HOW PROGRAMME OFFICE CAN HELP YOUR ORGANISATIONS PROJECTS

HOW PROGRAMME OFFICE CAN HELP YOUR ORGANISATION’S PROJECTS SUCCEED Presented by Bernadette Coleman Structured Project Management © ETP All Rights Reserved 1

PROGRAMME OFFICE What is Programme Management? n What is a Programme Office? n n A look at a Programme Office n n Purpose Functions Deliverables Benefits - Why your organisation needs a Programme Office Structured Project Management © ETP All Rights Reserved 2

PROJECT MANAGEMENT VERSUS PROGRAMME MANAGEMENT n Project Management - is the application of knowledge, skills, tools and techniques to project activities in order to meet or exceed stakeholder needs and expectations n Programme Management - is a group of projects managed in a coordinated way applying the disciplines of project management to meet or exceed stakeholder needs. Management and expectations Structured Project © ETP All Rights Reserved 3

WHAT IS PROGRAMME MANAGEMENT? One Specific Objective Portfolio of Projects Managed with a Consolidated Approach Several Corporate Objectives The Same Client Structured Project Management © ETP All Rights Reserved 4

PORTFOLIO OF PROJECTS Rank and prioritise projects to achieve the right mix and sequence n Decide on the categories n Long and short term projects n High risk and low risk projects n Different project types n Various technologies n Different markets n Score and rank projects n Assign resources and costs Your Organisation’s success is the sum of your Structured Project Management projects success © ETP All Rights Reserved 5

WHAT IS A PROGRAMME OFFICE? n n n A Programme Office is the structure and framework through which you manage your portfolio of projects It ensures that your projects are directly linked to your business objectives It drives best practice Project Management discipline within all projects Structured Project Management © ETP All Rights Reserved 6

THE PURPOSE OF A PROGRAMME OFFICE n n n To support the delivery of the organisations’ objectives To play a leading role in the coordination and tracking of all project activity across the organisation To increase the effectiveness and efficiency of Project Management performance Structured Project Management © ETP All Rights Reserved 7

FUNCTIONS OF A PROGRAMME OFFICE n n n To prepare weekly programme status reports To support project managers in project planning and implementation To work with Project Managers to identify resources/skill requirements and to escalate requests to senior management n To act as an internal communications channel n To ensure knowledge transfer across the organisation n To build a database of previous projects to improve future estimation Structured Project Management © ETP All Rights Reserved 8

DELIVERABLES OF A PROGRAMME OFFICE n Weekly reporting in place at Project and Programme Level n Quality assurance system for project planning and management n Co-ordination of resources n Continuous monitoring of the competence requirements n A database of historical project information Structured Project Management © ETP All Rights Reserved 9

PROGRAMME OFFICE SCHEDULE Project Status Reports and Plans Programme Status Report Programme Office Receives Plans and Issues Reports Project Team Meetings Board Meeting Programme Meeting Structured Project Management © ETP All Rights Reserved 10

PROJECT AND PROGRAMME STATUS REPORTS n Milestones n Risks n Issues n Dependencies n Resources n Costs - Actual vs Estimated Structured Project Management © ETP All Rights Reserved 11

WHY YOUR ORGANISATION NEEDS A PROGRAMME OFFICE n Links project goals to business goals n Improved speed of project delivery n Clearer view of project inter-dependencies n Prioritises projects, ensures the correct mix/sequence of projects n Ensures maximum return on investment and reduces project cost Structured Project Management © ETP All Rights Reserved 12

WHY YOUR ORGANISATION NEEDS A PROGRAMME OFFICE n Improved resource/capability management n Improved contingency planning throughout the organisation n Improved internal communications within the programme and to wider audiences n Better positioned to respond to change and the demands of the market place Structured Project Management © ETP All Rights Reserved 13

MAIN MESSAGES n n n Define your organisation as a set of projects Link Project Goals to Business Goals Apply best practice Project Management Track and monitor the success of your projects Support your Project Managers Your company’s success is the sum of your projects success Structured Project Management © ETP All Rights Reserved 14