a team-based approach to continuous improvement in program, project and portfolio management: the u....
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A Team-based Approach to
Continuous Improvement in Program,
Project and Portfolio Management
The U. S. Government’s Global
Threat Reduction Initiative
Russell D. Archibald, David L. Pells, Wayne Abba, Miles
Shepherd and Marc Zocher
27th IPMA World Congress
Dubrovnik, Croatia
October 2013
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
The Global Threat Reduction Initiative
(GTRI)
• Global mission to protect society from
terrorist use of nuclear or radiological
materials:
– from non-military sources
– in an improvised nuclear device or bomb (IND) or
radiological dispersal devices (RDD)- “dirty bomb”
• 1,000 projects in over 70+ countries
Page 2
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
National Nuclear Security Administration
(NNSA)
• Responsible for management and security of
the USA’s
– Nuclear Weapons
– Nuclear non-proliferation, including GTRI
– Naval reactor program.
• 11 National Laboratories and agencies
operated by private contractor firms
Page 3
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Global Threat Reduction Initiative
- Three Primary Programs (portfolios of projects)
Page 4
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Accomplishments through 2012
• Converted or shutdown 85 HEU fueled research reactors; removed 3,500 kilograms of HEU and plutonium – enough for more than 135 nuclear bombs
• Removed/stored 775 bombs’ worth of HEU and plutonium at the BN-350 reactor in Kazakhstan
• Protected over 1,500 radiological buildings around the world containing millions of curies – enough for thousands of dirty bombs
• Recovered over 31,000 disused radiological sources in the United States containing more than 1 million curies.
Page 5
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Save the Planet Urgency
President Obama’s
2009 pledge in Prague
& in 2010 to secure the
highest at-risk nuclear
materials within 4 years
Page 6
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
GTRI Management Challenges
• Truly effective program/project management
• Single, integrated program management information system
• Integrating many information systems and data used within government and private organizations
• Satisfying financial controls of Executive Branch, Congress and Foreign Governments
• Accelerating accomplishment at reduced cost
Page 7
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
The GTRI G2 Information System
• Developed rapidly in 2007 using Agile
methods
• G2 Project Team from GTRI HQ, various
Laboratories, and private contractor
• G2 Project was the first government project to
receive the PMI Distinguished Project Award
for 2010
Page 8
Global Threat Reduction Initiative
Technical Evaluation Team
Page 9
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Evolution of the GTRI Governance and
Management Methodologies
• GTRI Headquarters has 3 Office Directors, 40 people: – North and South America plus Protect globally
– Europe and Africa plus Convert globally
– Former Soviet Union/FSU and Asia plus Remove globally
• Office Directors handle diplomatic agreements and coordinate portfolios
• Regional and country managers coordinate programs and projects within assigned areas
• Field operations are directed and supervised by specific National Laboratories and work is performed by local contractors
Page 10
Global Threat Reduction Initiative
Technical Evaluation Team
NNSA/GTRI Headquarters (May 2013)
Page 11
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Evolution of GTRI Project, Program &
Portfolio Management
2007-10: Formation of Technical Evaluation Team (TET)-Periodic
evaluation sessions with HQ, 3 Labs, and 5 industry experts in
Washington DC. Release of the G2 info system.
Page 12
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
GTRI Strategic Plan
• Describes GTRI Mission, Goals,
Structure and Expected
Outcomes – in 32 pages
• Outlines fundamental strategies
for achieving goals in compliance
with policies and directives of
NNSA, Dept. of Energy, and all
appropriate laws
Page 13
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
GTRI Program Management Plan
• Describes GTRI management organization,
roles, requirements and policies
• Provides top down P/PM framework for
participating labs
• Used for both management & communication
Individual Labs prepared their own PMPs aligned
with GTRI top-level PMP
Page 14
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Organizational Complexities increase
Challenges DOE/NNSA programs/portfolios - National Lab projects
Page 15
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
2010-13: GTRI Project Management
Improvement Team (PMIT)
• 20 members: 4 HQ, 11 NNSA Labs and Sites, 5 industry experts
• Formal Charter: Goal, Process, Tools, Conduct
• Quarterly 2 day meetings at field sites
• Identify and prioritize challenges and issues
• Assign actions to resolve
• Identify and share good practices
• Learn from host organizations: case studies
Page 16
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
PMIT Goal
• Create a forum to network across labs and
HQ, and between government and private
industry, to share successful practices to
further improve GTRI project management
and business processes.
Page 17
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Five Independent Project Management
Experts
• Varied backgrounds: industrial, governmental,
international, nuclear, professional associations
and standards
• Globally recognized authorities in the
project/program/portfolio management field
• Trusted team members (TET experience)
• Authors of this paper
Page 18
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
PMIT Accomplishments
• Engaged key stakeholders.
• Improved communications and teamwork.
• Identified and implemented process improvements.
• Shared good practices and lessons learned.
• Identified on-going issues and needs.
• Raised the profile of GTRI and project/program/portfolio management.
• Stimulated improvements and more project management maturity within the national laboratories.
• The PMIT is now recognized as a best practice
Page 19
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
These results were achieved through:
• Implementation of leading edge project, program, and portfolio concepts;
• More comprehensive project planning and control processes;
• Improved identification and management of risks and opportunities;
• More attention to project management education, communications and team building;
• More rapid organizational project management maturity; and
• A more confident GTRI management team.
Page 20
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Improved Stakeholder Satisfaction
The resulting accountability and visibility
has gained further support for GTRI
with the U. S. Congress
and the Obama Administration
Budget increased
from $97 million in FY2006
to $466 million in FY2013
Page 21
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Dramatically improved HQ – Lab
relations & productivity
Page 22
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Benefits to the Global Public and GTRI
• Reduced program risks
• More comprehensive program and project planning;
• P/PM aligned and consistent with globally recognized project management standards and best practices; and
• Additional assurance that the conversion, removal, and protection projects are planned, managed and completed on time, within the budgets, and according to the high quality demanded
Page 23
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Conclusions
• The GTRI PMIT has proven to be a productive
approach to assure continuous improvement in
the management processes used on this large
and complex initiative.
• This team approach might be highly effective for
similar large, complex government-industry
endeavours, including the use of independent
experts as a part of the improvement team.
Page 24
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Useful Links
• NNSA
– http://nnsa.energy.gov/
• GTRI Fact Sheet
– http://www.nnsa.energy.gov/aboutus/ourprogram
s/nonproliferation/programoffices/officeglobalthre
atreduction
Page 25
GTRI Program, Project & Portfolio Management
Abba, Archibald, Pells, Shepherd, Zocher
27th IPMA World Congress – Dubrovnik, Croatia
Thank you!
• David Pells – editor@pmworldjournal.net
• Miles Shepherd - miles.shepherd@msp-ltd.co.uk
Page 26
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