How to Build a Project Management Methodology Sean

How to Build a Project Management Methodology Sean Whitaker, BA, MSc, MBA, PMP sean@crystal. consulting

Outline 1. 2. 3. 4. 5. Definition Benefits Tailored vs. Off-the-Shelf Building Your Own Methodology The Methodology Building Game

Definition § The PMBOK® Guide, 5 th ed. defines a methodology as: “a system of practices, techniques, procedures and rules” (p. 546). § A project management methodology is a standardized, documented, repeatable and (perhaps most importantly) discoverable collection of policies, processes, software, tools, templates, & techniques used to deliver successful projects.

Benefits of Having a Methodology §Increased level of project management maturity §Discoverable, consistent and known processes §Increased efficiency §Improved reputation §Happier clients §More successful projects

Tailoring §Tailoring, or customization, is the process of referencing framework documents, standards and other relevant sources and utilizing those elements that provide processes, tools and techniques that are suitable for that particular organization. §The alternative to tailoring your own methodology it to get an unmodified offthe-shelf, or ready-made, project management methodology.

Off-the-Shelf vs. Tailored §The problem with an off-the-shelf or ready made methodology is: § It doesn’t create buy in, nor develop support, from users § It isn't perfect – just good enough § It costs money i. e. licensing and accreditation § Its not the methodology; it’s the attitude, expectations and implementation that is at fault

Benefits of Tailoring §Benefits of a tailored approach to a project management methodology include: § A tailored project management methodology builds commitment from team members when they helped to create it. § A tailored project management methodology has a customer-oriented focus, as the needs of the customer are an important influencing factor in the development of the methodology. § A tailored project management methodology is a more efficient use of project resources.

Warning Signs § Here are some signs that the project management methodology is not tailored correctly: § Project team members are not using the methodology and are managing projects without any structure or uniform process at all. § Project team members are independently modifying the methodology without guidance and are developing their own unique versions, which eliminate the efficiencies gained by standardization. § The methodology features processes for the sake of process with little thought given to whether or not the processes deliver benefits and contribute to project success.

Building Your Methodology § You don’t need to reinvent the wheel to develop your own project management methodology – It’s not rocket science! 1. Start with the Plan-Do-Check-Act cycle or The PMBOK® Guide process groups of initiating, planning, executing, monitoring and controlling, and closing. 2. Map out your current and/or desired project workflows from concept to completion 3. Collect your current templates, processes, and guidelines 4. Identify what is missing and fill in the blanks 5. Document and standardize. 6. Carry out audits & commit to continuous improvement.

Some Helpful Websites §www. pmi. org - free templates for members §www. projectmanagement. com – 1000’s of documents to members §Tasmanian Government – Free templates §Center for Disease Control – Free templates §Princeton University – Free templates §www. projectmanager. com – excellent tracking and reporting software §www. projectlibre. com – Open source free software alternative to MSProject

Mapping Existing Processes* *Deliberately blurred as this is a real clients process flow mapping exercise

Implementing Organizational Project Management: A Practice Guide PMI gives a process for developing a project management methodology as follows: § Assessment 1. Identify types of projects 2. Identify inputs 3. Identify constraints 4. Identify resources § Development 5. Develop and document the methodology 6. Derive output § Improvement 7. Conduct continuous improvement 8. Monitor key performance indicators 9. Repeat for each of the different types of projects

Stages of Building § These steps should not be seen as just a single, linear process, but a process that is repeated at three distinct stages.

Methodologies Matrix § You can have more than one methodology.

Agile or Waterfall Plan Design Build Handover or Test § The only significant difference is the speed of the iterations

A Generic Process Flow Chart

An Actual Process Flow Chart

User Manual Table of Contents

Dealing with Exemptions

Playing the Methodology Game § To help you form the basic outline of your own project management methodology we have developed a deck of cards. § This pack of cards is intended to assist you in visually building the foundational processes and elements of your very own customized project management methodology. § First, print them out and cut them up into individual cards. You will find the following: § 7 Green processes headings cards § 69 Blue process elements cards § Invite the people who will use the methodology to contribute. You can do this in small groups or in a workshop situation. Download from http: //crystal. consulting/methodology-game/

§ PHOTO TO BE ADDED IN HERE OF SAMPLE COMPLETED CARD GAME

§Questions to help you help in deciding which tools to use: § Will it cost less to develop and implement than the benefits it will deliver? § Will it make us more efficient? § Do we have previous experience in using it? § It is easy to learn to use it effectively? § Do our project managers and team members support its introduction?

§Consider the following: § Size – big, small, growing or shrinking? § Culture – process driven, team vs. individual, appetite for risk? § Complexity – straightforward and known vs. new, changing and hard to define? § Duration – days vs. months vs. years? § Maturity – new to project management vs. wise and experienced?

Checklist. . . 1. Portfolio Management 15. Change Control 2. Project Selection 16. Delegated Authority 3. Charter Approval 17. Process Improvement 4. Scope Definition 18. Acceptance Criteria 5. Schedule Development 19. Project Closure 6. Phasing 20. Benefits Realization 7. Quality Management 21. Lessons Learned 8. People Management 22. Environmental Management 9. Team Development 23. Contracts 10. Risk Management 24. Health & Safety 11. Procurement 25. Cost & Time Estimation 12. Communications 26. Budget Development 13. Monitoring 27. Training 14. Reporting 28. Stakeholder Management

Not so fast. . . The biggest problem facing a new project management methodology is not the technical know how. . . it’s the implementation

Successful Implementation §There must be executive commitment §The total methodology, not just part, must be accepted §All project managers and support staff should be trained to use it §Appoint a champion (create a PMO!)), get people excited and involve them. §Develop and implement audits for improvement §Take your time and treat it like a change management project.

Thank You If you have any questions please do not hesitate to contact me. I am always happy to chat. Sean Whitaker sean@crystal. consulting www. crystal. consulting

About Crystal § We know about organizational and practitioner project management capability and we want to help you be better at both. § You will not find sales people, marketing strategies and extensive social media engagement strategies trying to sell you something you already know or don’t need. § You will find passionate technical experts with years of experience in actually doing projects and providing valuable advice to others. § We have worked with organizations of different sizes, different industries and differing levels of maturity all around the world. § Our primary focus is upon providing the following: § § § Organizational project management capability assessment, review and development PMO development, improvement and audit Project review, health check and rescue Practitioner capability and competency assessment Project management methodology development, improvement and audit Seminars, workshops and webinars for practitioners of all levels § We also offer a range of project management consulting services all designed to help you be more efficient and more successful at delivering portfolios, programs, and projects. § Contact us to discuss your needs and find out how we can help.