www.regoprocess.com integrated ppm governance leveraging org change management for ppm process...
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www.regoprocess.com
Integrated PPM Governance
Leveraging Org Change Management for PPM Process Implementations
Presented by: Allan Mills
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Agenda• What is PPM Process?• What are some of the challenges in implementing effective
PPM processes?• How can Organizational change Management facilitate
effective PPM implementation that provides value?
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• Project Portfolio Management
• Application of knowledge, skills, tools & techniques to a collection (or portfolio) of projects in order to meet needs of an organization’s investment strategy
• Stakeholders: financial management, senior executives, stockholders
• Stakeholder needs: optimal investment of resources, ROI, strategic alignment
• Project Management
• Application of knowledge, skills, tools & techniques to project activities to meet project requirements
• Stakeholders: business owners, sponsors, end users
• Stakeholder needs: business requirements, controlling costs & schedule
Project Portfolio ManagementProject Management
PPM and PPM Defined
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The Art & Science of Project Management
10-20% Science
80-90% Art
Plans, WBS, Gantt Charts, Standards, Controls, Variance Analyses, Metrics, Risk Management, Status Reports, Meeting Agendas
Effective Communications, Trust, Integrity, Honesty, Sociability, Leadership, Values, Staff Development, Flexibility, Decision Making, Perspective, Negotiations, Customer Relations, Problem Solving, Managing Change, Managing Expectation
A Good PPM Process makes the science more efficient so the PM’s can spend more time on the Art
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Challenges of a PPM Process Implementation
Utilizing a standardized PPM Process is powerful but:– How do we enable the PPM Process to add value?– How do we standardize the PPM Process?– How much should we implement at first?– What changes bring the most value?– How do we overcome resistance to change?– How do people buy-in to the process?
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Process for Leading Successful Change
1. Increase urgency2. Build guiding teams
3. Get the vision right4. Communicate for buy-in
5. Enable action6. Create short-term wins
7. Don’t let up8. Make it stick
Create a Climate for change
Engage and enable the whole organization
Implement and sustain change
John Kotter: Leading Change
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Systematic Approach to Change Management
• A way to logically plan for change• Use a Standard Project and Portfolio Management
Methodology• Build a case for change and increase urgency• Build the guiding teams• Create the PPM Methodology/vision• Celebrate short-term wins
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Increasing UrgencyWays to increase the sense of urgency for PPM Process changes:
– Obtain belief from everyone that PPM Process change is critical to success
– Gain rational buy-in• An awareness campaign – what is PPM Process?• Based on solid data – show benefits to results• Solidify scope and benefits of PPM Process implementation
– Gain emotional buy-in • Feel the pain of the current process and a need to change – why is
there a need for an integrated PPM Process?• Demonstrate how the new process will improve results • Generate positive energy for PPM Process Change
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Building Guiding Teams• Change needs a number of powerful guiding teams - from all
stakeholder groups impacted by the PPM Process change• Teams actively champion the effort – to build the positive
energy for the changes that will result from the PPM Process implementation
• Teams take action to overcome barriers – the implementation team actively works towards solutions and results
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Get the Vision RightWhy do we need a vision?
– Allows everyone to see the need for the PPM Process– Steers implementation in the right direction– Envisioned future that helps achieve success– Provides motivation and clarification– Shared urgency for change pushes people into action– Vision steers them in the right direction
Once the Vision is defined:– Communicate about change without endless meetings– Interdependent groups can work in some degree of autonomy
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Communicate for Buy-inThe Goal:
– To get as many people as possible acting to make the vision a reality
The PPM Process Communication Plan: – Communication through the core team – Identifying sources of resistance– Keep focused on the vision– Show how PPM Process will bring tangible benefits– Focus on communicating the envisioned future
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Enabling ActionThe Goals:
– Enable broad base of people to act – provide training and the process to make it successful
– Remove the barriers to PPM Process implementationOutcomes:
– Individuals receive the PPM Process training needed to be successful
– Managers commit time and resources necessary to build the system and provide training
– Organizational processes and systems aligned to new PPM Processes
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Create Short-Term Wins• Celebrate major Project milestones• Project and Portfolio Management Methodology updated
based on PM feedback• Complete Training for PPM Process• Project plans are all developed using the methodology• Confidence that PPM Process success based on concrete
evidence
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Don’t Let UpPPM Process Plans – Don’t Let Up
– Implement Portfolio Management– Continuously improve processes– Company User Group - Share PPM best practices
Outcomes:– Reinvigorated project provides accomplishment and optimism– Addition and development of new people– Sustained leadership from senior people – Leadership:
• Reinforce the need for change • Perceived as actively involved in the change
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Process for Leading Successful Change
1. Increase urgency2. Build guiding teams
3. Get the vision right4. Communicate for buy-in
5. Enable action6. Create short-term wins
7. Don’t let up8. Make it stick
Create a Climate for change
Engage and enable the whole organization
Implement and sustain change
John Kotter: Leading Change
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Taking a Deeper DiveLet’s take a deeper dive on Building Guiding Teams
– What kinds of Guiding teams do you have?– What do you think makes an effective guiding team?– How do you develop a climate of trust and commitment within
the teams in your organization?
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Kinds of Guiding Teams• The Sponsor• The Senior Guiding Team• Field Guiding teams• Change Teams
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Key Skills and Attributes of Guiding Teams• A Shared Sense of Purpose• Clear Roles• Effective team Processes• Strong Relationships• Effective interface management
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Setting Clear Goals for the Guiding Teams• Power and Influence• Leadership• Diversity• Expertise • Credibility
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Summary• Increase the urgent need for PPM Process• Create and nurture the guiding teams• Create a sustainable vision of the future• Celebrate the short-term wins• Keep the energy and excitement going• PPM Process is indispensable to your success
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regoProcess Can AssistregoProcess provides several PPM Process Reengineering and PMO Start-up Offerings
Visit our website for more information:
www.regoProcess.com
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Questions
Phone888.813.0444
Websitewww.regouniversity.com
We hope that you found this session informative and worthwhile. Our primary goal was to increase your understanding of the topic and CA PPM in general.
There were many concepts covered during the session, if you would like to contact any presenter with questions, please reach out to us.
Thank you for attending regoUniversity 2015!