Download Project Management Framework and Best Practices Special Interest

Project Management
Framework and Best Practices
Special Interest Group
MINUTES
DATE:
TIME:
VENUE:
Thursday 20th August 2015
9:30am – 1:30pm
CONVENOR:
Deborah Strutt and Chris Albon
CHAIR:
Deb Strutt, Darebin
MINUTES:
Lisa Blake
ATTENDEES:
APOLOGIES:
Item
Function Room, Darebin City Council, 350 High St, Preston
Chris Albon (East Gippsland Shire Council), Leah Mosel, Lisa Blake, Allan Middlemast,
Leigh Goullet, Deb Strutt, Nadia Combe, Hanna Golmakani, Amol Khapre, Indy Lingam,
Brendan Moore and Harry Singh (Darebin City Council), Mauro Covacci (Wyndham
Shire Council), Graham Davis (Yarra City Council), Rowena Frost and Susan Green (Surf
Coast Shire Council), John Gabb (Port Phillip City Council), Adam Hamoui (Hume City
Council), Casey Hearps (Mount Alexander Shire Council), David Moir (East Gippsland
Shire Council), John Moylan (South Gippsland Shire Council), Lorraine Murray (Baw Baw
Shire Council), Julia Osmolovskaya (Frankston City Council), Ruth Robles McColl
(Moreland City Council), Louise Rose (Whitehorse City Council), David Twyerould
(Nillumbik Shire Council), Kenape Faletoese (Melton City Council), Rod Cann
(Whittlesea City Council), Lucas Skelton (City of Monash), Adrian Gasperoni and Marisa
Arcuri (Rural City of Wangaratta)
Alison Breach, Sarah Marshall and Tania Matthews (Darebin City Council), Roy Furtado
(Frankston City Council), Holly Mc Bride (Wyndham City Council), Janice O’Neill
(Moonee Valley City Council), Kamal Singh (Casey City Council), Joshua Lewis
(Wangaratta Rural City Council),
Notes
Convenor Deb Strutt commenced the meeting with a welcome and
introduction.
Introduction
All attendees briefly introduced themselves.
Welcome from
Darebin
David Serpell - Introduction, welcome and noted his background in project
management. David also noted indications from Council recruitment trends
that there is an increasing desire for project management knowledge and
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Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
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more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
experience and for setting up PMOs. Also notes the benefits of forums such as
these meetings where Councils can learn from each other and share valuable
experiences.
Deb Strutt & Leah Mosel - Darebin PMO
Introduction:
At the first LGPro meeting three months ago Deb presented on setting up
Darebin’s PMO, noting set up of the PMO Champions Group as a change
vehicle. There was great interest in the use of the Champs Group as a vehicle
for communicating and modelling change. This presentation was to further
tease out this issue and to hear from some of the Champs about their
experiences – Leah who presented with Deb and some of the other Champs in
attendance at the meeting.
Presentation 1
Context:
In the short term Darebin has a two-pronged approach – the PMO is being set
up as an Enterprise PMO, whilst at the same time it is involved in identifying
quick wins and incremental change that can be started to be implemented
immediately, to have an impact on the improved delivery of this current
year’s capital works budget.
In the long term Darebin is moving to an EPMO with a standardised PRINCE2
gated project governance framework and a cloud-based software system
(such as Project Server or Daptiv) with a dashboard to apply, approve, manage
and report on capital works programs. Portfolio Management – the right
project at the right time in the right way.
Darebin has just approved a 5 year implementation budget and is about to
start the staged roll out of PRINCE2 training to all staff delivering projects of
varying types (not just capital works) and to staff in those corporate services
who come in contact with projects, such as Procurement, Risk and Finance
departments etc. Approximately 200 staff.
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LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
Presentation:
Details of Deb and Leah’s presentation will be available under the Project
Management Framework webpage on the LGPro site.
Questions and discussion:
Champion’s feedback – Noted that in Darebin’s environment team that there
have been benefits to having a champion. One example is where there are
many smaller stakeholders relevant to projects, the PMO process can
formalise the involvement of these stakeholders. Another person in the team
received a project structure and the champion was able provide advice on the
process and terminology.
