How to Build a Project Management Methodology Sean Whitaker, BA, MSc, MBA, PMP sean@crystal.consulting

Outline Definition Benefits Tailored vs. Off-the-Shelf Building Your Own Methodology The Methodology Building Game

“a system of practices, techniques, procedures and rules” (p. 546). Definition The PMBOK® Guide, 5th ed. defines a methodology as: “a system of practices, techniques, procedures and rules” (p. 546). A project management methodology is a standardized, documented, repeatable and (perhaps most importantly) discoverable collection of policies, processes, software, tools, templates, & techniques used to deliver successful projects. A project management methodology should reflect the size, duration, and complexity of each individual project, and be adapted to the industry, organizational culture and level of organizational project management maturity of the organization undertaking projects. A methodology can be extensive or minimal, rigorous or lightweight, complex or simple, linear or highly iterative, described in phases or described for the entire project lifecycle.

Benefits of Having a Methodology Increased level of project management maturity Discoverable, consistent and known processes Increased efficiency Improved reputation Happier clients More successful projects

Tailoring Tailoring, or customization, is the process of referencing framework documents, standards and other relevant sources and utilizing those elements that provide processes, tools and techniques that are suitable for that particular organization. The alternative to tailoring your own methodology it to get an unmodified off- the-shelf, or ready-made, project management methodology. Tailoring is the process of referencing framework documents, standards and other relevant sources and utilizing those elements that provide processes, tools and techniques that are suitable for that particular organization. It also includes modifying existing processes currently in use by the organization. As such the process of tailoring is a process of customizing a project management methodology. The result of tailoring is that the project management methodology will be suitable for use in specific types of projects, and a tailored methodology will reflect the size, complexity, and duration of the project as appropriate for the organizational context along with adaptation to the industry within which the project is undertaken. General examples of tailoring include the trend for IT projects to use agile-based approaches while construction projects more often use a waterfall approach. Organizational culture is another dimension influencing tailoring. An organization with a low tolerance for risk may have many processes and procedures to guide project management throughout its lifecycle, while a similar company operating in the same market, but with a high tolerance for risk, may have fewer processes and procedures. For example, Dell services reported using a four-level ranking system to categorize project complexity. At the highest level, projects use a high degree of rigor. As the level of complexity decreases, so too does the level of rigor and level of monitoring. Project performance is monitored using an established framework for consistent reporting across all projects (APQC, 2013).

Off-the-Shelf vs. Tailored The problem with an off-the-shelf or ready made methodology is: It doesn’t create buy in, nor develop support, from users It isn't perfect – just good enough It costs money i.e. licensing and accreditation Its not the methodology; it’s the attitude, expectations and implementation that is at fault LIST OF READY MADE METHODOLOGIES: Scrum Lean XP Kanban Prince2 Agile UP RUP Method 123 MPMM UPMM TenStep PRiSM SDLC CMMI Waterfall Lean Software Development Dynamic Systems Development Method UWS Project Management Methodology OnQ project management methodology ITS Project Management Methodology Six Sigma Lean Six Sigma Corbit PDCA Princeton Project Management Methodology PSA Project Methodology CA-PMM CDC UP

Benefits of Tailoring Benefits of a tailored approach to a project management methodology include: A tailored project management methodology builds commitment from team members when they helped to create it. A tailored project management methodology has a customer-oriented focus, as the needs of the customer are an important influencing factor in the development of the methodology. A tailored project management methodology is a more efficient use of project resources. A tailored project management methodology produces direct and indirect benefits to organizations—the greater the level of project management methodology tailoring, the greater the level of project success.

Warning Signs Here are some signs that the project management methodology is not tailored correctly: Project team members are not using the methodology and are managing projects without any structure or uniform process at all. Project team members are independently modifying the methodology without guidance and are developing their own unique versions, which eliminate the efficiencies gained by standardization. The methodology features processes for the sake of process with little thought given to whether or not the processes deliver benefits and contribute to project success.

Building Your Methodology You don’t need to reinvent the wheel to develop your own project management methodology – It’s not rocket science! Start with the Plan-Do-Check-Act cycle or The PMBOK® Guide process groups of initiating, planning, executing, monitoring and controlling, and closing. Map out your current and/or desired project workflows from concept to completion Collect your current templates, processes, and guidelines Identify what is missing and fill in the blanks Document and standardize. Carry out audits & commit to continuous improvement. Please email me for some blank templates that may be useful to you

Some Helpful Websites www.pmi.org - free templates for members www.projectmanagement.com – 1000’s of documents to members Tasmanian Government – Free templates Center for Disease Control – Free templates Princeton University – Free templates www.projectmanager.com – excellent tracking and reporting software www.projectlibre.com – Open source free software alternative to MSProject

Mapping Existing Processes* *Deliberately blurred as this is a real clients process flow mapping exercise

Implementing Organizational Project Management: A Practice Guide PMI gives a process for developing a project management methodology as follows: Assessment 1. Identify types of projects 2. Identify inputs 3. Identify constraints 4. Identify resources Development 5. Develop and document the methodology 6. Derive output Improvement 7. Conduct continuous improvement 8. Monitor key performance indicators 9. Repeat for each of the different types of projects It is noted that this process can “be used with minor modifications to develop portfolio and program methodologies” (PMI, 2014, p.64).

