Project Health ChecksHow to proactively mitigate

the risk of project failure

Torsten J. Koerting

(Manager, Program Office, Virgin Blue Airlines)

http://www.linkedin.com/in/torstenkoerting

www.torstenkoerting.com

Australia, August 2008

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Project Health CheckAgenda Project Health Check as part of an effective Project Governance

Why check Project Health and the Benefits

Different Methods of Project Health Checks

The Quick Assessment Overview

The comprehensive Health Check Overview and Elements The Questionnaire The Assessment The Results and the Comparison

Practice Experience

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Effective Governance Structure

Ready forProject Delivery

Ready forProject Planning

Ready forInitiation

Ready forProject Closure

ProjectClosed

Health Check &Post Imp Review

Gate /Checklist

Steering Group

HC / mini HC6 weeks afterPlanning Gate

HC / mini HCcalled byexception

Individual Cycle after Prio Gate, but not less then every 6 weeks

DepartmentalControl Groups 2 to 4 week cycle / routine depending on category of project

Starts with Planning and Ends with Project Final Delivery

QualityGates Milestone

Gate 1Ready for

PilotReady for

Production

Post ImpReview

Post PostImp Review

PLANNINGINITIATION DELIVERY CLOSURE BENEFITSREALIZED

DEMAND

Status & GeneralReporting

Por

tfol

io M

gmt

Pro

ject

Man

agem

ent

Spe

cial

Fun

ctio

ns

Facilitator

HC / mini HCcalled byexception

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Why check on Project Health Comprehensive analysis of a project

Instant summary of the current situation

Identification of weaknesses and a generation of package of measures

Identification of Best Practices used

Equal comparison of projects

Project Manager Competence development based on several assessments

Management oversight project governance

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Project Health CheckBenefits For the Project Manager

The project manager receives immediate findings about room for improvements in all the areas of his project and measure proposals to optimize the processes and project deliverables.

He identifies chances to arrange support activities with the stakeholders and project sponsors

Via the moderation he receives neutral feedback from experts in the areas of planning and delivery and receives exchange of expertise.

For the Company, the Business, Stakeholders and Project Sponsors Immediate option to mitigate risk of project failure Short term findings about the quality of the practised project

management identify the need for action on project as well as organisational level

Planning and Forecast reliability are increased by optimizing the project management processes (e.g. Risk Management)

Measures and tasks could be immediately identified and executed to increase project management quality

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Different Methods and Tools to conduct a Project Health Check Quick Assessment (self conducted)

Based on 15 key questions around risk, team, commercials, management and scope

Could be done in 10 to 15 minutes

Mini Health Check based on Knowledge Areas or Stages For low risk profile and small projects Approximately 40 questions 1 hour Moderation is optional

Full Health Check based on Knowledge Areas or Stages (moderated) For high risk profile and large projects Approximately 150 questions 3 – 4 hours Moderation is mandatory

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Quick AssessmentOverview 14 Questions in different areas, examples:

The Delivery Team output will match the requirements The Business Case is still valid and understood The Delivery Team understand what needs to be delivered and when Project progress is monitored Project monitoring is accurate …. ….

Answers between 0 and 10 0 – no confidence for that area 10 – maximum confidence for that area

Benefit Simple to use Quick overview of project Below 70, immediate action

Result View

75%

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Project Health CheckElements Cover Page

Name of Project, Key Figures and Description of project and Health Check participants

Result Page Overview on each area Summary on areas of improvements and risks Spider Diagram to compare to target results or another project or prior

assessment or Department standard etc.

Tabs for the specific areas Questions, Description of questions and areas for Tasks, measures and

Notes

Tab - Roles and Responsibilities Key roles required for any project in the company / department

Tab - Required Documents Key documents required for any project based on Project Method used

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Project Health CheckAreas to be checked Initiation, Investment, Business Case

Project Hand Over

Project Planning

Project Organisation

Work Packages

Staff Management

Communication Management

Project Start

Change Management

Quality Management

Project Management

Project Controlling

Project Closure

Business Satisfaction

Documents

Roles

Initiation

Planning

Delivery

Closure

General

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Project Health CheckQuestionnaire and Assessment Questionnaire

Identical questionnaire in all areas, adjusted to the relevant knowledge area and project management method used and the assessed stage(Invest, Initiation, Planning, Delivery, Closure)

Assessment5 step rating : 0 to 4 or “not relevant” 0 if not available or not accomplished / implemented 4 only if relevant result and deliverable is complete traceable documented according to the requirements

Maximum can be reached rated 4 in all areas would be a best practice project with adoptable best practice approaches that contribute to the Project Method and can be reused in other projects

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Project Health Check Questionnaire Input Mask

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Project Health CheckModeration during the assessment A Project Management Expert as a neutral instance during the interview

provides the objective assessment as well as practical measures and tasks A lot of questions leave room for interpretation A self assessment require a precise knowledge of the project method used in

the Company A moderation ensure a common interpretation of the requirements of the

project method The terminology is as neutral as possible; it need to be adapted adhoc to certain

projects and situations Only with a comparable understanding of a substance of a question has been

generated and is used, the project team is capable to compare and assess it self.

Moderation assist the clarification as well as the decision process

For a High Profile and Categorized Project a member of the Risk and / or Audit Department might attend if available and if appropriate

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Input Project Documents Steering Group

Presentations Former Health Check

Assessments and results

Former Action Logs, Tasks and Measures

Agenda Action Log from last Assessment Assessment Result Sign Off

Attendees Risk / Audit (lead / moderation) Project Manager Portfolio Manager of the relevant arm

Output Assessment Result Action Log Status Report to Stake

Holders

Supportive Docs

Cycle, Time, Duration, Location Recurrence – AdHoc / Exception / Check Points Time – to be defined Duration – 4 hours Location – to be defined

Project Health CheckThe Assessment

Action Log Health Check Tool Result PDF

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Project Health CheckResult View

0

0.5

1

1.5

2

2.5

3

3.5

4Initiation, Inv estment, Business Case

Project Hand Ov er

Project Planning

Project Organisation

Work Packages

Staff Management

Communication Management

Project Start

Change and Claim Management

Quality Management

Project Management

Project Controlling

Project Closure

Business Satisfaction

Documents

Roles

All relevant areas according to Project Methodused within the specific Company are covered and assessed

BenchmarkResult

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Project Health CheckComparison

0

0.5

1

1.5

2

2.5

3

3.5

4Initiation, Inv estment, Business Case

Project Hand Ov er

Project Planning

Project Organisation

Work Packages

Staff Management

Communication Management

Project Start

Change and Claim Management

Quality Management

Project Management

Project Controlling

Project Closure

Business Satisfaction

Documents

Roles

Comparison of a certain project to best practice To other projects To a former assessment of the same project Result

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Project Health Check Practice Experience Means of transportation of project method throughout the

organisation

Structured view on project situation in sense of processes and methodologies used as well as roles and documents facilitated

Catalyser to facilitate communication and clarification of open points within the project management team

Fixation of measures and tasks that implicit have been scheduled but got never executed because of the daily business

Might cause some awkward but important strategic measures(e.g.: involvement of top management)

Biggest advantage achieved by repeating assessments(first assessment after signing the Project Request)

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Thank you for your attention.

Any questions?