Question regarding other software tools and priority. Comfort and
competency in the use of software varies, Darebin is focussing on use of Gantt
charts. Currently establishing practice models – Gantt charts for various
departments. Darebin will consider the value of rolling out other software.
Some people/computers have licences, but the PMO team also has bookable
laptops with Microsoft Project available.
Question regarding it being implied that the prior system was
open/unstructured/inconsistent. Confirmed there is no current or prior
consistency. This makes it harder to evaluate, ensure quality and report on
etc. Moving to standardised processes enables understanding and provides
degree of consistency.
Question as to whether there was any resistance from champions. All
Champions are involved very willingly and voluntarily. However many have
experienced issues and frustrations in regards to working in and across silos,
the impact on projects and various obstacles and barriers. To address this,
they are willing to identify changes and opportunities and working with Deb
and David for development.
Be part of something bigger
LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
Question regarding resistance from other staff. At the Depot there are staff
who have worked in roles for a long time, and can be resistant to new
methods and terminology. Bringing in a new culture is challenging. As the
Depot has a more basic set of requirements for project management, tailoring
this to the Depot’s needs will be discussed. To date it has primarily been
focused on the champions, there has been less of a focus on selling the
processes to other staff. It is possible to use principles and accommodate
existing systems without compromising quality using a more gradual, softer
process of introduction. To date it has been understood that it is good
practice. Some existing staff have good systems currently but they vary. There
is an opportunity to identify positive aspects of current systems, identify gaps
and adjust accordingly to increase consistency. In Strategic Planning the
benefits are recognised, but it is apparent that in some areas they work with /
have very little documentation and that it can be difficult to gain basic
minimum standards of core documentation. All projects have many
components which are worthwhile recording.
Question regarding the skills sets/training requirements for Champions.
Complimentary training is still being considered. Currently Council offers 3
levels of Microsoft Excel at the local TAFE which is considered very useful. In
house staff can help with training and training may be provided in the future
for complimentary software such as Microsoft Project and Excel. Champions
will receive advanced Microsoft Project training soon from one of the Champs
who is an expert user over a series of 4 master classes. The first step is
identifying who delivers projects and then identify skills and gaps. It was
discovered some staff had existing PRINCE2 training.
Question regarding whether it is or intends to be implemented outside of
capital works? The intention is to apply this to all of council. The roll out has
been prioritised and targeted, some areas where it has been introduced
outside of capital works e.g. customer service, strategic planning, although
there is a capital works budget priority. Other groups are also approaching the
Be part of something bigger
LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
PMO. The Champions group enables spreading knowledge and processes
further throughout the organisation – modelling change.
Surf Coast Shire in absence of PMO found the operational project/strategic
planning area was eager for Project Management and a co-worker introduced
processes. Less was required for CapEx as it already had structure. Deb
mentioned there are corporate systems to interface with, and how interface
with these systems as critical to the success of implementing a new
governance system.
Question from Melton as to the reaction from the manager and executive
level? In Darebin the executive level is very supportive – this is critical. Notes
that it has to be driven top down. Currently awareness among managers
varies, but they will receive information and training shortly. David will
present an update to managers in 3 weeks. The first session of PRINCE2
training will be a targeted half day managers workshop providing information
on the framework, concepts, technology and what will be expected of them.
This enable managers to ‘manage by exception’ in PRINCE2 and determine
how they respond.
John Gabb - City of Port Phillip EPMO
Presentation 2
Introduction:
Port Phillip has a slightly different approach compared to Darebin. For
context, a new executive CEO commenced and wanted to understand the
status of projects, particularly in consideration future changes such as a
significant increase in population from Fisherman’s Bend. The CEO asked for
list of projects which took a year to put together. The track record in projects
is comparable to other Councils, however big projects have experienced
issues. The view was that they are coming into a cost constrained
environment with rapid population increase and need to improve project
management. The new PM office was created from scratch and opened mid
2014 with a whole of enterprise view and outcomes focus. The structure was
established with view of how the office/system should ideally grow.
Presentation:
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LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
Details of John’s presentation will be available under the Project Management
Framework webpage on the LGPro site.
