Creating a better Control & Visibility of a Project portfolio Phil Howe April 2017 Why we needed to change and what we have done

Who am I ? 33 Years with in the Controls industry for Commercial Buildings 33 Years with Honeywell In last 11 years have been part of the Project Operations Function previously directly involved in the managing many large projects e.g. Terminal 5, Wembley Stadium and Olympic Games Broad knowledge of PM methodologies policies, systems and processes within Honeywell and external controls e.g. SOX Hobbies are comedy, films, music and tracing my family history

The problem we solved Reduction of Platform for driving Projects business, Incorporating PM methodology, key policies & procedures Reduction of Duplication of entry Excel Spreadsheets Sources of information Possibilities for misinterpretation / error Missed opportunities to “see” early warnings Time taken to update systems and report, rather than work on the project Costs associated with maintaining those systems Single tool for Project Managers to manage the execution of their project portfolio with single data entry, better visibility and control

Reality vs Concept

Reality vs Concept Repeatable Project Management in every country for every project Portfolio visibility and control

Reality vs Concept Dashboard Page – High Level Filter LOB: Project Type Show Organisation: apply the filters Instructor Notes: High-level dashboard filters The filters on the dashboard have been amended to allow for better filtering or selection. They include: LOB – renamed and changed to multi-select. LOB 260 renamed to “Airport Install” Project Type – multi-select Show- the default will be set to “I see” to allow business manager or team members looking in PV to see the projects showing up for which they are either business leader or project team member. Also aproejct manger can be project manager for his own portfolio but at the same time be a team member on somebody else’s project. Organisation – multi-select Refresh – button to apply the filters

Reality vs Concept Dashboard – Action Indicators Notes; Dashboard Action Indicators The “Actions due in 7 days” indicator has been renamed to “Actions Open”. The indicator will always be green, showing actions that are open regardless of due date. All Action indicators will default to “Not Closed” for the status filter, and the “Due Date” filter has been enabled. Assignee column has been made available on all Action grids.

Reality vs Concept 9 Instructor Notes: The menu bar at the top is following our PM methodology so PMs will work through the respective stages of a normal project life cycle: initiation, planning, executing, monitoring & control and eventually close out of the project. Each tab has a dropdown list of documents, tools or steps that need to be completed in that stage of the project life cycle. Depending on the project category, more or less of these items will be required to be filled in. Workflows are built in that will drive the activities and documents that need to be completed. There is document storage tab, allowing for uploading key project documents in a structured manner.

Reality vs Concept 10 Instructor Notes: Items in the initiation phase contain all the things that need to be done as part of a bid review or eCap preparation: i.e. HSE – The HSE risk assessment needs to be completed in the online risk assessment tool. The link will be provided here. This assessment determines the risk level which needs to be captured in PV with the date recorded. GCAT – The GCAT tool is necessary to be completed in the opportunity stage as we need to know what category the project will be . This drives the policy requirements that have been built into PV and the mandatory activities that need to happen during the execution of the project later on. Operational Risk Review – The ORR is a mandatory part of the Bid Risk Review policy and needs to be completed in preparation of a bid or eCap review. Operational Documents – This tab allows you to store documents related to the opportunity that are required to be added to a bid or eCap review. Gantt and WBS – Every bid requires a basic project schedule of works. This can either be reflected through a Gantt chart or can be created using the WBS work breakdown structure During the bid phase an action register or RAIL needs to be created and maintained. This RAIL will later on be carried over to the live project when the bid is won.

Reality vs Concept 11 Instructor Notes: The Planning Phase contains a number of checklists and documents and steps which are make up a normal start up of a project. The Sales Handover is the very first thing that needs to happen, now that an order is booked and we have an active project with a project manager assigned. This has always been a challenging activity in the business. Now it will be easier as this checklist is in ProjectVision and most of the supporting documents which need to be handed over from the sales professional/ bid manager to the project manager will already be in Project Vision. The Contract Abstract is a mandatory part of the 60 Day EAC Confirmation and is intended to make sure the project managers have gone through the contract documents and understands the potential risks and challenges. The 60 Day EAC confirmation is a mandatory step for the project managers as they have 60 days to familisarise themselves with the project and go through the related documentation. This step needs to be recorded and that can now take place in ProjectVision. In this phase we can update the Gantt chart or WBS without having to go back to the Initiation phase. If no project schedule was uploaded to PV in the opportunity stage , then we can also upload a project schedule in the Planning phase.

