18 June 2015
Performance and Resources Board
4
To consider
Project Management Methodology
Issue
1 An update on progress with the implementation of an organisation-wide project management methodology and procurement of a supporting software solution.
Recommendations 2 The Board is asked to:
a Agree the phased approach to define and implement a standard project management methodology.
b Agree the revised timeline to enable the project methodology and software solution to be implemented simultaneously as one project.
Project Management Methodology
Issue
3 An update on progress with the implementation of an organisation-wide project management methodology and procurement of a supporting software solution.
Background
4 At its meeting on 20 January 2015, the Board approved a proposal to implement an organisation-wide project management methodology and noted that consideration would be given to procuring a software solution to support the methodology if it would add sufficient value to the approach.
5 Following subsequent planning workshops interested parties decided that a software solution would be the most efficient means of implementing an organisation-wide project management methodology, and consequently a procurement process was initiated.
Project Team
6 The tender process to procure a project and portfolio management (PPM) software system is now complete. The contract to supply, install and configure the PPM system and to provide initial training to use the system has been awarded to Planview.
7 The definition and implementation of an organisation-wide project management methodology will inform the PPM solution configuration requirements during the implementation phase.
8 The project delivery team is at Annex A. Dan Donaghy, Assistant Director Office of the Chair and Chief Executive is the Project Sponsor, John McDermott, Head of Corporate Business Planning is the Senior User and Rachel Mooney, Head of Information Systems (IS) Strategy and Projects is the Senior Supplier.
9 The Corporate Business Planning team will develop and own the methodology and the organisation-wide use of the PPM system and IS will deliver the project ensuring that the PPM system is configured to the requirements of the methodology.
10 John McDermott, Head of Corporate Business Planning will establish a central Project Management Office (PMO) function that will provide assurance and governance of adherence to the new project management methodology across the organisation.
Approach
a Phase 1 – Demand Management (September 2015)
i The PPM system will be used to log and apply agreed thresholds for Assistant Director endorsed projects to suggest a route for approval and review, either through a Project Sub-Group (not yet defined) or through the Senior
Management Team (SMT).
ii We propose that the PPM system will provide an indicative prioritisation of projects as part of the business planning process that SMT can use to help inform decisions to develop the 2016 Business Plan. Planview has specific functionality to enable this prioritisation.
iii Existing offline processes will be used to gather information regarding pieces of work for the 2016 Business Plan. Information required will include criteria for agreed thresholds to be applied using the PPM system so these can be more easily integrated into the system at a later date.
iv The PPM system will enable users to complete key mandatory project
activities and documents on the system for all projects approved, including a Project Initiation Document (PID), Project Risk Log and Project Issues Log. v There will be no requirement to use the project management
methodology/PPM system for projects that do not meet the agreed thresholds, in such instances use will be at users’ discretion. Corporate
Business Managers will be on hand to advise and support through this process as well as the corporate PMO function.
b Phase 2 – Light Project Management (January 2016)
i The project methodology will be used in earnest from this point. Project management tools will be stored offline in a central repository in addition to being used as the basis for PPM system configuration.
ii The PPM system will provide real time reports and dashboards including progress reports, reports by project status, and reports by team or directorate. These will be available to Assistant Directors and Directors through advanced functionality which can be integrated with Outlook if required.
iii Again, there will be no requirement to use the project management methodology/PPM system for projects that do not meet the agreed
thresholds, and users will benefit from ad hoc advice/support /tools from the central PMO regardless.
i Develop the project methodology and PPM system as/when required and as the maturity of project management within the organisation increases, potentially January 2017. This will be assessed with directorates through Corporate Business Managers/the central PMO.
Enablers
12 The PMO function will work closely with the Learning and Development team to implement a training programme for project managers across the organisation to ensure a standard approach to project management as defined by the project methodology.
13 We will work closely with Strategy and Communication to develop a project communication strategy including messages disseminated through directorate consultation leads, workshops and Frequently Asked Questions.
Supporting information
How this issue relates to the corporate strategy and business plan
15 This work will support the achievement of strategic aim five in the Corporate Strategy to work better together to improve our overall effectiveness, our responsiveness and the delivery of our regulatory functions. It will also enable the successful delivery of projects that we deliver in support of all our strategic aims set out in the Corporate Strategy.
If you have any questions about this paper please contact: John McDermott, Head of Corporate Business Planning, [email protected],
4 – Project Management Methodology
Annex A
Project Organisation Structure
Project Organisation Structure
Project Sponsor (Dan Donaghy)
Senior Supplier (Rachel Mooney)
Project Manager - PPM System Lead (Regina Lawton) Procurement Manager (Chris Park) Technical Lead (Matt West)
Supplier Consultant Lead Supplier Project Manager
& delivery team (TBC)
IS Operations (IS Helpdesk & IInfra Ops) Planview Business Administrator
(Patricia Milopoulos - OCCE)
Business Analyst- PM Methodology Lead
(Nicole Pellow)
Registration and Revalidation consultation lead (Nico Kirkpatrick)
Fitness to Practice consultation lead
(Lyndy Geddes)
Education and Standards consultation lead
(Jane Cannon)
Strategy & Communications consultations lead
(Peter Markham)
Resources and Quality Assurance consultation leads (Sunil Kapur - R&QA)
(Regina Lawton - IS) (Derrick Griffiths - HR)
OCCE consultation lead (Satinder Kaur)
MPTS Consultation lead (Umair Badat)
PM Methodology Training (Kerry Gallagher)
OCCE Governance Lead (John McDermott)
Communications Lead (Kate Fielding) Senior Users
(John McDermott, Lyndy Geddes, Sunil Kapur)
4 – Project Management Methodology
Annex B
Timelines
Timelines
Q1 Q2 Q3 Q4 Q1 Updates & key decisions Define the methodology Implement Systems solution to support methodology2015
2016
20/01 PRB 14/04 PRB 18/06 PRB 22/09 PRB 10/11 PRB Workshops Research Tender EvaluateImplement Phase 1 Implement Phase 2
Methodology documented
Communication / Engagement /Training
