PMA Principles Course

Embed Size (px)

Citation preview

  • 8/9/2019 PMA Principles Course

    1/73

    Strength. Performance. Passion.

    © 2013 Holcim Technology Ltd

    Principles of Project Management Approach (PMA)

    Knowledge Management

  • 8/9/2019 PMA Principles Course

    2/73

    © 2014 Holcim Technology Ltd

    • Objective

    To bring potential PMA users to a level where they understand thePMA concept and are able to apply it to their projects

    • Product  A 2-day seminar where through active learning, participants

    experience the challenges and solutions that PMA brings

    Course Deliverables

    Knowledge Management 2

  • 8/9/2019 PMA Principles Course

    3/73

    © 2014 Holcim Technology Ltd

    Day 1:

    • Introduction to “Why”, “What” and “How” of PMA• Definition of the project “Building a RMX plant model” (Phase I)

    • Planning of the project (Phase II)

    Day 2: 

    • Realization of the project (Phase III)• Completion of the project (Phase IV)

    • Evaluation and transfer of knowledge of the project (Phase V)

    • Wrap up, How to get started,

    •  AAR

    Course Contents

    Knowledge Management 3

  • 8/9/2019 PMA Principles Course

    4/73

  • 8/9/2019 PMA Principles Course

    5/73© 2014 Holcim Technology Ltd

    Group work 

    08:00 - 08:30 Introduction to Phase III08:30 - 12:30 Realization of the project

    10:00 - 10:30 Review meeting (coffee break included)

    11:15 - 11:30 Review meeting with client (presenting status report)

    12:30 - 13:30 Lunch

    13:30 - 14:30 Phase IV

    14:30 - 16:00 Phase V

    Plenary 

    16:00 - 16:30 How to get started, After Action Review of the course

    and celebration

     Agenda Day 2

    Knowledge Management 5

  • 8/9/2019 PMA Principles Course

    6/73© 2014 Holcim Technology Ltd

    It is the application of knowledge, skills, tools and techniques to project

    activities to meet defined objectives

    What is project management?

    What is a project and what are its characteristics?

    • Complex and numerous activities• Unique a one-time set of events

    • Finite limited resources and budget

    • Many people involved, usually across several functional areas of the

    organization

    • Sequenced activities• Goal-oriented

    • End product or service must result

    First things first…

    Knowledge Management 6

  • 8/9/2019 PMA Principles Course

    7/73

    Strength. Performance. Passion.

    © 2014 Holcim Technology Ltd

    Introduction to the

    Project Management  Approach (PMA)

    Knowledge Management

  • 8/9/2019 PMA Principles Course

    8/73© 2014 Holcim Technology Ltd

    Content

    Knowledge Management 8

    What is the approach all about?

    How is the approach implemented?

    Why Holcim Project Management Approach?

  • 8/9/2019 PMA Principles Course

    9/73

  • 8/9/2019 PMA Principles Course

    10/73

    © 2014 Holcim Technology Ltd

    Projects have become increasingly complex

    The Group is confronted with … 

    • Increasing amount of projects per plant

    • Increasing number of large global projects (Leadership Journey, EBM,Together, Faster)

    • Projects becoming more interdisciplinary

    (involving sales, production, HR, procurement, logistics, finance)

    • Need to respond “faster” to competitive pressure 

    • Need to get things done “right” the first time

    • Fewer resources (personnel, tighter budgets, time) to execute projects 

    Challenges 

    Knowledge Management 11

  • 8/9/2019 PMA Principles Course

    11/73

    © 2014 Holcim Technology Ltd

    There is an increasing improvement potential within projects

    Group-wide

    Various projects have problems when delivering the agreed product or service

    (deliverables)

    • … on time 

    • ... within the budget, and

    • … according to specifications 

    Knowledge Management 12

    Cost

    Time

    Deliverables

  • 8/9/2019 PMA Principles Course

    12/73

    © 2014 Holcim Technology Ltd

    • Speak the same language

    • Share knowledge and lessons learned

    • Speed up processes

    •  Avoid the development of multiple

    approaches

    There is a need of establishing a common language in projects

    within the Group

    Holcim is standardizing certain key processes in order to:

    Knowledge Management 13

  • 8/9/2019 PMA Principles Course

    13/73

    © 2014 Holcim Technology Ltd

    Content

    Knowledge Management 14

    What is the approach all about?

    How is the approach implemented?

    Why Holcim Project Management Approach?

