders.
Key
Deliverables

Project Framework – Project Planning
Project Planning is one of the most important phases in the
project life cycle and this needs to be carried out to ensure that
everything that is required to complete the project is
documented approved and understood by the full project team.
This is also where the project manager will look at both Prince2
and PMBok processes to include what is believed to be the
correct level of governance and best practice that meets the
complexity of the project.
In line with the baselined project plan agreement on the overall
resource management, communication and quality criteria will
have to be agreed across the team.
The balance of the governance around the project will align to
the complexity of the project and will need to be agreed with
the stakeholder and team although the project manager will
have the final approval for all documentation for the project.
Project Planning
• Finalise the business case
• Finalise and baseline the project plan
• Finalise all agreed documentation
• Finalise any supplier contracts and deliverables
this could also include project staff.
• Finalise the project organogram and roles and
responsibilities
• Move all agreed templates into the project
folder
Project Manager
Supported by:
• Business Analyst
• Project Leads
• Operations
Estimated duration
10 working days
Project Planning will provide the agreed project
milestones and ensure that the correct governance is
in place to manage the end to end project lifecycle in
line with the finalised project model.
• The Project Plan (MS Project)
• The updated business case
• The Project Organogram
• Supplier Contracts
Key
Deliverables

Project Framework – Project Execution
The Project Execution Phase is the third phase in the project
life cycle where the physical project deliverables are designed
and developed and presented for approval and signoff.
The Project Execution Phase is usually the longest phase in the
project life cycle and it typically consumes the most energy and
the most resources.
Controls are established to manage time, cost, quality, change,
risks and issues which are reported back at the correct status
forums and updated into the agreed project workbook.
Today there are a number of project management cloud based
solutions which provide a seamless integrated approach to
having the ability to instantly provide information and track
progress. It is important to note that this supplements the
project life cycle - the other phases will still be carried out as
specified within the agreed project model.
Project Execution
• Track and manage the baseline project plan
• Control change requests and exceptions
• Report back at agreed status meetings
• Track and control issues and risks and update
the RAID log
• Monitor the budget
• Hold regular stakeholder meetings
• Update all documentation as required
• Setup RAG status at milestone level
• Setup the project workbook.
• Update the business case when relevant
• Updated Project Plan
• Updated Business Case
• Status Meetings
• Status Reports
• RAID Log
• Project Workbook
Project Execution will result in providing the agreed
deliverables to meet the timeline , cost, scope and
quality criteria and providing work performance
information to the project team and stakeholders
Project Manager
Supported by:
• Business
• Project Leads
• SupplierEstimated duration
25 working days
Key
Deliverables

Project Framework – Project Close Out
Project Close Out takes place once the full project plan
outlining all of the activities has been successfully completed
and shows a 100% status.
A project framework implementation plan will be finalised to
provide how future projects will be setup and managed. This can
be handed over to the PMO or Project Sponsor to make the
decisions on how projects will be managed going forward.
During this phase the project manager should proceed to
finalising all administrative procedures and releasing both the
internal and external resources. It is also beneficial to update
the lessons learnt log that can be used as a benchmark going
forward.
A project close out report will need to be compiled and handed
over to the project sponsor or other allocated representatives .
Project Close Out
• Finalise implementation plan
• Ensure that all project tasks and activities have a
100% completion status
• Do close out report for the project sponsor and
nominated stakeholders
• Hold final review session with project team
• Update lessons learnt log and store to project
folder
• Close out all documentation and store
• Finalise financials and supplier contracts
• Release resources
• Provide close out report
• Final project plan
• Implementation plan
• Lessons Learnt log
• Close Out Report
Project Manager
Supported by:
• Project Sponsor
• Business
• Project Leads
• Operations
Estimated duration
10 working days
Project Close Out will provide the final status and
lessons learnt for the project and allow the project
management to close out all of the activities.
Key
Deliverables

