Managing a soft project,In a developing countryFor a not-for-profit organisation
Corinne Wallis MBA, AAIPM
Managing a soft projectIn a hard environment
Corinne Wallis MBA, AAIPM
The Project
Project: Professional Skills Development (PSD)
For: Engineers Without Borders (EWB)
Location: Dili, Timor Leste(East Timor)
End user: Our in-country partners and the Timorese Engineering Community
Developing as a PM
My reflection: A complex project in a hard environment that helped develop my capabilities as a project manager and a humanitarian.
• A very fast development over just 6 months.
• Many ‘Key Learnings’ found.
Presenter
Presentation Notes
During this presentation I will reflect about many of the issues I faced during this project, but I will also talk about how dealing with these issues helped develop my capabilities as a project manager and a humanitarian. A very fast development over just 6 months with many key learnings found. I signed up with Engineers without Borders as I wanted more from my career, a second paycheck if you will. I was working in the mining industry as a Project Manager. I had a very high workload, managing a portfolio worth around $60 million and the mining downturn had not only created job instability but also limited career progression within my company. Although I loved the technical complexity of the projects, I wanted my hard work to be for more than just a better profit margin. I wanted to make the world a better place.
Why?
Mining International Development
Status Quo Making a difference
SalaryStipend
Presenter
Presentation Notes
It did seem as though my old career and this project were complete opposites, and they are in many ways (size of the budget, tangible outcomes, set systems and processes, technical deliverance) , however the last point, making a difference, was the most important to me. And this is how I found Engineers without Borders Just on the stipend, When my previous colleagues heard I was going to Timor they responded with – wow, the money must be good! I can assure you that it was a volunteer position, so quite a paycut compared to the mining industry, however the stipend that volunteers receive covers all expenses. The next question was usually “have you gone mad?”
Engineers without BordersAustralia
Engineers Without Borders Australia (EWB) is a member-based not-for-profit organisation with 10 years experience in creating systemic change through humanitarian engineering.
Our vision: Everyone has access to the engineering knowledge and resources required to lead a life of opportunity, free from poverty.
Capacity Building = meaningful & sustainable change
Presenter
Presentation Notes
Engineers without borders are a member-based not-for-profit organisation with 10 years experience in creating systemic change through humanitarian engineering. Our vision is that everyone has access to the engineering knowledge and resources required to lead a life free from poverty. We do this by building capacity to create meaningful and sustainable change.
Professional Skills Development Project
Traditionally we work by supplying technical experts to assist with projects.
Analysis found that they spent a large portion of their time assisting with non-technical skills – Professional Skills!
A skills gap was realised,
An improvement strategy developed,
A short pilot project was conducted
in Cambodia,
And the PSD project was created.
Presenter
Presentation Notes
My project is a bit different to the usual way EWB works internationally. Traditionally we work by supplying technical experts to assist with projects within a partner organisation, working along side a local counter part. However analysis found that our volunteers were spending a large portion of their time assisting with non-technical skills – Professional Skills! A skills gap was realised, an improvement strategy developed, a short pilot project was conducted in Cambodia. And the PSD project was created.
Professional Skills Development Project
This project is designed to increase the professional skills capability of professional engineers, with particular regard to our partner organisations and the development sector.
These professional skills include:• project management• individual goal setting • planning• delegation• risk management• communication• budgeting
Essentially anything that will help engineers become more effective
Presenter
Presentation Notes
What are professional skills? Essentially anything that will help our partner organisations become more effective.
Key Learning:Professional Skills
The importance of sound professional skills (including project management) cannot be underestimated.
Without good management, a project/business/development opportunity will fail
Presenter
Presentation Notes
I’m sure I am preaching to the choir here, but the importance of sound professional skills, including project management cannot be underestimated. Without good management, a project/business/development opportunity will fail, no matter how excellent the idea or how technically brilliant the people involved. We needed to build capacity in professional skills!
Why Timor Leste?
Timor Leste gained independence in May 2002. It is one of the youngest countries in the world and has had substantial political upheaval in recent history.• Basic infrastructure (housing, water and sanitation) and engineering experience in-
country is limited • During independence 70% of buildings were destroyed and 75% of the population
displaced• Poverty is high in rural areas• 60% of the population is under 25
However, it has: • “Credibly emerged from a crisis of internal violence and political instability”• Achieved lower middle-income status in 2011• Has one of the highest GDP growth rates (top ten in the world)• Very passionate, resilient people
Source: World Bank, April 2015, Timor Leste Overview
Presenter
Presentation Notes
Many of you will remember the conflict within Timor Leste and Australia’s role in its independence in 2002 and there is no doubt that Timor has had substantial political upheaval in recent history. During independence 70% of buildings were destroyed and 75% of the population was displaced. However, the country has shown amazing progress since the turn of the millennium and to quote the world bank “credibly emerged from a crisis of internal violence and political instability” no doubt through its passionate and resilient people.