  • 8/9/2019 PMA Principles Course

    14/73

    © 2014 Holcim Technology Ltd

    • The PMA defines the generic methodology to be applied on

    projects managed by Holcim employees.• The life cycle of a project goes through 5 phases and 25 steps

    PMA: Holcim‘s methodology to manage projects

    Knowledge Management 15

    Phase I

    Project

    Definition

    Phase III

    Project

    Realization

    Phase II

    Project

    Planning

    Phase IV

    Project

    Completion

    Phase V

    Project

    Evaluation& Transfer

  • 8/9/2019 PMA Principles Course

    15/73

    © 2014 Holcim Technology Ltd

    Procedures, templates and review questions support each

    of the five phases

    Phase I - Steps: 

    1. Assessment of initial situation 

    2. Stakeholder analysis 

    3. Search for lessons learned 

    4. Definition of product or service 

    5. Milestone schedule 

    6. Outline project organization 

    7. Estimation of project costs8. Risk identification and countermeasures 

    9. Agreement with the client 

    Phase V - Steps: 

    1. After action review 

    2. Learning summary 

    3. Knowledge transfer

    Phase II

    ProjectPlanning

    Phase I

    ProjectDefinition

    Phase III

    ProjectRealization

    Phase IV

    ProjectCompletion

    Phase V

    ProjectEvaluation &Transfer

    Template

    Knowledge Management 16

    http://phase%20i%20templates%20v3.0.xls/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    16/73

    © 2014 Holcim Technology Ltd

    Each step is supported by

    Phase I

    Step 1: Assessment of the initial situation

    Procedures, templates and review questions 

    Review questions

    • Is the client involved

    when the root causes

    of the project arearticulated?

    •  Are the root causes

    identified and checked

    through analysis of

    facts?

    • Is the project mission

    clearly related to the

    objectives on improvingthe client’s business?

    Phase III

    Project

    Realization

    Phase IV

    Project

    Completion

    Phase II

    Project

    Planning

    Phase VProjectEvaluation

    & Transfer

    Phase I

    ProjectDefinition

    Procedure for use1. Organize a meeting with client to start project

    definition

    2. Find out root causes of the Client’s decision to start

    the project

    3. Together with the Client define the Project

    Objectives

    4. Articulate what mission is assigned to the project

    team

    5. Capture, review and agree with the client onoutcome and write in template

    Knowledge Management 17

    Th h id t t li itl i t ti

  • 8/9/2019 PMA Principles Course

    17/73

    © 2014 Holcim Technology Ltd

    The approach provides a common structure explicitly integrating

    knowledge exchangePhase II 

    Project Planning 

    Phase III 

    Project Realization 

    Phase IV 

    Project Completion 

    Phase V 

    Project Evaluation & Transfer  

    Phase I 

    Project Definition  

    Phase II 

    Project Planning 

    Phase III 

    Project Realization  

    Phase IV 

    Project Completion 

    Phase V 

    Project Evaluation & Transfer  

    Phase I 

    Project Definition 

    Phase II 

    Project Planning 

    Phase III 

    Project Realization  

    Phase IV 

    Project Completion 

    Phase V 

    Project Evaluation & Transfer  

    Phase I 

    Project Definition 

    Knowledge Management 18

  • 8/9/2019 PMA Principles Course

    18/73

    © 2014 Holcim Technology Ltd

    The Project Management Approach holds a vision

    Knowledge Management 19

    To get people

    to worksystematically

    To useavailable

    knowledgerepeatedly

    To improve

    with everyproject

  • 8/9/2019 PMA Principles Course

    19/73

    © 2014 Holcim Technology Ltd

    Pros of Using PMA 

    20Knowledge Management

    •  All relevant stakeholders are explicitly involved

    • Project deliverables are precisely defined and accepted by the client

    • Relevant risks/opportunities and countermeasures are considered

    • Project progress is reviewed regularly to ensure that schedule, budget

    and deliverables meet the objectives

    • The approach focuses on teamwork and cross-functional communication

    • Project communication becomes easier throughout the Holcim Group

    • Transfer of lessons learned from one project to others

  • 8/9/2019 PMA Principles Course

    20/73

    © 2014 Holcim Technology Ltd

    Content

    Knowledge Management 21

    What is the approach all about?

    How is the approach implemented?

    Why Holcim Project Management Approach?

  • 8/9/2019 PMA Principles Course

    21/73

    © 2014 Holcim Technology Ltd

    Training on PMA at HTS

    On the job training (with a Local Trainer, during the life of a project)

    Duration: 2 days,

    When: beginning

    of the project

    Duration: 1/2 day,

    When: One month

    after beginning of

    the project

    Duration: 1/2 day,

    When: Before the

    end of the project

    Phase II Phase III

    ProjectRealization

    Phase IV

    ProjectCompletion

    Phase V

    ProjectEvaluation& Transfer

    Phase I

    ProjectDefinition

    ProjectPlanning

    Definition and planningWorkshop

    Completion and evaluationWorkshop

    RealizationWorkshop

    Formal courses

    • PMA Users course

    • Train the Trainer (for Local Trainers)

    • Project Manager Seminar

    Knowledge Management 22

  • 8/9/2019 PMA Principles Course

    22/73

  • 8/9/2019 PMA Principles Course

    23/73

    Strength. Performance. Passion.

