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Report
Project Management Systems:
Supporting the Transformation
Niall Faris – Head of Project Controls Systems
Programme Management Office
Agenda
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Some London Underground Facts
Overview of Capital Programmes
Political/Organisational Context
The Maturity Journey
Current Controls Tool Situation
The Future Controls Solution
Delivery challenges and Quick Wins
Some Facts
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London underground is the oldest underground railway in the
world, with some parts of the network dating back to the 1850s.
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We operate 268 stations and 253 miles of track, along 11 lines.
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The network services over 3 million passenger journeys each day.
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We have started a programme of major investments to renew and
upgrade the entire network
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The Capital Programmes Directorate is tasked with delivering this
investment, spending £1.4bn per year until 2018
London Underground Programmes
We are delivering highly complex and varied
projects within tightening constraints ...
The Political Context
The challenges
• Investment constrained by ongoing commitment to reduce Government
debt
• Demands for significant improvements in efficiency and reliability
• Olympics now 266 days away and counting.....plus mayoral election in
Spring
• Increased scrutiny on getting value for money. UK infrastructure costs 1540% more than in comparable European countries.
Organisational Context
“The only constant is change, continuing change,
inevitable change, that is the dominant factor in society
today. No sensible decision can be made any longer
without taking into account not only the world as it is,
but the world as it will be.” Isaac Asimov
• Large consolidation of central functions (HR, IM,
Assurance etc.) with significant resource reductions.
• Increasing external pressure/influence.
LU Projects Organisation
Capital
Programmes
Directorate
Strategy and
Commercial
Upgrades
Sponsor
Infrastructure
Sponsor
Stations
Sponsor
Track &
Civils
SSR
Upgrade
400 Projects
2000 Project Staff
Sponsors
Programme Managers
Project Managers
Controls Staff
Engineers
Stations
PMO
Power &
Cooling
BCV
Upgrade
The Maturity Journey
Project Management Maturity Model used to measure our performance
Certification
Started at 0.8
The Project Management Framework
Controls Processes
Systems?
The Current Controls Situation
PRA
Primavera Risk Analysis
P6 Primavera
Schedule Risk Analysis
Excel
Planning
Excel
Change
Control
Excel
Issues
Management
P6
Primavera
Microsoft
Project
Planning
Planning
ARM
Active Risk
Manager
Risk Management
Business Object
@risk
QRA
MPD
RIB
Cost
Estimation
P6 Primavera
WBAT
Accruals Tool
Excel
Project Cost
Management
Excel
Benefits
Management
Excel
Lessons
Learned
ASite
Contract
Management
OPM
Oracle Portfolio
Manager
SAP ERP – Financials, Timesheets, Procurement, HR
Excel
Reporting
The current situation
The challenges
• The business currently operate around 40 different controls tools.
• A large amount of the core control processes operate from Excel
Spreadsheets stored locally.
• Reporting is burdensome, as data is difficult to get hold off.
• No single source of the truth.
• Labour intensive obtaining an enterprise view of data
The Platform for tools
• All projects and programmes working from the same project Lifecycle
• All projects are operating the same controls processes
The Integrated Controls Solution
Presentation Layer (BI) – P6 Analytics Reporting
OPM
Oracle Portfolio
Manager
PCM
Primavera Contract
Manager
Benefits Management
Lessons Learned
Contract Management
Change Management
Project Cost Management
P6 EPPM
Primavera
PRA
Primavera
Risk Analysis
Quantitative
Risk Analysis
Planning & EVM
Issue Management
RIB
Cost Estimation
SAP ERP – Financials, Timesheets, Procurement, HR
ARM
Active Risk
Manager
Risk
Management
The Potential Benefits
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All project staff to have access to all systems
Project staff will work from desktop project dashboards using up to date data.
All software will be linked meaning data will be entered once into the system.
Period end reporting will be automatic
There will be no Excel working for Project Controls
The business will be able to drill down to interrogate projects without disrupting project
teams.
Data quality will improve
Decision making capability improved
Business will be able Enterprise wide view of projects will be obtained
Standardised training to be introduced
Transfer of staff around the business improved
System will be easier to support with 8 pieces of software
Licence use optimised
Delivery Challenges
PMS Schedule Overview – Proposed Revised Position
Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12
LU PMS Programme
3
4
Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13
P3M3 Level 4
P3M3 Level 4
3
5
4
6
5
6
Phase 1
P6 & Web Front-end Available
Concept Design
Detailed Design
P6 Build, & Test UAT
P6 Rollout
Service + Test
Model
Setup SAT & PAT Environments
MPD: Impact, Design & Upgrade
Deliver Portal
Service + Test Model
Refine
Phase 2
Setup
Environ.
Detailed Design
Phase 2
Concept Design
Phase 2 P6 & PCM Available
P6 Build, Test & Release
P6 Rollout & Embedment
PCM Build , Test & Release
PCM Rollout & Embedment
PRA Build , Test , Release
Rollout / Embed
PRA Available
Lessons Build & Test
Rollout / Embed
Benefits Build & Test
Rollout / Embed
Benefits & Lessons Learned Available
Analytics & Reporting
Pilot Project
TfL PPM Programme
Agree System Processes
Design TfL Single PM Methodology
Implement Single PM Methodology
Review LU PPM Tools
Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12
Christmas Freeze
Close-Out
Implement TfL PPM Tools
Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13
Olympics Freeze
Delivery Challenges/Lessons Learnt
• What does ‘out of the box’ really mean?
• Tackle core process issues early
• Stay strong and avoid developments wherever possible – ‘we
are special syndrome’
• Full stack Oracle knowledge very scarce in UK
• Cultural challenge not to be underestimated
• Implementation will require a dedicated embedment team
Quick Wins:
• Get early sandbox set up – proof of concept and stakeholder
management/engagement is key
• Consider the cloud...
Questions

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