effective executive status reporting webinar by kw3 consulting

www.kw3consulting.com

Effective Executive Status Reporting

Webinar

November 13, 2014

Kirk Williams

• Complex initiatives are CHALLENGING

• Many moving parts, multiple teams, stressful

• Senior Leaders want SIMPLE and CLEAR status and know when

and where TO TAKE ACTION

• The Challenge – executive status is convoluted and not easily

understandable.

• Today, we will talk about 4 strategies to help you be more effective at

Executive Status Reporting

2

The Challenge

Logistics For Today’s Call

• The call is being recorded

• Copies of slides will be made available at the conclusion of the call

• We will have two poll questions so be ready to answer

• Please enter your questions in the chat box at any time

• Tweet your comments during the call - #statusreporting

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Kirk Williams

• Founder & CEO - KW3 Consulting

• Management Consultant for 18 years

• Worked for Accenture Consulting for 13 years

• Started KW3 Consulting 5 years ago

• Managed multi-million dollar business and technology transformation initiatives

• Consulted with small, large and Fortune 500 companies. Some include Wells Fargo, Cisco, JPMorgan Chase, Callaway Golf

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Today’s Discussion

Types of Status Reporting

Executive Status Reporting Strategies

Case Study

Key Takeaways & Wrap-Up

5

Poll #1

What challenges do you experience today with Executive

Status Reporting?

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Types of Status Reporting

7

Executive Status

Reporting

Program-Level Status Reporting

Project Team Status Reporting

Individual Team Member Contributions and Status

• Multiple Layers of Status Reporting are typical

• Deciphering through the data can be challenging

Executive Status Reporting is a high level visual

representation of the project/program status and

highlights risk areas that may require action

What Executives Care About?

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• True and Accurate status

• Keeping It Simple - Less about details, more key points

• No Surprises (minimize the surprise escalations)

• Knowing exactly what decisions they have to make

• Sense of comfort that the Project/Program Manager has this initiative under control – “MANAGING UPWARDS”

Executive Status Reporting

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What makes Executive Status Reporting is not just the tools.

It about tools, people and process.

Executive Status Reporting Strategies

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Know Your Audience

Keep Leadership Engaged

Develop Executive Dashboard

Manage Project Escalations

#1 - Know Your Audience

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Dominance – direct, strong-willed and forceful

Influence – sociable, talkative and lively

Steadiness – gentle, accommodating and soft-hearted

Conscientiousness – private, analytical and logical

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#1 - Know Your Audience

Senior Leadership / C-Suite tends be a High “Dominance”• Demanding• Driving• Ambitious• Want the end result

What They Expect:• Crisp Communication• Straight to the point• Options and Alternatives• Thoughtful

#2 - Keep Leadership Engaged

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• Leadership wants to be kept in the

loop

• Need to understand how

Leadership wants status and what

they care about

• Senior Leadership needs to feel

comfortable

Strategies

• Stakeholder Commitment

Discussions and Analysis

• Steering Committee

Structure

• Ad-Hoc Status, as needed

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AWARENESS

UNDERSTANDING

ACCEPTANCE

COMMITMENT / OWNERSHIP

LACK OFAWARENESS

CONFUSION

DISSENT ORPASSIVERESISTANCE

OPPOSITION ANDFAILURE

A

B

D

C

E F G

H =Unknown

Note: Size of circle indicates current relative level of involvement/influence.


Stakeholder Commitment Curve

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#2 - Keep Leadership EngagedName Background Actions Required

Stakeholder 1 Understands and is committed to the need for change;

thinks biggest gap is not with “processes and tools” but

with “orchestration”

Would be ideal to put in an “orchestration” role

(e.g., Release Manager) In order to maintain

commitment through organizational changes

Stakeholder 2 Believe that he is approaching buy-in level; will

probably not publicly/actively champion Estimating

Model because it is associated w/ACN

Stakeholder 3 Currently neutral; indicates perception of value with

Estimating approach

Needs information/details to sustain commitment;

will continue to provide detailed information around

approach and use

Stakeholder 4 Very skeptical about value of Estimating Model;

resistant to new approach. Issue enhanced by

Accenture “slow start” with his team.

Must continue to prove value of approach from

“bottom up” perspective. May require “top down”

messages to clear the path for progress.

Stakeholder 5 May perceive Estimating work as a threat because will

provide greater transparency into the work

May require messaging through Greteman and/or

Miller to maintain progress along curve.

Stakeholder 6 Less exposure to Estimating work currently Continue on current path; progress on curve

anticipated as more exposure to Estimating

approach

Stakeholder 7 Less exposure to Estimating work currently Continue on current path; progress on curve

anticipated as more exposure to Estimating

approach

Stakeholder 8 TBD TBD

A

B

C

D

E

F

G

H

Stakeholder Commitment Curve Details

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Steering Committee Structure

#3 - Develop Executive Dashboard

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• Begin with the end in mind - Know What Leadership Wants

• Putting status in terms that Executives understand

• Easily identify issues and risk areas

• Be consistent


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Example 1


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Example 2

#4 – Manage Project Escalations

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#4 – Manage Project Escalations