    © 2014 Holcim Technology Ltd

    PMA Users Course

    Let’s zoom in….

    Knowledge Management

  • 8/9/2019 PMA Principles Course

    24/73

    © 2014 Holcim Technology Ltd

    Phase III

    ProjectRealization

    Phase IV

    ProjectCompletion

    Phase II

    ProjectPlanning

    Phase VProjectEvaluation

    & Transfer

    Phase I

    ProjectDefinition

    Clear understanding of Client’s problem & objectives

    Explicit consideration of stakeholders’ interests

    Incorporation of similar experiences throughout the

    Group

    Description of what will be delivered

    Identification of intermediate results

    Definition of the main roles & responsibilities

    First calculation of overall costs & benefits

    Identify threats/opportunities & define actions

    Getting a formal project approval

    Phase I - Project definition

    To do:  

    1. Assessment of initial situation : 

    2. Stakeholder analysis : 

    3. Search for lessons learned : 

    4. Definition of product or service : 

    5. Milestone schedule : 

    6. Outline project organization : 

    7. Estimation of project costs &

    benefits : 

    8. Risk identification &countermeasures :

    9. Agreement with the client : 

    Knowledge Management 26

  • 8/9/2019 PMA Principles Course

    25/73

    © 2014 Holcim Technology Ltd

    Step 1.1 - Assessment of initial situation

    Do we really understand what the Client wants, or do we only

    assume what he/she wants?

    Template

    • Define in detail together with your client:

    What are the root causes to start the project

    What are the business objectives of the project(SMART)

    What is the project mission

    (assignment of the team)

    • Ask questions to ensure common understanding!

    Knowledge Management 27

    http://phase%20i%20templates%20v3.0.xls/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    26/73

    © 2014 Holcim Technology Ltd

    Consider internal and external persons/organizations who have a personal or

    business interest (positive or negative) in the execution or end result of the

    project

    Step 1.2 - Stakeholder analysis (1)

     AFR

    ProjectTeam

    Ignoring stakeholders’ interests may lead to unsuccessful completion of a

    project (additional costs, delays, partial achievement of objectives, etc.)

    Knowledge Management 28

  • 8/9/2019 PMA Principles Course

    27/73

    © 2014 Holcim Technology Ltd

    Step 1.2 - Stakeholders analysis (2)

    Gain support for your project by incorporating the interests of people with high

    influence and/or interest on the project

    Template

    Steps:

    • Identify all the stakeholders

    •  Determine their level of: 

    Interest: needs and expectations

    towards the project

    Influence: authority or power to helpor hinder the project

    • Prepare a stakeholder map

    • Gather interests from important

    stakeholders (through interviews,

    workshops, questionnaires…)

    •  Agree on incorporation of their needs to

    the project definition

    Level of interest

       L  e  v  e   l  o

       f   i  n   f   l  u  e  n  c  e 

    H

    M

    L

    L HM

    Knowledge Management 29

    http://phase%20i%20templates%20v4.0.xls/http://phase%20i%20templates%20v4.0.xls/

  • 8/9/2019 PMA Principles Course

    28/73

    © 2014 Holcim Technology Ltd

    To avoid reinventing the wheel, look for similar projects in the Holcim Group

    and also somewhere else

    There are many resources to search for :

    • Internal: other plants, divisions, departments of your

    Company, other Holcim Group Companies,

    Holcim Portal (iShare)

    • External: benchmarking with competitors,

    other industries, suppliers

    Step 1.3 - Search for lessons learned

    Template

    Holcim PortalDecide if you are going to incorporate the lessonslearned to the project and how! 

    Knowledge Management 30

    http://phase%20i%20templates%20v3.0.xls/https://web.holcim.com/https://web.holcim.com/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    29/73

    © 2014 Holcim Technology Ltd

    What product or service will the project team deliver to the Client?

    Client Technical office Purchase Dept. Supplier

    Step 1.4 - Definition of product or service (1)

    Template

    • Based on your project mission, define the product or service:

    Product/service: Major deliverables, project outcome needed by the Client (SMART)

    Specifications: characteristics of the deliverables (e.g. conveyor belt capacity 120 t/h,

    slope 15°, width 105 cm….)