Where is Timor Leste?
Presenter
Presentation Notes
Another question I’m often asked is where is Timor Leste? I was based in the capital Dili, about an hours flight North West of Darwin.
My Involvement
Project Phases:
- Scoping / Initiation phase- Strategy Development
- Commencement of implementation
- Feedback loop / Monitoring and Evaluation
- Handover to the next PM
A Soft Project in a Hard Environment
Scope
Quality
ScheduleResources
Presenter
Presentation Notes
I’m sure you’ve all seen the Iron triangle of Project management before. The reason why the title of this presentation is “managing a soft project in a developing country for a not for profit organisation” is because each of these factors impacts a point of the iron triangle. The scope of a soft project is easily modified as the end result is not tangible. Working to a Schedule within a Developing country is all but impossible. And resources (budget) within a Not for profit organisation are tightly controlled, subject to donor requests, and regulation by the Australian council for international development and DFAT reporting. Not to mention exchange rates and purchasing power fluctuations experienced in a developing country with a hard-pegged currency. A dynamic project indeed and a great learning exercise in risk management!
What does Success look like?
Engineers in our partner organisations have increased professional skills
The engineering community has leaders who are well connected and supported in their work
Knowledge, skills and resources are increased within the engineering and development sectors
Presenter
Presentation Notes
What does success look like?? �Engineers in our partner organisations have increased professional skills The engineering community has leaders who are well connected and supported in their work Knowledge, skills and resources are increased within the engineering and development sectors
Initiation
• Who?• Finding the target audience, assessing their skill levels, including
minority groups• How?
• What is the best medium to enhance professional skills in this environment?
• Which skills are needed to ensure our partner organisationssuccess?
• When?• How quick can we get people, organisations and communities
engaged?• Monitoring & Evaluation
Presenter
Presentation Notes
To initiate the project the basic questions had to be answered.
Stakeholder Analysis
Finding our Stakeholders What do they want to learn?
Will this improve their effectiveness / efficiency?
Are we the best fit to help?
How can we build capacity in this skill effectively?
Presenter
Presentation Notes
We needed to find our stakeholders, find out what they wanted to learn, analyse if this would improve their effectiveness (sometimes it wouldn’t and other motives were at play) Then see if we were the best fit to help (often it was more effective to use our contacts instead) and finally, how to build capacity and share skills effectively. For improving workplace efficiency and project effectiveness, often classroom learning was not the answer.
Surveys
Strategical analysis
- Where are we now? (benchmarking)
- Where do we want to be?
Historical
- What worked?
- What didn’t?
- Why?
Training limitations
- What courses are available?
Presenter
Presentation Notes
To find the answer to these questions I started conducting surveys on our partner organisations. These were conducted one on one, on a confidential basis and provided a good insight into their organisations, past projects and internal issues. It also provided sound benchmarking for our monitoring and evaluation. The survey included questions about past training, which helped shape the ‘how’ for our delivery program.
Key Learning:Hurry up and Wait
Timor Leste works on a different time scale to Australia- Meetings can be cancelled without notice
- Communication may not be forthcoming
- Time is not strict (Ho balu)
- Monsoon rains and poor infrastructure can make travel difficult
Presenter
Presentation Notes
When an Australian who had been living in Timor Leste for many years said “Hurry up and wait” to me, it felt like the penny had dropped. Timor Leste runs on it’s own timescale. Meetings can be cancelled without notice Communication may not be forthcoming Public holidays are often announced the afternoon of the day before Monsoon rains and poor infrastructure can make travel difficult
Professional Skills Development
We build professional skills in Timor Leste through:
1. Mentoring ProgramsWith local and Australian professionals
2. Scholarships
3. Networking functions
4. Short workshops (lunch training)
5. Intensive training courses (5 days)
6. Remote learning courses (online)
7. Demographic specific industry groups
8. Support WiE and people with disabilities wherever possible
9. Internships with local companies
Presenter
Presentation Notes
From our analysis we set about creating different programs to build professional skills in Timor Leste. And I’ll talk about each of these in the following slides
We implemented these differing programs as our stakeholders (both who we were trying to assist and who we had available to help) had differing skill levels and availabilities. This array of programs allowed us to target and match each group efficiently and effectively.