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Trade-off Scenarios

Consensus Building

Consistent Status View

Lead with the facts

Understand others

Case StudyC

lien

t • One of the nation’s largest banking institutions

• Premier provider of mortgage loans to consumers

Ch

alle

ng

e • Cross-line of business and technology transformation

• First 2 years -$150M spent, 300+ person project, NO RESULTS

• No visibility into TRUE status and problem areas

So

luti

on • Established a PMO

SWAT Team to find order

• Conducted 30-day plan to get a consolidated program plan in place

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25 of 1669 total milestones are on this exception report

SIT Drop 1

1

HULA - A&D - Design Reviews N/A HULA NA Y

Have not received volume and usage information from each

vertical teams. Low risk risk at this point since we have

infrastructure in place today

Meeting scheduled for next week to discuss issue

2

HULA - A&D - Framework

Updates/Implementation - VersioningN/A HULA Y Y





3

HULA - UAT Testing - Framework

Updates/Implementation - Publish/subscribe

functionality

N/A HULA Y Y





4


Updates/Implementation - Business Activity

Monitoring

N/A HULA Y Y





5


Updates/Implementation - VersioningN/A HULA Y Y





SIT Drop 2

1 Artifact production HU - 1.1 HULA - YTo be completed next week with implementation of new

process

To be completed next week with implementation of

new process

2 Design Reviews HU - 2.1 HULA - YTo be completed next week with implementation of new

process


new process

3 Framework Updates/Implementation - Versioning HU - 6.1 HULA - YTo be completed next week with implementation of new

process


new process

4 APPRAISAL.6.0 - CPC Turned in and Approved AP - 6.1Credit

Council- Y

To be completed next week with implementation of new

process


new process

5 CREDIT.7.0 - Create Hazard and Title CP - 7.1Credit

Council- Y

To be completed next week with implementation of new

process


new process

6 SIT 2: UC Realization

Product

Council -

PFR

- YTo be completed next week with implementation of new

process


new process

Projected

End# Component OwnerUnique ID

Functional Component

Group

Status

Previous Current CommentsDescriptionOriginal

End

SIT Drop 1

Requirements ### ##

Analysis & Design ### ##

Build & Unit Test ### ##

SIT Testing ### ##

SIT Drop 2

Requirements



SIT Testing Execution ### ##

UAT Testing ### ##

SIT Drop 3

Requirements



SIT Testing ### ##

UAT Testing ### ##

Production Readiness

Implementation & Rollout ### ##

Configuration ### ##

Security

Data ### ##

CAPs/TOPs ### ##

Compliance ### ##

Release Management Milestones

Program Workstreams Oct Nov Nov DecDec Jan Feb Mar Aug OctSept JanApr May Jun Jul

Rqmnts Approvedb

Functional Designs Approvedb

b Proj Designs Approved

b CORE IST

Deploy to UATb

b UAT Sign-off

b Implementation Window (8/5-8/11)

b

Today

5/11

7/14

8/4

1/21

2/24

2/23

2/20

7/7

SIT2 Requirements Completion, 4/14

5/26

SIT3 Requirements Completion, 6/16

8/7

11/17

b

Code Drop, 3/3

b

9/25

5/1

6/1

7/10

8/21

17 of 147 total milestones are on this exception report

SIT Drop 1

1 N/A N/A N/A N/A N/A N/A N/A N/A N/A

Effected Units of Work:

N/A

Timeline Impacts / Drop Dead Date:

N/A

N/A

SIT Drop 2

1 Calculations Library partial/full (DD) DD YTo be completed next week with

implementation of new process



new process


<insert comments here>

To be completed next week with


2 Assemble Scenarios Rule Stub (DD) DD YTo be completed next week with




new process





3 WKS SINGLE API Installed ELF -37.1 ELF YTo be completed next week with




new process





4 Event Notification Publish- 2 - Partial (ELF) ELF - 39.1 ELF YTo be completed next week with




new process





5 Event Notification Subscribe - 2 - Partial (ELF) ELF - 40.1 ELF YTo be completed next week with




new process





6 Get Credit Report Data Partial (DD) DD YTo be completed next week with




new process





Status

Previous CurrentOriginal

EndImpact Action Plan# Component OwnerUnique ID Description

Projected

EndFunctional Component Group

Case Study - Executive Dashboard

1 2

3

High-Level Timeline Cross-Team Exception Report

Individual Project Team Milestone Report

Poll #2

Based on what we talked about, what strategy do you think is most helpful for

you in your situation?

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Key Takeaways

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Know Your Audience and Expectations

Keep It Simple

Keep Leadership engaged on their terms

It’s About People,

Process and Tools

Develop Executive

Level Status With the

End in Mind

“Off The Gantt” Training Series

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• Status Reporting is just one piece of

the Advancing towards Program

Management

• Our “Off The Gantt” Training Series

coming up in December. Full day

interactive and engaging session

• Followed up by 3 conference calls

Friday, December 19th in Downtown Los Angeles

Email [email protected]

FOR MORE DETAILS AND CHECK OUT OUR WEBSITE

mailto:[email protected]

Upcoming Webinars

• Thursday, January 18th @ 10am PST

• Thursday, February 12th @ 10am PST

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Thank You

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• Please fill out the survey and give your feedback

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effective executive status reporting webinar by kw3 consulting

Leadership & Management