    Exclusions: Specify items that are not part of the scope of the project

     Cost/time expectations : Define limitations from the Client’s point of view

     Assumptions: factors considered certain for planning purposes 

    Special conditions: requirements of the project team to be able to

    deliver the expected product

    Knowledge Management 31

    http://phase%20i%20templates%20v3.0.xls/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    30/73

    © 2014 Holcim Technology Ltd

    Step 1.4 - Definition of product or service (2)

    • We therefore establish the following KPI:

    Overall Project Success (OPS)

    OPS = Criteria A x Specif ic Weight + Criteria B x SW + Criteria C x SW 

    Criteria could be: time, cost, results, expectation, stakeholdersappreciation, financial impact, etc…

    The Client and project team assign specific weight for each criterion and

    decide on how to measure each one

    Define project success according to specific criteria that will be

    measured at the end of the project

    Template

    Knowledge Management 32

    http://phase%20i%20templates%20v3.0.xls/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    31/73

    Step 1.6 - Outline project Organization (1): Roles and

  • 8/9/2019 PMA Principles Course

    32/73

    © 2014 Holcim Technology Ltd

     A clear definition of responsibilities facilitates the coordination amongpeople involved in a project

     Always define the main roles and responsibilities including

    those of the Client

    • There are four people named Everybody, Somebody, Anybody and Nobody.

    • There was an important job to be done and Everybody was asked to do it.

    Everybody was sure Somebody would do it. Anybody could have done it, but

    Nobody did it. Somebody got angry about that because it was Everybody's job.

    • Everybody thought Anybody could do it but Nobody realizedthat Everybody wouldn't do it.

    • It ended up that Everybody blamed Somebody when Nobody did what Anybody

    could have done.

    p p j g ( )

    Responsibilities

    Template

    Knowledge Management 34

    http://phase%20i%20templates%20v3.0.xls/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    33/73

    © 2014 Holcim Technology Ltd

    Step 1.6 - Outline project organization (2)

    Team Member Team Member Team Member Team Member 

    Project Manager 

    Client

    Steering Group

    Steering

    Group Review

    Review Meeting

    (Client, if required)

    Knowledge Management 35

    Step 1.6 - Outline project organization (3): Documents and

  • 8/9/2019 PMA Principles Course

    34/73

    © 2014 Holcim Technology Ltd

    Defining the document flow and the meeting schedule during the

    project helps define how the project will be managed

    Key questions to address:

    • Who gets what information?

    • How often do we need to distribute a

    report or organize a meeting?

    Meetings

    Template

    Knowledge Management 36

    http://phase%20i%20templates%20v3.0.xls/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    35/73

    © 2014 Holcim Technology Ltd

     An estimation of project costs gives an indication on project feasibility

    in relation to costs and benefits

    • What is the project cost?(materials, supplies, people, equipment, etc.)

    • What is the project benefit? Is it measurable?

    (savings, pay-back time, NPV, IRR)

    Level of  detail

    Estimation of project costs 

    Project budget 

    I  II III IV V 

    Phases 

    Step 1.7 - Estimation of project costs & benefits

    Template

    Knowledge Management 37

    $

    http://phase%20i%20templates%20v3.0.xls/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    36/73

    © 2014 Holcim Technology Ltd

    Identify and evaluate threats and opportunities whichmight influence your project and decide on

    countermeasures to reduce the need for emergencyactions

    •  Achievement of business objectives• Delivery of product as per specifications

    •  Achievement of agreed milestones

    • Completion within agreed budget

    • Resources and organization…

    Risks may impact:

    Step 1.8 - Risk identification and countermeasures

    Template

    Impact

       L   i   k  e   l   i   h  o  o   d

     

    H

    M

    L

    L HM

    Knowledge Management 38

    http://phase%20i%20templates%20v3.0.xls/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    37/73

    © 2014 Holcim Technology Ltd

    •  Assure that the Client and the project team have

    a common understanding about the end results

    of the project (business objectives, time, cost,

    deliverables)

    •  Agree on the key elements of the project• Get the Client's formal approval to launch the

    project

    Step 1.9 - Agreement with the client

    Template

    Summarizing the results of the previous steps with the client

    (e.g. in a “contract”) helps to:

    Knowledge Management 39

    Ph II P j t l i

    http://phase%20i%20templates%20v3.0.xls/http://phase%20i%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    38/73

    © 2014 Holcim Technology Ltd

    1. Project team set-up : Integrate the project team through a team building process

    2. Project schedule : Set tasks for milestones and assign responsibilities

    3. Communication plan : Ensure stakeholders receive information at the right time

    4. Project budget : Plan costs that will be incurred during the project in detail

    5. Kick-off meeting : Ensure understanding and commitment to start realization

    Phase I

    ProjectDefinition

    Phase III

    ProjectRealization

    Phase II

    ProjectPlanning

    Phase IV

    ProjectCompletion

    Phase V

    ProjectEvaluation &

    Transfer

    Phase II - Project planning

    Knowledge Management 40

    St 2 1 P j t t t (1)

  • 8/9/2019 PMA Principles Course

    39/73

    © 2014 Holcim Technology Ltd

     An efficient team not only reduces workload by sharing - it also increases

    productivity by …..