Questions and discussion:
Question regarding how it works in the context of an annual capital budget?
Response is that it needed to be worked out how after decided. Council plans
the baseline and can make minor changes but need to request permission if
major change from council.
Question regarding how existing resources are used? They are unable to
undertake every project in the timeline. There is a challenge in that large and
unexpected projects come up, for example a recent proposal to use Albert
Park Lake to store stormwater.
John recommended software Enterprise Project Server for portfolio build
which is very popular with managers for its ranking/weighting function.
Noted a goal for Level 3 project management maturity and question on how
long it is likely to take to get there? Characteristics – everything measurable –
need evidence to support everything. A recent review of maturity was
assessed at between levels 2 and 3 after just a year. The goal for the end of
this year is level 3 except for benefits and risk. This is a difficult level to
achieve, taking around 3-4 years.
Question asking if every project is reported on every month and how to
ensure correct information is provided? Response that it will not be until
system in place with clear gates and systems in place for governance and
controls. All ideas go into system, but not all will be approved. Information
required increases for each gate so status and milestones for projects will be
picked up. Project/portfolio control groups as part of governance and the
sponsors are accountable for outcome so will make more decisions now.
Questions regarding who makes decisions on Council pet projects? Priority
projects (e.g. high Council interest, in Council plan) are specifically identified
in system – use triangle for delivery, milestone deliverable ensured as unable
to back track.
Question regarding systems, why MS project server was selected and
Be part of something bigger
LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
regarding integration. In response - the decision on software had already been
made, although it is not greatest system being a bit clunky and doesn’t always
integrate well. However it works well for finance. A conscious decision was
made early to keep it simple in regards to workflow etc, finding from
experience that it is best not to be included. The biggest control is that money
is not received until it gets through the gate.
Question as to whether there is a reminder process if a milestone is missed? If
there is a report with no data the portfolio control groups will see this. The
sponsor or manager/coordinator will follow up. It is not followed up by the
project management team.
Question regarding the delivery rate before and after? CEO wanted a 100%
delivery rate but the PM office negotiated a target of 90% for priority projects
and 80% for others. Project managers need good plans and can adjust the
baseline. Avoidable and unavoidable change requests have just been
introduced as both are common. Unavoidable changes not considered a black
mark.
Question regarding record keeping. All records are kept in TRIM, currently
often all over the place. Some also use enterprise server etc. Role to support
them, vary in how structured they are.
Question regarding if any projects are ever abandoned and what the role is of
the PM office? Response is yes, some are abandoned. When someone else
will read it, much more care is taken. Some projects are a good idea but could
not be articulated or justified. For assurance, minimum and mandatory
standards were introduced, but the minimum standards became too flexible.
Measurable benefits for projects are required which can be hard to justify.
The system helps people recognise this resulting in fewer legacy projects
selected on a ‘good idea’ basis.
Question regarding the change from output to outcome/benefit focus? –
Benefit = outcome which can run into issues, different terms and definitions
between areas and systems. Projects to be defined around benefits requiring
a change of focus/mindset. For example, having an aim to deliver more
maternal child health care but the focus centred on the building.
Be part of something bigger
LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
Scott Cavanagh - Greater Geelong City Council PM Framework
Introduction:
Scott Cavanagh introduction as the manager of capital projects in Geelong, a
team of around 20. There is no PM office, attempts to introduce it
unsuccessful as the executive level is not supportive, assuming project
management is resolved. In 2008 there were issues of dispersed projects and
overspend with no quality control. Capital projects established then with their
own terminology, developed a PM framework and let it go. As no one was
responsible for this, it has been adapted it varies in form. Efforts are being
undertaken to make it consistent again from the bottom up. Project Server
introduction was beneficial. Notes educational value if Council wishes to move
projects up the list, it will push others down.
Presentation:
Details of Scott’s presentation will be available under the Project
Management Framework webpage on the LGPro site.
Presentation 3
Questions and discussion:
Question regarding whether the software was from package or created for
Council. Software tailored not out of the box, although some functions are. A
brief was prepared, external consultant works with internal IT and installs it.
Question regarding whether other systems were considered eg.Daptive?
Purchased before commenced in role, continued with it but slowly moving
from it in time.
