A Team-based Approach to Continuous Improvement in Program, Project and Portfolio Management The U. S. Government’s Global Threat Reduction Initiative by Russell D. Archibald, David L. Pells, Wayne Abba, Miles Shepherd, and Marc Zocher

1. A Team-based Approach to
Continuous Improvement in Program,
Project and Portfolio Management
The U. S. Government’s Global
Threat Reduction Initiative
Russell D. Archibald, David L. Pells, Wayne Abba, Miles
Shepherd and Marc Zocher
27th IPMA World Congress
Dubrovnik, Croatia
October 2013

2. 27th IPMA World Congress – Dubrovnik, Croatia
The Global Threat Reduction Initiative
(GTRI)
• Global mission to protect society from
terrorist use of nuclear or radiological
materials:
– from non-military sources
– in an improvised nuclear device or bomb (IND) or
radiological dispersal devices (RDD)- “dirty bomb”
• 1,000 projects in over 70+ countries
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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3. 27th IPMA World Congress – Dubrovnik, Croatia
National Nuclear Security Administration
(NNSA)
• Responsible for management and security of
the USA’s
– Nuclear Weapons
– Nuclear non-proliferation, including GTRI
– Naval reactor program.
• 11 National Laboratories and agencies
operated by private contractor firms
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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Global Threat Reduction Initiative
- Three Primary Programs (portfolios of projects)
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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5. 27th IPMA World Congress – Dubrovnik, Croatia
Accomplishments through 2012
• Converted or shutdown 85 HEU fueled research reactors;
removed 3,500 kilograms of HEU and plutonium – enough
for more than 135 nuclear bombs
• Removed/stored 775 bombs’ worth of HEU and plutonium
at the BN-350 reactor in Kazakhstan
• Protected over 1,500 radiological buildings around the
world containing millions of curies – enough for thousands
of dirty bombs
• Recovered over 31,000 disused radiological sources in the
United States containing more than 1 million curies.
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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Save the Planet Urgency
President Obama’s
2009 pledge in Prague
& in 2010 to secure the
highest at-risk nuclear
materials within 4 years
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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GTRI Management Challenges
• Truly effective program/project management
• Single, integrated program management
information system
• Integrating many information systems and data
used within government and private
organizations
• Satisfying financial controls of Executive Branch,
Congress and Foreign Governments
• Accelerating accomplishment at reduced cost
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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The GTRI G2 Information System
• Developed rapidly in 2007 using Agile
methods
• G2 Project Team from GTRI HQ, various
Laboratories, and private contractor
• G2 Project was the first government project to
receive the PMI Distinguished Project Award
for 2010
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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9. Global Threat Reduction Initiative
Technical Evaluation Team
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Evolution of the GTRI Governance and
Management Methodologies
• GTRI Headquarters has 3 Office Directors, 40 people:
– North and South America plus Protect globally
– Europe and Africa plus Convert globally
– Former Soviet Union/FSU and Asia plus Remove globally
• Office Directors handle diplomatic agreements and
coordinate portfolios
• Regional and country managers coordinate programs and
projects within assigned areas
• Field operations are directed and supervised by specific
National Laboratories and work is performed by local
contractors
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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11. Global Threat Reduction Initiative
Technical Evaluation Team
NNSA/GTRI Headquarters (May 2013)
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Evolution of GTRI Project, Program &
Portfolio Management
2007-10: Formation of Technical Evaluation Team (TET)-Periodic
evaluation sessions with HQ, 3 Labs, and 5 industry experts in
Washington DC. Release of the G2 info system.
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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GTRI Strategic Plan
• Describes GTRI Mission, Goals,
Structure and Expected
Outcomes – in 32 pages
• Outlines fundamental strategies
for achieving goals in compliance
with policies and directives of
NNSA, Dept. of Energy, and all
appropriate laws
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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GTRI Program Management Plan
• Describes GTRI management organization,
roles, requirements and policies
• Provides top down P/PM framework for
participating labs
• Used for both management & communication
Individual Labs prepared their own PMPs aligned
with GTRI top-level PMP
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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Organizational Complexities increase
Challenges
DOE/NNSA programs/portfolios - National Lab projects
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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2010-13: GTRI Project Management
Improvement Team (PMIT)
• 20 members: 4 HQ, 11 NNSA Labs and Sites, 5
industry experts
• Formal Charter: Goal, Process, Tools, Conduct
• Quarterly 2 day meetings at field sites
• Identify and prioritize challenges and issues
• Assign actions to resolve
• Identify and share good practices
• Learn from host organizations: case studies
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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PMIT Goal
• Create a forum to network across labs and
HQ, and between government and private
industry, to share successful practices to
further improve GTRI project management
and business processes.
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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18. 27th IPMA World Congress – Dubrovnik, Croatia
Five Independent Project Management
Experts
• Varied backgrounds: industrial, governmental,
international, nuclear, professional associations
and standards
• Globally recognized authorities in the
project/program/portfolio management field
• Trusted team members (TET experience)
• Authors of this paper
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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PMIT Accomplishments
•
•
•
•
•
•
Engaged key stakeholders.
Improved communications and teamwork.
Identified and implemented process improvements.
Shared good practices and lessons learned.
Identified on-going issues and needs.
Raised the profile of GTRI and project/program/portfolio
management.
• Stimulated improvements and more project management
maturity within the national laboratories.
• The PMIT is now recognized as a best practice
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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These results were achieved through:
• Implementation of leading edge project, program, and
portfolio concepts;
• More comprehensive project planning and control
processes;
• Improved identification and management of risks and
opportunities;
• More attention to project management education,
communications and team building;
• More rapid organizational project management maturity;
and
• A more confident GTRI management team.
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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Improved Stakeholder Satisfaction
The resulting accountability and visibility
has gained further support for GTRI
with the U. S. Congress
and the Obama Administration
Budget increased
from $97 million in FY2006
to $466 million in FY2013
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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Dramatically improved HQ – Lab
relations & productivity
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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Benefits to the Global Public and GTRI
• Reduced program risks
• More comprehensive program and project planning;
• P/PM aligned and consistent with globally
recognized project management standards and best
practices; and
• Additional assurance that the conversion, removal,
and protection projects are planned, managed and
completed on time, within the budgets, and
according to the high quality demanded
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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24. 27th IPMA World Congress – Dubrovnik, Croatia
Conclusions
• The GTRI PMIT has proven to be a productive
approach to assure continuous improvement in
the management processes used on this large
and complex initiative.
• This team approach might be highly effective for
similar large, complex government-industry
endeavours, including the use of independent
experts as a part of the improvement team.
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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25. 27th IPMA World Congress – Dubrovnik, Croatia
Useful Links
• NNSA
– http://nnsa.energy.gov/
• GTRI Fact Sheet
– http://www.nnsa.energy.gov/aboutus/ourprogram
s/nonproliferation/programoffices/officeglobalthre
atreduction
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
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26. 27th IPMA World Congress – Dubrovnik, Croatia
Thank you!
• David Pells – editor@pmworldjournal.net
• Miles Shepherd - miles.shepherd@msp-ltd.co.uk
GTRI Program, Project & Portfolio Management
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