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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 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 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. 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 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: 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 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]