Concept Phase - Office of the Accountant-General

Report
Public Entities
Risk Management Forum
Office of the Accountant General
National Treasury
Project Risk Management
Jeets Hargovan
Government Technical Advisory Centre
(former Technical Assistance Unit)
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The 7 Phases of a Project
1. Wild enthusiasm
2. Disillusionment
3. Confusion
4. Panic
5. Search for the guilty
6. Punishment of the innocent
7. Promotion of non-participants
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Outline of Presentation
Food for thought
Proposed PPM Model
PPM Logical Structure
Proposed P M Model
Placemats
P M Framework and Methodology
The 5 Phases
Risk Management in PPM
Conclusion
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Food for Thought
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Food for Thought
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Triple Constraint (traditional)
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Triple Constraint (traditional)
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Which PPM
• Options
–
–
–
–
Project and Programme Management
Programme and Project Management
Programme, Portfolio and Project Management
Etc . . . . . .
• Current Framework:
“Programme and Project Management”
• It is not linked to Budget Programmes
8
Which PPM - 2
• Currently toolkits ONLY focus on Project
Management
• Based on Project Management Body of
Knowledge (PMBOK) standards (3rd
Edition) (as opposed to PRINCE2
(PRojects IN Controlled Environments – UK
Government Standard)
• Programme Management (from a national
development perspective) being led by
Presidency (e.g. Jobs Programme)
9
Objectives set for PPM
•The overall objective of the PPM initiative was the development,
implementation and support of a PPM framework and its associated
methodologies and tools across the South African public service.
•More specifically this includes:
– The development of a PPM framework, guidelines and tools
• Alignment to South African frameworks and tools (IDIP, DPSA, PPP)
– Piloting and testing the PPM approach
– Development of an introduction to PM e-training module
– Support to NSG (PALAMA) – Alignment of material
• Introduction to Project Management
• Advanced Project Management
– Development of a roll-out strategy and plan for Project Management
• Include consultation with DPME and DPSA
– Full roll-out and ongoing management and support
– Included in FOSAD service delivery plans & Outcome 12
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PPM Logical Structure
Project Management Summary Guide
Project Management Methodology
Project Management
Framework
Health Check
Guide
Project Start Up
Guide
Charter Writing
Guide
Project
Guides
Sponsorship Guide
Project Planning
Guide
Smaller Projects
Guide
PPM Office Set
Up Guide
Framework &
Methodology
People & Organisation
Change Framework
Concept Phase
Tools
Checklists
Definition Phase
Tools
Placemats
Planning Phase
Tools
Implementation
Phase Tools
Tools
Close-Out
Phase Tools
Smaller Project
Tools
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Proposed PM Model
Framework
9 knowledge areas
Management
People and
Organisational change
Phases
5 key phases each with
a unique purpose and
outputs
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Project Management Toolkit
Sections:
1)
2)
3)
4)
5)
6)
Framework & Methodology
Guides
Concept Phase Tools
Definition Phase Tools
Planning Phase Tools
Implementation Phase
Tools
7) Close-Out Phase Tools
8) Smaller Projects Tools
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P M Place Mat
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Other Placemats
•
•
•
•
•
Executive Sponsor
Health Check Guide
Project Sponsor
Project Start Up Success Factors
Smaller Project Placemat
15
P M Framework
16
Link to P M Knowledge Areas
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P M Methodology – 5 Phases
The 5 phases cover what is
necessary to complete a project
The Concept & Definition Phases
emphasise upfront planning and
team building
Concept
Close-Out
Implementation
Definition
Planning
– The Concept Phase involves inventing
& evaluating an initial idea and
establishing it as a project
– The Definition Phase involves starting
the project and describing it in broad
strokes
– The Planning Phase involves
describing the project in detail
– The Implementation Phase involves
doing and finishing the actual work
– The Close-Out Phase involves winding
down the project after the work is
complete
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How the Phases Work
Objective
Steps
Concept Phase
Objectives
1.1 to 6.1
Concept
Definition
Definition Phase
Objectives
Planning
Implementation
Close-Out
Key
Outputs
Checkpoint
Business
Case
#1
1.1 to 6.1
Charter
#2
Planning Phase
Objectives
1.1 to 8.1
Project
Plan
#3
Implementation
Phase Objectives
1.1 to 9.4
Work
Performed
#4
Close-Out Phase
Objectives
1.1 to 6.2
Project
Closed
Project End
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Concept Phase
• The purpose of the Concept Phase is to determine that a
project is needed and, on a high-level, specify what the project
should accomplish and who needs to be involved.
• Projects will vary in terms of complexity, but all should have
some level of initial concept definition. For some projects, it may
take only a few days to complete this phase, for others, it could
take months. The key questions that should be answered during
the concept phase include:
–
–
–
What is to be done?
Why is it to be done?
How will it be done?
• The main objective of this phase is to obtain official approval to
formally initiate a project, and build the foundation for
commitment among project partners and key stakeholders. This
is accomplished through the creation and sign-off of the
Business Case.
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Concept Phase
1. Concept
2. Definition
3. Planning
4. Implementation
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5. Close Out
Definition Phase
• Each project is unique and must be individually defined.
The purpose of the Definition Phase is to define and add
structure to the project.
• The main objectives include determining the governance
structure, hiring the project manager and core project
team, and documenting the high-level scope of the
project.
• The phase ends with a clear documentation of the project
outcomes and outputs, as well as the articulation of the
key constraints for the project in terms of time, budget and
number of resources. This is accomplished through the
development of the Project Charter.
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Definition Phase
1. Concept
2. Definition
3. Planning
4. Implementation
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5. Close Out
Planning Phase
• The purpose of the Planning Phase is to ensure that all aspects
of the project are identified, planned and appropriately
documented. The main objectives include defining the scope of
the project in detail and determining the required resources,
time and money. The processes that will be used to monitor and
control the project are also developed and documented as part
of this phase. The phase ends with a clear documentation of all
project processes and management plans, which is
accomplished through the creation of the Project Plan.
• A number of the objectives and steps provided below may be
conducted concurrently, however, project participants should
understand the interdependencies and linkages between
various steps and how they come together to form the Project
Plan.
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Planning Phase
1. Concept
2. Definition
3. Planning
4. Implementation
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5. Close Out
Implementation Phase
• The purpose of the Implementation Phase is to
execute the tasks and activities that have been
planned and documented in the Project Plan.
• The main objectives of this phase include carrying
out the work needed to complete project outputs and
achieve project outcomes, while monitoring and
controlling project’s progress and performance. The
end of this phase is marked with the completion
of all project objectives and outputs.
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Implementation Phase
1. Concept
2. Definition
3. Planning
4. Implementation
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5. Close Out
Close Out Phase
• The completion all project deliverables does not signify the end
of the project. The purpose of the Close-Out Phase is to
complete all outstanding project activities, arrange for
knowledge transfer, and facilitate the transition to operations.
• Furthermore, one of the main objectives of the Close-Out phase,
in addition to documenting the formal acceptance of project
results, is to identify, capture and properly archive the
knowledge / lessons learnt and experiences gained as a result
of having completed the project. The end of this phase marks
the end of the project.
• In addition to releasing the project’s physical and closing
project’s financial assets, special attention should be paid to the
project’s human resource assets. It is important to ensure that
project team members are appropriately recognised and
rewarded for their accomplishments and that their transition to
the next engagement is made as smooth as possible.
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Close Out Phase
1. Concept
2. Definition
3. Planning
4. Implementation
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5. Close Out
Risk Management in the PPM Framework
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And Finally –
Some things may not change
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We are only fixing the world –
one step at a time
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Conclusion
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