Key Learning:Manage your expectations
Project Scoping: Manage your expectations
- Schedule,
- Budget,
- Opportunities,
- Impact
Pushing outcomes can damage relationships and hinder future development work.
Presenter
Presentation Notes
Manage your expectations. In international development you hear this phrase an awful lot. While managing to a project plan it is important to remember that pushing outcomes can damage relationships and hinder future development work.� As a PM who prides myself on schedule and budgetary adherence, as well as quality control, this was an uncomfortable learning curve. I set an ambitious project plan with a tight schedule that would have been realistic in Australia and set to work. I was in Timor Leste for 6 months and planned to make that time count. A mistake many aid workers have made before me. It wasn’t long before I realised I had not managed my expectations to the extent that I should have. I assessed priorities; and I adjusted the project plan and schedule to suit. In development, like in corporate business, it is important to ensure relationships are strengthened with each project, to ensure partnerships continue to exist and future projects flourish.
Implementation
Presenter
Presentation Notes
I often felt like our project was a mass of string, with each thread an opportunity. With such a foreign context I wasn’t 100% confident which would be the most effective, but we had selected the strings, now it was time to pull. Flexibility was key during implementation. In such a dynamic environment you must be able to change and modify your approaches when necessary. HALFWAY
Marketing
• Finding the engineering community
• Engaging our Stakeholders
• Creating new relationships
Presenter
Presentation Notes
The first step was marketing. EWB works internationally as a “small giant” in that it supports organisations. Subsequently many people have not heard of us. This caused a need for marketing and business development – finding the engineering community, engaging them and developing those relationships
Key Learning:The importance of relationships
EWB’s program logic holds relationship building in high regard, subsequently stakeholder management was paramount. Stakeholder identification progressed past the project initiation stage and networking /developing new partnerships drastically increased the speed and effectiveness of the project.
Presenter
Presentation Notes
EWB’s program logic holds relationship building in high regard, subsequently stakeholder management was paramount. It often felt like my job was to drive around Timor having coffee, however networking and developing new partnerships drastically increased the speed and effectiveness of the project. Stakeholder identification progressed past the project initiation stage and our project was modified to accommodate these new stakeholders as they came to light
Mentoring
Australian / Expat Engineering professionals
Local Engineers
Timorese Engineering
Students
• Mentees and mentors submitted applications
• Screened and matched
• Networking event held for introductions
• Assistance provided for goal setting and remote mentoring difficulties
Presenter
Presentation Notes
Within our Mentoring Program Timorese engineering students were matched with local engineers, who were then matched with Australian engineers. We held networking events to aid introductions and provided assistance with goal setting and remote mentoring difficulties. The goal was for knowledge to trickle down. I utilised my own experiences from the AIPM mentoring program here.
Key Learning:Utilise your strengths
One of EWB’s greatest strengths is our connections.
• We have thousands of members and numerous partners including Engineers Australia, Worley Parsons, GHD and Arup.
• We know a lot of great engineers and non-gineers.
• Engaging with this community, and connecting local people in developing nations with these professionals allowed knowledge to be shared and people to be empowered.
It is important to note that these relationships work both ways.
Presenter
Presentation Notes
One of EWB’s greatest strengths is our connections. We have thousands of members and numerous partners including Engineers Australia, Worley Parsons, GHD and Arup. We know a lot of great engineers and non-gineers. Engaging with this community, and connecting local people in developing nations with these professionals allowed knowledge to be shared and people to be empowered. It is important to note that these relationships work both ways. And everybody learns from it. .
Training in Two Demographics
From our earlier survey results 2 trainee demographics were apparent
1. Had extensive field experience but needed basic training in professional skills
2. Had a high level of education, some experience but still required development in high level professional skills
Group 1 could be trained by local training organisations
Group 2 could not due to a training organization gap between certificate II and Degree level qualifications
Presenter
Presentation Notes
From our earlier survey results 2 trainee demographics were apparent Had extensive field experience but needed basic training in professional skills Had a high level of education, some experience but still required development in application of those academic skills and higher level professional skills. Group 1 could be trained by local organisations Group 2 could not due to a training organization gap between certificate II and Degree level qualifications
EWB Business Skills
Certificate II level training by an Australian owned training company for partner organisations- 5 days continuous- Delivered in Tetun- Catering provided- 15 participants per course- On skills such as:
EWB business skills. This training was designed for the first demographic, who had substantial real-world experience, but very little formal training. It was offered to our partner organisations and a 40% financial contribution was requested. From our survey our partner organisations requested the training be continuous, delivered in Tetun and catering provided. All of which was designed to ensure participants are present for the entire course, especially those travelling in to the capital from rural districts.