Reality vs Concept 12 Instructor Notes: During the execution Phase of the project the following activities are a key part of professional project management: A Variation Log needs to be kept during the project lifecycle to capture all variations requested by the customer. This is important for any future disputes, claims etc.. The Percentage Complete Update allows a PM to update the percentage complete of a task in the project using this tab. Instead of going back to the Gantt Chart and updating it in the Gantt chart for each project individually, you can now use this tab and update all the tasks you have been assigned to for all of your projects. The Gantt chart and WBS can be updated from within the execution tab as well. Finally, an important aspect of the project execution is capturing Lessons Learned during the project. HBS wants to encourage its PMs to start capturing lessons learned much earlier in the project, rather than waiting till the project is completed and closed out. The lessons Learned captured in Project Vision will remain in there and can be searched for future times if a similar project opportunity would come up so we can avoid making the same mistakes over and over again.

Reality vs Concept 13 Instructor Notes: During the project lifecycle there are a number of things that need to be monitored and controlled by the PM: First of all there are the project financials. Whilst there are far more details in SAP/ ePSF, a Project Financials page was created in ProjectVision capturing all the key financial data for a project. These financials are being uploaded from our financial systems daily. The Project Financials Page , along with the 4 Blocker report will be the main pages used during the monthly project reviews. The Phase Assessment tab allows you to complete the phase assessment documentation in ProjectVision. Depending on the project category assigned to the project, more stringent regulatory requirements will have to be complied with. One of those regulatory items, part of the Project Review policy, are the Phase Assessments. Note: in the future, when a project gets into trouble and red teams with Subject Matter Experts are requested to look at how the project can be recovered, the phase assessment documents will be used to do a review and build a recovery plan. The Project action register or RAIL created early on, can once again, be accessed from within the monitoring and control tab. Another key aspect that needs to be monitored and controlled during a project lifecycle is the Risk & Issues log. You can now log all risks associated with your project, “promote” the most critical ones to your 4 Blocker and they will automatically be added to the 4 Blocker report page in PV. The Project Review page in the Monitoring & Control tab allows you to perform the project review and submit to your manager for approval. You can add documents to the request for approval like for instance the updated 4 Blocker. A nice feature of ProjectVision is the View on Map feature. View on Map is a visual positioning on Bing maps of where your project is located. It is the expectation from senior management that all category 1 and 2 projects will be visible on View on Map. This can easily be done by the PM as he reviews the project at the start and updates the project details page. The HSE page can also be accessed from within the Monitoring & Control tab using the HSE tab

Reality vs Concept 14 Instructor Notes: The Reporting Tab in Project Vision currently only shows the 4 Blocker report. As we develop the next phases of PV more reports will be made available. The 4 Blocker however is a key element of the Project Reviews. Most fields will be auto-populated out of other fields in ProjectVision. They are the greyed-out areas. What is not greyed-out has to be completed by the PM. The Documents tab in PV allows you to store project related documents (excluding engineering documents and drawings) in the relevant folders on the page. Finally the Closeout tab allows you to update the project’s lessons learned at project close-out.

Reality vs Concept 15 Instructor Notes: The Reporting Tab in Project Vision currently only shows the 4 Blocker report. As we develop the next phases of PV more reports will be made available. The 4 Blocker however is a key element of the Project Reviews. Most fields will be auto-populated out of other fields in ProjectVision. They are the greyed-out areas. What is not greyed-out has to be completed by the PM. The Documents tab in PV allows you to store project related documents (excluding engineering documents and drawings) in the relevant folders on the page. Finally the Closeout tab allows you to update the project’s lessons learned at project close-out.

Document Storage…. We now have Reality vs Concept Store common project documentation – e.g. Contractual Documents Ability to integrate forms, templates and common project lists Configurable Registers for detailed information storage Elimination of team members storing documents on laptops, network drives etc.

Demand Planning is essential Resource Management at the right level… Reality vs Concept Demand Planning is essential Resource Management at the right level… We will Show workloads (individuals and groups) and critical over-resourcing Identify where capacity exists and where extra projects can be handled Identify Capacity issues – especially in planning stage Increase capacity – through less time on information processing Enable Global Engineering

Reality vs Concept Planning Functionality (Gantt)

Reality vs Concept Project Management Training is now supported by a standard application available to all – PMI PMBok is the basis of our menus Policy requirements are embedded in the process so the rules are applied without knowing it Repeatable Project Management in every country for every project Reporting is a subset of running the project rather than a separate activity

Reality vs Concept Answering the Triple Constraint with PV

6 Phases of a Project ENTHUSIASM: Sales book the project! DISILLUSIONMENT: Project Manager re-estimates the Cost. PANIC: Month 3 Estimate at Completion. SEARCH FOR THE GUILTY: Project Review. PUNISHMENT OF THE INNOCENT: PRAISE AND HONOUR FOR THE NON PARTICIPANTS:

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