Project/Program Management
Desired Results – A project is unique and has a clear start and end point. A program can be made up of a series of projects and extends beyond that of a project. In a well-run project/program, cost, scope and schedule are clearly understood, performance is measured, and constant improvement through process efficiency and planning is expected. If a contract is in place, both customer and contractor have clear expectations as to what is to be accomplished, when it is due and how much it will cost.
Typical Problematic Symptoms – Projects and programs can have issues due to lack of planning, organization and preparation. Typically communications can be improved and there are indications that the project is not progressing well in the form of cost overruns, missed schedules, scope creep and no established baseline and frequent equipment/system/service failure.
Independent Assessments
Desired Results – Independent assessments can be completed on-site or more economically through virtual collaboration. Assessments should illustrate overall performance and health of the project in addition to providing methods for course correction if needed.
Typical Problematic Symptoms – Lack of clear requirements, cost overruns, schedule slippage, scope creep, a chaotic work environment, lack of planning and seemingly “constantly putting out fires” rather than being proactive. No overall picture or understanding of how the project is performing.
Training
Desired Results – Training improves employee performance, provides employees with clear expectations and enables cross-training through standardization. Training should be reoccurring and clear to meet the objectives of the company.
Typical Problematic Symptoms – Lack of a well-trained workforce, lack of standardization, minimal cross-training on roles, employees do not clearly understand what is required to complete their job and a clear understanding of how their role and the entire project fits together. Often times, low employee productivity, safety issues, poor communication, and an untrained workforce are some of the symptoms.
Risk Management/Risk Mitigation
Desired Results – Typically a risk management plan and risk register are used to determine probability of occurrence and impact severity along with a mitigation plan/steps should the risk occur. Risk management allows the company to move from a reactive mode to a proactive mode of operations.
Typical Problematic Symptoms – Company is in a chaotic state, frequently addressing issues as they arise with little time for planning. When a risk arises, mitigation steps have not been well-thought out and may add additional risks.
Scope Management
Desired Results – When the scope of a project is clear and conveyed, both the customer and provider clearly understand expectations in the form of requirements and additional changes which impact cost, scope and schedule are minimized.
Typical Problematic Symptoms – Project scope and a clear understanding of the entire project is unclear to one or all parties. Requirements and acquisition are not solidified and appear to be continually changing. As changes occur, they are not tracked/managed so at completion it is difficult to conduct testing/acceptance of a total project. Communications are typically poor and there appears to be no clear direction towards accomplishing the goal.
Requirements Evaluation and Analysis
Desired Results – Requirements are clearly defined. Requirements are specific, measureable, attainable, repeatable and testable. A requirements traceability matrix exists. All agree on the requirements and requirements progression is smooth. Requirements can consist of functional requirements -”what is the system supposed to do” and system requirements – “how is the system supposed to do it”. Typically there are requirements reviews to ensure that all parties agree on the requirements set.
Typical Problematic Symptoms -Requirements and goals of the project are unclear, requirements are constantly changing which translates into cost overruns, schedule slippage and scope creep. The customer is unsure of what the project is going to look like and how it will perform in addition to having a clear understanding of project completion.
Governance
Desired Results – Governance follows a formal review process which includes a criteria and rating system and the project does not progress until specific life cycle phases have been accomplished and approved.
Typical Problematic Symptoms – The project proceeds throughout the life cycle without any reviews, changes become increasingly expensive and leaders have little insight into the projects performance and overall health. The quality of the product or service could be diminished.
Life Cycle Management
Desired Results – All phases of the life cycle are properly managed and approved. There are baselines established so that the company clearly understands what is owned and operated. In many cases, a progression chart or dashboard is utilized to illustrate project performance.
Typical Problematic Symptoms – Important factors or performance metrics can NOT be conveyed or illustrated, requirements have not been approved and vetted, phases of the project have not been fully documented (which minimizes competition in the future, limits other bidders and makes it difficult to maintain the system). Changes become increasingly expensive, the project is experiencing cost overruns, missed schedule milestones, and the scope of the project seems to continually change.
Asset Management/Supply Chain Management
Desired Results – There is a clear understanding of the product or service, its quality, chronology of changes, and availability. All changes are documented through a change management system and availability with performance metrics are collected and evaluated.
Typical Problematic Symptoms – Lack of available inventory, lack of preventative maintenance, frequent equipment breakdowns, lack of understanding related to hardware/software terms and conditions in addition to applicable warranty and renewal information.
Operations and Maintenance
Desired Results – The system operates with minimal unexpected/unplanned downtime and risks are kept to a minimum in order to maintain a stable project/system.
Typical Problematic Symptoms – Frequent project/system downtime, poor quality products, customer requirements are not met, project documentation is not kept up to date, outdated hardware or software exists. There is also the potential for the hardware or software to be out of compliance with licenses purchased or warranty information.
Communications Management
Desired Results – Clear, effective communications result in a clear understanding of expectations and roles for all parties involved. Effective training and efficient meetings are part of the reoccurring process.
Typical Problematic Symptoms – The work environment appears to be chaotic with one or more parties not fully understanding their specific role(s), lack of effective communications, lack of project status, lack of trust, and leaders are unclear as to the current status, progression and steps forward to accomplishing their goals. Often, quality suffers, cost increases, schedule milestones are missed, and scope of project appears to change frequently.
Marketing/Branding
Desired Results – Your company has a memorable brand which is associated with your business and success. Your company continues to attain new business opportunities because you have a targeted area, strategic marketing and marketing plan which are all well thought out and working well.
Typical Problematic Symptoms – Your company’s brand is inconsistent and unfamiliar, making it difficult to associate your function with your company. Lack of comprehensive marketing prevents new business opportunities which translate to lack of revenue for your company.
Acquisition/Contract Management
Desired Results – A clear contract or Request For Proposal should be written which explicitly conveys to both the customer and provider the specific requirements, cost, scope, schedule, performance, quality and the process for making changes to the contract.
Typical Problematic Symptoms – The contractor is unclear about their responsibility, customer expectations have not been managed properly, the customer may need to make changes to requirements after the contract is let, oversight is lacking and all/some parties are experiencing impacts to the projected cost, scope or schedule and specific schedule milestones. The project is rarely completed with high-quality, on-time and within cost.