Project Framework – Post Project Evaluation
Once the project goes live and the training of the staff has
been completed it is important to continue to monitor the
overall success of the project framework that has been
implemented into your business. This will introduce a
cycle of being proactive in continuously improving the
project framework and at the same time allowing the
project team to provide valuable inputs of how the
framework can be improved to provide maximum benefit.
As companies focus on quality and continuous
improvement as a key driver for all projects being
implemented the results will speak for themselves as this
will lead to operating efficiency and projects providing
value and a constant return on investment and repeated
overall performance.
As the company continues to engage in process
improvement for the project framework this will result in
customer engagement and satisfaction in both the product
and services that are been offering to the market.
The end result will be a continuous improvement of the
company’s performance in a competitive and fast moving
market.
Post Project Evaluation
Name of project
Date of Evaluation
Conducted by
Project Evaluation Metrics Topic Topic Topic
Overall impact of the project
Project goals and objectives
achieved results
Areas for improvement
Quality
Commitment
Strategy
Process
Performance
Continuous Performance Circle of Excellence
Assess
Plan
Implement
Evaluate

Project Framework - Summary
The benefits of introducing a Project Framework for your
company will prove themselves over and over again as it
will provide the processes, guidelines and techniques to
manage both the people and the work and ultimately
provides value to the organisation the projects to be
deployed and the project team. In project management we
refer to the framework as the project management palette
as it helps the project manager and team apply the right
skills to meet each project no matter how large or small or
how simple or complex
In the end the project framework provides the basis for
projects to be a successful endeavour and allow the
company to move ahead and meet all agreed targets. It is
the cornerstone for effective project management and
should always be the cornerstone for project delivery and
management.
The Project Framework
• Is an easy and pragmatic approach to align
and prioritise all projects across your
organisation
• Ensures that the right skills and resources
are available at the right time
• Provides the correct detail to source and
manage suppliers that deliver a service
• Implements the right project methodology
allowing the project manager to blend it to
meet your product deliverables
• Minimises cost and risk through vigorous
control
• Guides when looking at new technology and
software to manage projects in the cloud.
Summing Up

REFERENCE AND INFORMATION
 Prince2 Process Model
 PMBok Process Model
 Software Delivery Governance and Control
 Cloud Based Solutions

Benefits
• Proven best practice and
governance
• Project viability / Business
Case Focus
• Can be applied to any type
of project
• Product and quality focus
and
• Controlled work levels
Project Framework – Reference Information

Benefits
• Internally recognised
• Global standards
• Incorporates supplier and
subcontractor management
• Offers a structured approach
• Provides a project
framework
• PMP certification globally
recognised
• Controlled work levels

Analyse
• Analyse Requirements
• Compile System Requirements Specifications
• Finalise all test scenarios and test plans
Design
• Compile Functional Solutions
• Acquire Solution Integration and Data Migration Inputs
• Compile Technical Solution
• Design Testing Specifications
Build
• Develop System
• Perform Unit Testing
• Prepare for testing and Release
• Conduct System Walkthrough
Test
• Conduct QA
• Resolve Defects
• Release for UAT
• Conduct UAT
• Resolve defects
Deploy
• Implement to production environment
• Prepare for production handover support
• Handover to production and operations support
Keep in
Mind
The SDLC methodology must be tailored to both the size and risk of the project
to ensure that it produces a quality product. This process can be adapted to
either a Waterfall or Agile approach. Each phase must have a formal release to
ensure all identified tasks have been finalised and approved
Aligns to
Iterative
Agile
Waterfall
Scrum

PROJECT MANAGEMENT IN THE CLOUD - SAAS
Enterprise applications are moving into cloud technology and this includes certain aspects of project
management. Cloud technology for project management applications allow for seamless
communication and the ability to track resources and tasks allowing for the ability to track information
at any time and wherever the project manager and project team is Companies are investing in cloud
project management applications because they realize that employees can be more productive and
get more work done when they can access work information wherever they are.
Collaboration
Communication
Time sheet
management
Task Tracking
Reporting
Real Time Monitoring
Issue management

ISO 9001 Quality Management System standard.
ISO 9001 is for all organisations both large or small and covers all UK sectors, including charities and the voluntary sector.
ISO 9001 is also a proven business winner with most certified organisations pointing to qualifying for more tenders and
winning more orders both domestically and internationally.

Setting up a project framework phase 1 june 20162

Setting up a project framework phase 1 june 20162

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Setting up a project framework phase 1 june 20162