Key Learning:Sustainability
All stakeholders must view the activities as adding value to ensure project funding continues and eventually becomes self-sustaining.
This includes participants (mentee’s or trainees), their employers, fellow EWB members and donors.
Marketing played a key role, as did selection criteria and employee contributions.
Presenter
Presentation Notes
One of the main reasons we asked for employer contributions was to ensure sustainability. All stakeholders must view the activities as adding value to ensure project funding continues and eventually becomes self-sustaining. This includes participants (mentee’s or trainees), their employers, fellow EWB members and donors. Marketing played a key role, as did selection criteria and letting students know their employers had paid. Employees who were selected to travel in from rural districts to attend training were some of the most attentive students I've ever seen.
Leadership Rewired
• The Australian Centre of Sustainability Leadership sponsored 18 participants from Cambodia and Timor Leste in their online course, Leadership Rewired.
• The course is designed to develop leadership skills for people who wish to create systemic change.
• Participants were chosen from partner organisations who had studied previously in English and had a high understanding of professional skills.
• A study group was formed in Dili and modules were delivered monthly. This allowed for:
• Video files to be downloaded previously (intermittent and expensive internet)• Audio to be translated where necessary• Detailed group discussion• Networking between partner organisations• Examples to be culturally modified
Presenter
Presentation Notes
Leadership Rewired was introduced for the second demographic, those who had previously received a high level of education, but wanted further development. The Australian Centre for Sustainability Leadership sponsored 18 participants from both Cambodia and Timor Leste in their online course. The course is designed to develop leadership skills for Australians who wish to create systemic change. A study group was formed in Dili and modules were delivered monthly. This allowed for: Video files to be downloaded previously (intermittent and expensive internet) Audio to be translated where necessary Detailed group discussion Networking between partner organisations�Examples to be culturally modified A lecturer from an Australian university found that this was the first study group formed for an online English training course and is monitoring the progress of the group to capture their learnings for his phd. …
Key Learning:Cultural Differences
• Training had to be culturally relevant – Practical examples were well received
• Cultural nuances had to be respected and embraced– I was a guest in their country
• Utilising Australian Project Management techniques often created inefficiencies
• The most efficient way of progressing project stages was often the least efficient use resources
• Flexibility was key
Presenter
Presentation Notes
Training had to be culturally relevant - Within the Leadership Rewired study group once a concept was explained attendees were asked to provide examples from their own projects. Cultural nuances had to be respected and embraced. - You meet everyone with a kiss on each cheek in all situations including business I was often asked for a selfie picture during a business meeting. It was important to remember that I was a guest in their country Utilising Australian Project Management techniques often created inefficiencies Emailing someone you didn’t know would yield no response – You had to meet in person and organise the meeting via a phone call. Meetings always involved coffee and long chats, rather than set agendas and action lists. Long detailed thankyou’s to all attendees and previous speakers are courteous The most efficient way of progressing project stages was often the least efficient use resources Explanations are very lengthy by Australian standards. Succinct paraphrasing is discouraged. Invitations needed to be hard copy and as there was no postal system, delivered by hand. Meeting details sent via outlook were ignored. Again, Flexibility was key Feasts, like the one pictured, was a chance to socialise and build meaningful relationships; even if it did start with slaughtering a pig.
Scholarships
Two $6000 scholarships for emerging leaders who have an interest in developing their local community as well as experience as or a desire to become an engineer.
Awarded to: • Apolonia Barreto to study Project Management
• Francisco Dos Reis to study Civil Engineering
The Australian Embassy helpedchoose recipients and hosted theawarding event.
Presenter
Presentation Notes
We were lucky enough to give two $6000 scholarships to emerging leaders who have an interest in developing their local community Mana Ania is studying project management Maun Cisco is studying Civil Engineering These emerging leaders are supported by the Project for the next two years and enrolled in our mentoring program. Cisco was also enrolled in our Business Skills course and Ania was enrolled in the Leadership rewired program. The Australian Embassy helped choose the recipients and the Ambassador (Peter Doyle) hosted our awarding event.
Mini-skills
Local experts were asked to give short training presentations on their area of expertise.
- 1 hour lunch time or after work classes
- These had limited success and were slower than expected.
- Experts were time poor- Attendance varied- Language difficulties
Presenter
Presentation Notes
Local experts were asked to give short training presentations on their area of expertise. 1 hour lunch time or after work classes These had limited success and were slower than expected. Experts were time poor Attendance varied Language difficulties
Key Learning:Soft Project Monitoring
How could we know that it was our project, not other aspects that caused the improvements?
