Best Management Practice in the Cloud (Sian Ferguson)

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Best Management Practice

in the Cloud

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Presentation Objectives

• To appreciate some of the challenges of adopting best management practice

• To explore what practitioners really need for their projects

• To explain the potential of cloud based solutions to help build and sustain communities of PPM best practice

• To gauge your appetite for such a solution!

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Novare Consulting Services

• P3M Specialists

• Tailored Training Programmes

• Accredited Training

Programmes

• E-Learning Solutions

• P3M Frameworks

• Assist in building PPM

Communities

• Delivery Resources

Connecting business to the P3M Resources they need

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Verto and VertoCloud

Developed with Peterborough Council,

Verto is a web based PPM hosted service,

Manages all workflow from idea to closure

VertoCloud is a free user service

providing search, share and publish options

for specific communities

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Governing Change

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IT Services

Portfolio

Programme

Project

Support

Leading

Business Strategy

Managing

Business as Usual

Risks

Deliver

Future

Benefits

Best Management Practice Methods

Value

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Key Elements for P3O Models

Centre of Excellence Project, Programme

and Portfolio

Information

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Centre of Excellence

& Best Practice

Does your organisation use any of the following

whether tailored or not:

• PRINCE2?

• MSP?

• MOP?

• P3O?

• M_o_R

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Embedding Best Practice

Who has tried the following in your organisations

to help embed the methods you use:

• Training?

• Coaching?

• Templates?

• Tailored guidance?

• Centre of Excellence?

Any challenges?

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All Offer Elements to Help

Embed Best Practice

Applying and

sharing P3M

Best Practice

P3M Training &

Qualifications

Support,

mentoring &

coaching

Professional

Memberships

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A Centre of Excellence in the

Cloud?

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Centre of Excellence for P3M

Practitioners • Real examples of documents

• Lessons learned not just captured

• Workflow to suit the organisation

• Collaboration support

• Continuous Professional Development

• A community of best practice support

• Anytime, any device, anywhere!

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Project Information and

Collaboration

• Key to support

projects

• Access to real life

information

• Project document

sharing

• Single source of

the truth

• Multiple devices

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P3O Implementations

Has anyone implemented the following to help with

the management of P3M information:

• Project Support?

• Programme Offices?

• Portfolio Offices?

• PPM Software?

Any challenges?

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Level of Detail

STRATEGIC TACTICAL OPERATIONAL

Benefits Project schedule Task Progress

Budgets Resource plans Effort & Cost capture

Milestones Cost performance Material & Equipment

Key risks Float & contingency Resource performance

Risks & Issues Communications

Changes / Variations

Contract Management

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Gathering Data on…

• Time incurred and forecast

• Costs incurred and forecast

• Quality Tests and their results

• Risks

• Benefits

• Changes to Scope

• Stakeholders

• And our Teams!

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P3M Information for P3M

Practitioners

• Easy access to

documents and

information

• Tracking all

elements of P3M

information:

• Anytime, any

device, anywhere!

Scope

Costs

Time

Quality

Risk

Benefits

People

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Progress Reporting – How?

Portfolio

Programme

Project

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Progress Reporting – Ideal

Portfolio

Programme

Project

One simple system

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Verto Case Study – Peterborough 2008/9

People

• New change programme

• Lack of responsibility and ownership from some project managers

• Lack of compliance with the Council’s PPM methodology

• Absence of control and budget approvals

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Verto Case Study – Peterborough 2008/9

Processes

• Multiple documents containing project data

• Requirement for double data entry by Programme Office

• Absence of “live” data with delays in data entry -Increased risk of inaccurate/old data

• Not all projects captured – missing information

• Audit trail was often complicated/difficult to understand

• Significant proportion of time spent on compilation of project reports

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Verto Case Study – Peterborough 2008/9

Technologies

• Limited project register via intranet, with restricted search facility

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Peterborough - 2010 onwards

People

• Increased accountability of project managers

• Greater sharing of knowledge

• Embedded the PPM methodology and change management culture

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Peterborough - 2010 onwards

Processes

• Easy to use system - complete programme overview with detailed project information – for all Council projects.

• Access to live information

• All project workflow on the system

• The council’s gateway process is built in, with governance rating

• In-built approval system

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Peterborough - 2010 onwards

Technologies

• A new programme management and project register solution developed Verto

• Cloud-based system enables flexible/agile working and use with partner organisations

Home screen – user defined

27

Programme overview screen

28

Portfolio overview

Approvals (mandates, business cases & projects)

30

Risks screen

Corporate Project Register status

Project timeline

Project milestones

Resources

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Key Benefits

Programme Office Savings of 25%

• Reduction of FTE’s trough improved administration

• All project workflow & approvals online

• Simplified online reporting

• Removal of data gathering & duplication in PMO

Project delivery, 30% closure – major benefits

• Real time visibility & status of all projects

• Clear view of deliverables & interdependencies

• Remedial action & early closure of poorly performing projects

Collaboration

• Verto Cloud User Community which enables the sharing of project information, lessons learnt, business cases, ROI information etc

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In Summary

Verto has embedded P3M methodology across the organisation

Verto has helped to support the change culture

Some Verto users

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VertoCloud – platform for collaboration

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Any Questions?