Stages of Building These steps should not be seen as just a single, linear process, but a process that is repeated at three distinct stages. Stage 1: The first stage in developing a custom-fit methodology is the initial tailoring that is done to develop and select those processes, tools, templates, techniques and practices that will form the elements of an organizations’ particular baseline tailored project management methodology. Once this initial process is complete, a baseline methodology is established that can be used for managing projects. The development of the project management methodology is a project in itself. The deliverable in this case is the tailored project management methodology. As such, a project manager should be appointed to lead this effort, and a team identified and made available who can support the effort. Buy-in to the final methodology is increased when input from the entire team is included. This is also beneficial in that it will create champions and supporters for the project management methodology once it is developed, which will aid in its adoption, use and improvement. Stage 2: Stage 2 tailoring recognizes that a central concept to the idea of tailoring is that it must be fit for purpose and this means that prior to using the project management methodology on any specific project, a project manager should take responsibility for tailoring it even further to suit the project he or she is managing. The second stage is the tailoring done before starting a project to determine what elements of the project management methodology should be used for this particular project. Stage 3: The third stage of tailoring reflects and confirms the customizing nature of tailored project management methodologies throughout the project lifecycle. This intra-project tailoring is completed throughout the project lifecycle by checking that the particular combination of elements selected is still appropriate and the project is not being over- or undercooked. Tailoring is an iterative process done throughout the entire project lifecycle. If one exists, then the PMO should have an input into this review process, and oversee and approve any changes. Adding lessons learned about the application of the selected methodology to the lessons learned process helps other project managers in the future.

Methodologies Matrix You can have more than one methodology.

Agile or Waterfall Plan Design Build Handover or Test Plan Design Build The only significant difference is the speed of the iterations

A Generic Process Flow Chart

An Actual Process Flow Chart

User Manual Table of Contents

Dealing with Exemptions

Playing the Methodology Game To help you form the basic outline of your own project management methodology we have developed a deck of cards. This pack of cards is intended to assist you in visually building the foundational processes and elements of your very own customized project management methodology. First, print them out and cut them up into individual cards. You will find the following: 7 Green processes headings cards 69 Blue process elements cards Invite the people who will use the methodology to contribute. You can do this in small groups or in a workshop situation. Download from http://crystal.consulting/methodology-game/ You can download the documents from http://crystal.consulting/methodology-game/

PHOTO TO BE ADDED IN HERE OF SAMPLE COMPLETED CARD GAME

Questions to help you help in deciding which tools to use: Will it cost less to develop and implement than the benefits it will deliver? Will it make us more efficient? Do we have previous experience in using it? It is easy to learn to use it effectively? Do our project managers and team members support its introduction?

Consider the following: Size – big, small, growing or shrinking? Culture – process driven, team vs. individual, appetite for risk? Complexity – straightforward and known vs. new, changing and hard to define? Duration – days vs. months vs. years? Maturity – new to project management vs. wise and experienced?

Checklist . . . Portfolio Management Change Control Project Selection Delegated Authority Charter Approval Process Improvement Scope Definition Acceptance Criteria Schedule Development Project Closure Phasing Benefits Realization Quality Management Lessons Learned People Management Environmental Management Team Development Contracts Risk Management Health & Safety Procurement Cost & Time Estimation Communications Budget Development Monitoring Training Reporting Stakeholder Management

Not so fast . . . The biggest problem facing a new project management methodology is not the technical know how . . . . . . it’s the implementation

Successful Implementation There must be executive commitment The total methodology, not just part, must be accepted All project managers and support staff should be trained to use it Appoint a champion (create a PMO!)), get people excited and involve them. Develop and implement audits for improvement Take your time and treat it like a change management project.

Thank You If you have any questions please do not hesitate to contact me. I am always happy to chat. Sean Whitaker sean@crystal.consulting www.crystal.consulting

About Crystal We know about organizational and practitioner project management capability and we want to help you be better at both. You will not find sales people, marketing strategies and extensive social media engagement strategies trying to sell you something you already know or don’t need. You will find passionate technical experts with years of experience in actually doing projects and providing valuable advice to others. We have worked with organizations of different sizes, different industries and differing levels of maturity all around the world. Our primary focus is upon providing the following: Organizational project management capability assessment, review and development PMO development, improvement and audit Project review, health check and rescue Practitioner capability and competency assessment Project management methodology development, improvement and audit Seminars, workshops and webinars for practitioners of all levels We also offer a range of project management consulting services all designed to help you be more efficient and more successful at delivering portfolios, programs, and projects. Contact us to discuss your needs and find out how we can help.