• Measuring the effectiveness of training using qualitative data created discrepancies.
• Subjective opinions of participants, supervisors and colleagues were collected and used to gauge an accurate aggregated opinion
• Baseline opinions were used to ensure monitoring was adequate.
• Surveys were completed every 6 months
• Feedback integrated into the project
Women in Engineering
Feto Enginhera is led by a group of passionate, highly educated women.
They conduct education campaigns on choosing Engineering as a career and sharing knowledge within the group.
EWB assists the group to:
• find new members,
• find experts to share skills,
• governance and
• marketing
Presenter
Presentation Notes
Feto Enginhera is led by a group of passionate, highly educated Timorese women. They conduct education campaigns on choosing Engineering as a career and sharing knowledge within the group. We assist with networking, governance, marketing and sharing skills. This photo is from International Womens Day and Mana Dulce, one of the founding members of Feto Enginhera is passionately telling the Prime Minister of Timor Leste why having female engineers are so important. Although I look like a giant, it is one of my favourite photos from my time in Timor.
Inclusivity: People with Disabilities
Simple modifications to our program increased the ability for people with disabilities to be involved.
- Allowing for a variety of application methods
- Utilising our networks in Australia for assistance
- Finding groups and asking them how we can support them
- Modifying our courses and the content – Providing transcripts, video and translations
- Sending our applications to organisations who support people with disabilities
Presenter
Presentation Notes
Simple modifications to our program increased the ability for people with disabilities to be involved. This was something quite new for me but there are many organisations who are willing to help advise on how to make programs more inclusive. These are relatively simple modifications such as providing transcripts or translations.
Key Learning:Teach a man to fish
Give a man a fish, feed him for a day, Teach a man to fish, feed him for the rest of his life…. But what if he doesn’t eat fish or the lake is contaminated or eating fish is culturally inappropriate?
• Assumptions are dangerous and can waste everyone’s time.
• Ask how you can help, don’t assume you have all the answers.
ANETLEngineers Timor Leste
ANETL is a group of experienced Timorese Engineers who have developed a network to facilitate knowledge sharing and raise awareness of Engineering in Timor.
• Increase the quality of Engineering degrees
• Work towards national certification
EWB is working to build a partnership with ANETL and assist them where possible
Presenter
Presentation Notes
Association Nasional engineru Timor Leste ANETL is a group of experienced Timorese Engineers who have developed a network to facilitate knowledge sharing and raise awareness of Engineering in Timor. They want to: Increase the quality of Engineering degrees Work towards national certification Effectively they’re the equivalent of Engineers Australia in Timor.
Key Learning:Personal Development
Know when to ask for help – It’s OK to not know the answer
How to develop fast meaningful relationships quickly
How to convey being genuine
Everyone has something to teach you
80% is good enough
How to challenge myself
Presenter
Presentation Notes
There were many other key learnings that were reiterated to me while I was in Timor. …. These are just a few: Know when to ask for help – It’s OK to not know the answer – Mentee guidance How to develop fast meaningful relationships quickly - How to convey being genuine – Western business interactions and the risk of not being professional Everyone has something to teach you – Never judge on appearance, wealth, age or education 80% is good enough – Know when to put things into motion and develop as you go. We weren’t going to Jupiter, we could modify after implementation. How to challenge myself and go way beyond my comfort zone. A great example was completing a practical motorcycle exam within two weeks of arriving in country which was delivered in Tetun. It was one of the most nerve wracking moments of my life. I did pass the exam but managed to crash my motorcycle riding home.
Would I do it again?
Absolutely!
- Large amount of professional and personal development in such a short period of time
- Learn skills beyond area of expertise
- Have an adventure
- Make life long friends
Presenter
Presentation Notes
Absolutely!�I learnt a huge amount both personally and professionally, in many different areas. It provided a springboard for my career as well as an amazing adventure. I encourage anyone who is thinking about it to make the leap and go.
How can you help?
As professional experience is limited in Timor Leste, EWB is calling on the Australian community to assist.
We are looking for experienced professional engineers or managers who are interested in becoming humanitarians. There are a variety of ways you can become involved.
- Fundraising
- Local Chapter Involvement
- ProBono Engineering
- Creating a training course and presenting it in Timor Leste
If you have professional skills, you can help!
http://www.ewb.org.au/getinvolved/volunteer
Presenter
Presentation Notes
With 60% of Timorese population are under 25 there are many different ways to become involved with Engineers without Borders and the Professional Skills Development project in particular. You don’t have to be an engineer - If you have professional skills, you can help! Currently advertising for a CFO