    Integrate new members during the project planning phase

    as needed

    • Taking advantage of multi-functionality

    • Creating new and innovative solutions

    • Learning from each other

    • Reducing the risk of major mistakes

    • Realizing synergies …..

    Step 2.1 - Project team set-up (1)

    Template

    Knowledge Management 41

    St 2 1 P j t t t (2)

    http://phase%20ii%20templates%20v3.0.xls/http://phase%20ii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    40/73

    © 2014 Holcim Technology Ltd

    RAM (Responsibility Assignment Matrix) is a powerful tool to align your

    team work and lead the team without having the formal authority over

    the team members

    R - Responsible – Who is responsible for the execution of the task? Who will be doingit?

     A - Accountable – Who is accountable for the tasks and signs off the work? Who hasthe authority to decide?

    C - Consulted – Who are the subject matter experts who to be consulted? Who are thestakeholders?

    I - Informed – Who are the people who need to be updated of the progress? Anyonewhose work depends on this task?

    Step 2.1 - Project team set-up (2) 

    Knowledge Management 42

    Project

    Manager 

    Project

    Client

    Team

    member 1

    Team

    member 2

    Team

    member 3

    Stake

    holder 1

    Stake

    holder 2

    Stake

    holder 3 etc

    I I

    C I I I I I

     A I

     A C R

    R C

     Act ivity

    PERSON

    Collect requirements

    Submit change request

    Develop training plan

    R A

    St 2 1 T

  • 8/9/2019 PMA Principles Course

    41/73

    © 2014 Holcim Technology Ltd

    Step 2.1 – Team norms

    Steps: 

    1. Review the checklist of team norms included in the

    template

    2.  Agree on the team norms you wish to keep as a team3.  Add any other relevant team norm

    Committing to ways of working together early on in the life of a project

    decreases misunderstandings, increases productivity and builds strong team

    relationships

    Template

    Discussing norms allows team members to discover values that are

    important to one another. All team members share responsibility to

    enforce them once agreed.

    Knowledge Management

    http://phase%20ii%20templates%20v3.0.xls/http://phase%20ii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    42/73

    Step 2 2 Project schedule (2)

  • 8/9/2019 PMA Principles Course

    43/73

    © 2014 Holcim Technology Ltd

     Accurate, realistic, and workable scheduling is what makes a project tick

    To create the schedule ...

    1. Define tasks needed to reach agreed milestones

    2. Assign a person responsible for each task

    3. Estimate duration for each task, and define

    interdependencies between tasks

    4. Calculate end dates for each task, considering externalfactors such as plant shutdowns, delivery times of

    equipment, etc.

    5. Determine the critical path by analyzing the sequence of

    tasks that indicate the earliest possible end date of the

    project

    Step 2.2 - Project schedule (2)

    Template

    Knowledge Management 45

    http://phase%20ii%20templates%20v3.0.xls/http://phase%20ii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    44/73

    Step 2 4 - Project budget

  • 8/9/2019 PMA Principles Course

    45/73

    © 2014 Holcim Technology Ltd

     A project budget enables the project team to compare actual costs versusplanned costs and take actions if needed

    • The project budget aggregates all costs foreach task (bottom-up)

    • Based on the project schedule, you can also

    establish the expected monthly cash flow of

    the project (S-Curve – cost baseline)

    • Costs of each task can be broken down intovarious cost components needed to execute

    them: equipment, materials, labor, etc.

    Level of  

    detail 

    Estimation of project cost 

    Project budget 

    I  II III IV V 

    Phases 

    Template

    Step 2.4 - Project budget

    Knowledge Management 47

    Step 2 5 – Kick-off meeting

    http://phase%20ii%20templates%20v3.0.xls/http://phase%20ii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    46/73

    © 2014 Holcim Technology Ltd

    The kick-off meeting is the official start for the

    project realization

    • Participants are project team members, Client and/or Steering Group

    membersTemplate

    • Establishes priorities, tone and energy for the project and helps getcommon understanding on:

    Project definition: objectives, product, time and cost constraints, etc.

    Project planning: responsibilities & deadlines, budgets, etc.