Note in regards to comparing products. Moreland Council used a public
tender system and can provide advice, opting for tailor made tool box. Deb
suggested presenting on this next meeting, Moreland Council representative
agreed.
Costs were mentioned of $35,000 for the program and $20,000 for a change
request, question regarding the overall cost? There is a license fee of around
$10,000-$20,000, depending on the number of users. The cost for changes is
usually around $20,000 for any change. Geelong Council doesn’t have a
blanket user license as whole organisation user license was unable to be
justified as not many people need at to use the system at once. While the
Be part of something bigger
LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
whole organisation can view information in the system, only a set number e.g.
20-30 people can use.
Question as to whether Rocket replaces Project Server or integrates with it?
Rocket used for development and moved across to Project Server which has
much better functionality. Seamless integration is unlikely, systems will need
to be built for each stage/section. The main focus is ensuring they link
together and that the links are not noticeable/visible for the user.
Question regarding the version used? Previously was using 2003, now 2010.
Question as to whether people can use it out on field with iPads and Phones.
Response – Yes, they are able to log in but Project Server cannot be accessed.
Project Server also can store documents, although not well, moving to TRIM
should improve this.
Executive level not bought in as much, but recent restructure may change
things. Working with other PMs now at the moment.
Question as to whether you need to log into Citrix first? Response that there
is an icon on desktop which provides direct access.
Question as to whether you can see how many use or view the system? Yes,
this can be tracked e.g. 20 using, 300 or so viewing.
Question regarding whether it can track information. Response that server
can do that, but hasn’t worked well with record management, there is a
project and file structure to deal with that. Lessons learnt and specifications
stored in there.
Question regarding capturing non-infrastructure capital. This has not been
captured in the past, but moving towards it. The system has capability.
Question regarding rating and evidence. In finance a project can score 0-4,
based on grant funding, evidence is grant agreement. 4-5 of business drivers
worked well, some such as efficiency, social benefits, innovation and
effectiveness were more challenging as these can be difficult to measure. May
remove if unable to measure.
Be part of something bigger
LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
Question as to what ensures deliverables match the final budget. The initial
estimate at idea stage is difficult, often a range is provided. At proposal stage,
a detailed costing template is used. There are 4-5 standard templates which
goes to someone else to review. It is checked at a number of stages through
the project cycle. Outsource as well – projects over $1million will go to QS.
Deb Strutt introduction regarding to a common issue of critical support from
executive level for project management and introduced Steve Hamilton as the
Director of Assets & Business Services at Darebin. Establishing the PMO was
his initiative and he is the Sponsor.
Future meetings
Steve Hamilton has been working at Darebin since January last year.
Previously he worked with VicTrack and a private sector engineering firm,
mostly focussed on delivering outcomes. At Darebin he noticed
inconsistencies and that planning was not as good as it could be. PMO came
about through a 4 page business case with the CEO for projuct delivery and
consistency. It was pitched as organisation-wide, with a high level of support,
including from the CEO and EMT. It has been much faster than originally
thought, resisting some pressure to lock in projects as it is not quite there yet,
but in progress. Previously delivery was at 70-80%, now expected to be about
93%. Appointing Deb and David is part of the improvement.
Deb Strutt asked group for future presentation topics and meeting locations.
Moreland offered to present on their selection of systems.
Suggestion from Baw Baw as to how to identify projects/who is undertaking
projects. Response is that it is varied and may not be a topic for the meeting.
Surf Coast Shire offered to host a meeting, recognising that it might be
difficult to get to. Suggested for a summer and Friday meeting. February
meeting was agreed.
Melton also offered to host.
Deb requested emails for both presentation topics and hosting offers.
Be part of something bigger
LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]
Project Management
Framework and Best Practices
Special Interest Group
Be part of something bigger
LGPro is the peak member association and leading voice for people working in Local Government in
Victoria. Be part of something bigger - join LGPro! (03) 9268 6400 | www.lgpro.com
For further information about our Special Interest Groups please email [email protected]. To find out
more about LGPro Membership please contact Allison Holloway, Manager Membership Development,
LGPro: (03) 9268 6403 | [email protected]