    Step 2.5 – Kick-off meeting

    Knowledge Management 48

    Your project is now defined and planned

    http://phase%20ii%20templates%20v3.0.xls/http://phase%20ii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    47/73

    © 2014 Holcim Technology Ltd

     All steps of the project definition and planning have now been completed

    (with exception of the “pendings”)

    Your project is now defined and planned

    Now the project team is ready tocommence wi th the realization

    phase !

    Phase II

    ProjectPlanning

    Phase III

    ProjectRealization

    Phase IV

    ProjectCompletion

    Phase V

    ProjectEvaluation& Transfer

    Phase I

    Project Definition 

    Knowledge Management 49

    Phase III - Project realization

  • 8/9/2019 PMA Principles Course

    48/73

    © 2014 Holcim Technology Ltd

    Phase II

    ProjectPlanning

    Phase I

    ProjectDefinition

    Phase IV

    ProjectCompletion

    Phase V

    ProjectEvaluation &

    Transfer

    Phase III

    ProjectRealization

    Phase III Project realization

    1. Activity list : Detail the task in the project schedule

    2. Project review : Evaluate achievements and define actions to address issues

    3. Capture knowledge : Describe learning points as part of project review

    4. Project status report : Regular project update to Steering Group and Client

    5. Steering Group Review : Evaluate overall project and agree on actions as required

    To do:

    Knowledge Management 50

    Step 3.1 - Activity list

  • 8/9/2019 PMA Principles Course

    49/73

    © 2014 Holcim Technology Ltd

    Detailed definition of activities and clear assignment to responsible

    persons ensures proper coordination and control

    Level of

    detail

    Milestone schedule 

    Project schedule 

     Activi ty list 

    I  II III IV V 

    Phases

    Tasks need to be detailed into activities

    Example:Milestone 4  : Move in

    Task 1  : Decorate the house

     Activity 1 : Come up with decorating ideas Activity 2 : Discuss ideas with partner

     Activity 3 : Check prices of decoration

     Activity x :

     Activity xx : Put decoration in place

    Step 3.1 Activity list

    Knowledge Management 51

    Step 3.1 - Activity list (time management)

  • 8/9/2019 PMA Principles Course

    50/73

    © 2014 Holcim Technology Ltd

    Directions on the proper use of activity lists 

    1. Ensure that tasks are clearly defined

    2. Define a list of activities required to complete a task

    3. Define time needed and time available

    4. Insert your activities in your personal planner

    5. In case of overload, balance the work within the team

    6. In case of overload, define priorities and postpone activities

    7. Match new requests and other actions with your activity list

    Do not forget to consider reactive time

    Step 3 ct ty st (t e a age e t)

    Template

    Knowledge Management 52

    Step 3.2 - Project review

    http://phase%20iii%20templates%20v3.0.xls/http://phase%20iii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    51/73

    © 2014 Holcim Technology Ltd

    Periodic Project Reviews help to identify performance gaps at an early stage in

    order to keep the project on the right track

    Examples of discussion topics:

    • Review progress and plan activities for coming period

    • Tackle issues which may arise• Capture knowledge and share lessons learned

    p j

    Knowledge Management 53

    Step 3.2 - Project Review - effective meetings

  • 8/9/2019 PMA Principles Course

    52/73

    © 2014 Holcim Technology Ltd

    Some meetings are ineffective due to ……

    No chairman

    No listening

    Little time management

    Lack of visualisation

    p j g

    Knowledge Management 54

    Individuals

    pushing ideas

    Step 3.2 - Project review - effective meetings

  • 8/9/2019 PMA Principles Course

    53/73

    © 2014 Holcim Technology Ltd

    • Follow up on actions

    • Identify possible issues

    • Prepare the agenda

    • Inform attendees

    • Collect facts if required

    • Distribute action and decisionlog

    • Follow up on actions and

    provide any support or

    coaching

    • Verify results of the actions

    Proper preparation and follow up are key to the

    conduct of effective meetings

    • Review progress

    • Solve issues

    • make decisions

    • agree on actions

    Effective project reviews meetings can be carried out by...

    PREPARATION FOLLOW UP

    MEETING

    40% 40%20%

    p j g

    Template

    Knowledge Management 55

    Step 3.2 - Project review - agenda

    http://phase%20iii%20templates%20v3.0.xls/http://phase%20iii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    54/73

    © 2014 Holcim Technology Ltd

    • Review and update project schedule (and activity lists): progress of

    tasks due for completion and plan for the coming period

    • Review project budget, actual and forecasted costs

    • Identify and treat issues

    • Review changes required and their impact on the project

    • Review the agreed communication plan and risk analysis

    • Review team dynamics (norms, leadership, influencing , conflicts)

    • Capture knowledge

    • Review and update Action & Decision log

     A typical agenda of a Project Review meeting could be:

    Knowledge Management 56

    Step 3.2 - Project Review - Action & Decision log

  • 8/9/2019 PMA Principles Course

    55/73

    © 2014 Holcim Technology Ltd

     Agree on how to implement solutions chosen for the issues identified

    Template

    Knowledge Management 57

     Actions Decisions

     Action &

    Decision Log

     Agree on decisions(What)

     Agree on actions

    (What, Who, When)

    What Who When

    Step 3.2 - Project review – change request

    http://phase%20iii%20templates%20v3.0.xls/http://phase%20iii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    56/73

    © 2014 Holcim Technology Ltd

    Projects seldom run exactly according to plan. Managing changes formally is

    crucial to project success

    • Change is triggered by Client, Steering Group, Project team or stakeholders in order to

    correct or prevent issues or update content

    • Impact of the change in all dimensions (product, cost, time, risk, stakeholders, etc.)

    needs to be determined

    • If client approves the change, the project is managed against new

    targets (baselines)

    Template

    Change

    required

    Identify

    Impacts

    on project

    Client

     Accept?

    Update

    baseline(s)

    and plans

    Implement

    change(s)

    Document

    andcommunicate

    No

    Yes

    Knowledge Management 58

    Step 3.3 - Capture of knowledge

    http://phase%20iii%20templates%20v3.0.xls/http://phase%20iii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    57/73

    © 2014 Holcim Technology Ltd

    Describing knowledge immediately after learning occurs ensures that important

    learning elements are captured 

    • Organize regular After Action Reviews to analyze progress of the project and thereasons for achievements and deviations, agreeing on lessons learned

    • Decide on how / when to transfer knowledge; someone you know may immediately

    benefit from the lessons learned

    Learning

    Summary 

    Capture

    of knowledge 

    I  II III IV V 

    Phases

    Level of

    detail 

    Template

    Knowledge Management 59

    Step 4 - Project Status Report

    http://phase%20iii%20templates%20v3.0.xls/http://phase%20iii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    58/73

    © 2014 Holcim Technology Ltd

    Short and simple reports on the progress of the project

    ensure a clear understanding of the project status

    Status reports should include:

    •  Status of the KPIs (cost, time, quality)

    •  Achievements of the reporting period

    •  Plans for the coming period•  Key issues tackled

    •  Support required from Steering Group

    Template

    Knowledge Management 60

    Step 3.5 – Client/steering group review

    http://phase%20iii%20templates%20v3.0.xls/http://phase%20iii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    59/73

    © 2014 Holcim Technology Ltd

    Regular reviews with the Client/Steering Group

    ensure that proper attention is given to the projectenvironment (e.g. risks)

    • Client/Steering Group review meeting is used to identify whether changes

    are needed to the project definition

    •  At the end of the realization phase, the Steering Group will decide whether

    or not the hand-over can start

    Template

    Knowledge Management 61

    Phase IV - Project completion

    http://phase%20iii%20templates%20v3.0.xls/http://phase%20iii%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    60/73

    © 2014 Holcim Technology Ltd

    To do:

    1. Hand-over : Obtain client acceptance of final product or service

    2. Final report : Summarize the project and compare it with the originalplan

    3. Closing meeting: Formally complete the project

    Phase II

    ProjectPlanning

    Phase III

    ProjectRealization

    Phase I

    ProjectDefinition

    Phase V

    ProjectEvaluation &

    Transfer

    Phase IV

    ProjectCompletion

    Knowledge Management 62

    Step 4.1 - Hand-over

  • 8/9/2019 PMA Principles Course

    61/73

    © 2014 Holcim Technology Ltd

    The hand-over ensures that the client explicitly accepts

    the product or service and that ownership is properly

    transferred

    • Organize an acceptance test or a review of the product or service with

    the client

    •  Agree with the client on further actions to complete the project

    Template

    Knowledge Management 63

    Step 4.2 - Final report

    http://phase%20iv%20templates%20v3.0.xls/http://phase%20iv%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    62/73

    © 2014 Holcim Technology Ltd

    • Comparison between agreed business objectives and actual results

    • Comparison between agreed and delivered product/service

    • Comparison between project schedule & actual delivery times

    • Comparison between agreed and actual cost

    • Hand-over summary

    • Learning summary

    • Recommendations related to sustainability

    Template

    The final report is a summary of the project at its end state and serves as a

    reference for future projects. It includes:

    Knowledge Management 64

    Step 4.3 – Closing meeting

    http://phase%20v%20templates%20v3.0.xls/http://phase%20v%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    63/73

    © 2014 Holcim Technology Ltd

    • This meeting takes place when:

     All the handover actions have been completed The final report has been completed

    • It has an informal character to recognize and celebrate the

    successful completion of the project ...

    • Before closing, calculate the Overall Project Success (OPS)

    Template

    Held to formally complete the project and to

    officially release the project team from furtherresponsibility to deliver

    Knowledge Management 65

    Phase V - Project evaluation and transfer

    http://phase%20v%20templates%20v3.0.xls/http://phase%20v%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    64/73

    © 2014 Holcim Technology Ltd

    If your organization knew, what you know now...

    What have we learned?

    Phase 3

    ProjectRealization

    Phase 1

    ProjectDefinition

    Phase 4

    ProjectCompletion

    Phase 2

    ProjectPlanning

    Phase 5

    ProjectEvaluation &Transfer 

    Knowledge Management 66

    Phase V - Project evaluation and transfer

  • 8/9/2019 PMA Principles Course

    65/73

    © 2014 Holcim Technology Ltd

    To do:

    1.After action review (AAR): Evaluate the project with the team and client

    2.Learning summary : Distil and document knowledge gained

    3.Knowledge transfer : Select mechanism to transfer lessons

    learned

    Phase II

    ProjectPlanning

    Phase III

    ProjectRealization

    Phase IV

    ProjectCompletion

    Phase I

    ProjectDefinition

    Phase V

    ProjectEvaluation &Transfer

    Knowledge Management 67

    Step 5.1 – After action review (AAR)

    Th j t t h t t it t l f f t j t b l ti

  • 8/9/2019 PMA Principles Course

    66/73

    © 2014 Holcim Technology Ltd

    • Evaluate different aspects of the project (deliverables, milestones,teamwork…), by asking:

    What did we set out to do?

    What actually happened?

    Why did it happen?

    What are we going to do next time?(What are the lessons learned?)

    Template

    The project team has a great opportunity to learn for future projects by evaluating

    the recently completed project

     A neutral person should facilitate the AAR. It should look for

    improvement opportunities rather than placing blame

    Knowledge Management 68

    Step 5.2 - Learning summary

    http://phase%20v%20templates%20v3.0.xls/http://phase%20v%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    67/73

    © 2014 Holcim Technology Ltd

    • Includes both expertise and behavior

    • Considers the outcome of the final AAR and

    knowledge captured during project

    realization

    Capture of  knowledge 

     After Act ion

    Review 

    Learning

    Summary 

    I  II III IV V 

    PHASES 

    LEVEL OF DETAIL 

    Behavior

    Expertise

    Continuous Performance

    Improvement

    Template

    Distils lessons learned captured during the project

    Knowledge Management 69

    Step 5.3 – Knowledge transfer

    Ensures that knowledge is not only available within the project team

    http://phase%20v%20templates%20v3.0.xls/http://phase%20v%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    68/73

    © 2014 Holcim Technology Ltd

    • Decide with the team the best practical actions to transfer the lessons

    learned from the project

    • Examples:

    Present results to your department

    Include lessons learned and/or Final

    Report in the Holcim Portal

    Write a project summary for the Holcim

    news

    Contribute to an international or regional

    event

    Template

    Ensures that knowledge is not only available within the project team

    Knowledge Management 70

    Strength Performance Passion

    http://phase%20v%20templates%20v3.0.xls/http://phase%20v%20templates%20v3.0.xls/

  • 8/9/2019 PMA Principles Course

    69/73

    Strength. Performance. Passion.

    © 2014 Holcim Technology Ltd

    Now the project is finished and the

    project team is released!

    Knowledge Management

    Strength Performance Passion

  • 8/9/2019 PMA Principles Course

    70/73

    Strength. Performance. Passion.

    © 2014 Holcim Technology Ltd

    PMA – Getting Started

    Useful tips….

    Knowledge Management

    If t t t j t

    Getting started

  • 8/9/2019 PMA Principles Course

    71/73

    © 2014 Holcim Technology Ltd

    • If you are to start a project:

    Identify the client of the project

    Have a meeting to work preliminary on:

     Assessment of initial situation,

    definition of product or service,

    project organization

    Identify and invite project team members to a definition and planning

    workshop

    Decide whether a trainer/facilitator is necessary or not

    Start working during the workshops, using the PMA

    as a tool!

    Knowledge Management 73

    Th j t l it t i

    “Rigid principles, flexible application”

  • 8/9/2019 PMA Principles Course

    72/73

    © 2014 Holcim Technology Ltd

    • Three project complexity categories  A high project complexity

    B medium project complexity C low project complexity

    • Three levels of compliance Full compliance

    Partial compliance

    Limited compliance

    The reference book provides all the help you need to

    determine complexity and level of compliance

    Knowledge Management 74

    • A / B / C

    • Full

    • Partial,

    • Limited

  • 8/9/2019 PMA Principles Course

    73/73