1. PMI Evening Event - Preston / Dec 2007 Spotting & catching problem projects before it's too late Neil Johnson Project & Programme Management Capability Leader

2. PMI Evening Event - Preston / Dec 2007 Spotting Problem Projects Project “Avocado” Goes Pear Shaped

3. PMI Evening Event - Preston / Dec 2007 Spotting Problem Projects BUT there is an alternative… …BY applying systematic tracking & reviewing

4. PMI Evening Event - Preston / Dec 2007 So what do I track? Progress v project schedule (SPI) Status of milestones & key deliverables Actual resources v baseline resource plan Actual costs v baseline cost model (CPI) Actual effort v baseline estimates Status of Client Relationship Risks Critical Corrective Actions

5. PMI Evening Event - Preston / Dec 2007 How does the tracking work? All Project Managers are required to enter: Project Registration Data: –Project Baseline Data (summary costs, resource plan, commitment dates, size, risk, static project details) Monthly Project Assessments: –Actual Performance Data To Date (actual costs, resources, completed commitments, project status information) Project Support is essential to: Train Project Managers in correct use of tracking tool Monitor quality of data and provide coaching where needed Chase Project Managers when they decide not to do it!

6. PMI Evening Event - Preston / Dec 2007 What does the tracking give me? RAG Status By: Client Schedule Finance Resource Solution Governance Overall Project Status PM comments against each non-green status Various Summary Reports (1 line per project) Various Detailed Project Reports Handout explains how each of these ratings is derived

7. PMI Evening Event - Preston / Dec 2007 So the RAG highlights problem projects? NOT ALWAYS! (Life is never quite that simple)

8. PMI Evening Event - Preston / Dec 2007 A review framework is also required …to ensure consistent review of all projects & programmes… …at an appropriate level within the organisation: Project Manager Programme Level Senior Management Level …determined by Category and RAG status: Oversight: Problems will worry the Project Manager Focus: Problems will worry the Programme Manager Material: Problems will worry Senior Management

9. PMI Evening Event - Preston / Dec 2007 So There We Have It? Not quite! Tracking & RAG reports help to spot the problems Reviewing framework enables us to confirm where we have problems …but what happens next?

10. PMI Evening Event - Preston / Dec 2007 What happens next? Positive thinking? You’re fired! Sit back and watch?

11. PMI Evening Event - Preston / Dec 2007 What NEEDS to happen next? Be realistic (miracles rarely happen) Determine root cause of the problem, and who needs to be engaged to resolve it Engage at appropriate level of management required to address the identified root cause(s) Agree action plan, with assigned owners, commitment to completion dates, and required outcomes Track action plan to completion REMEMBER… Bad news rarely improves with age If you are not in a position to resolve the issue yourself, escalate to the person who can (otherwise it is YOUR problem for not taking appropriate action)

12. PMI Evening Event - Preston / Dec 2007 So, in summary… To spot problems early: Use basic project metrics to track progress v baseline Use RAG reporting to highlight deviations (keep it simple!) Check if Project Manager comments explain the metrics Hold monthly reviews at appropriate level to dig deeper To catch problems early: Don’t just stand back and watch – do something about it! Identify root cause(s) of the problem Escalate to those in a position to fix the root cause(s) Agree actions, owners, and target dates for completion Track actions to completion

13. PMI Evening Event - Preston / Dec 2007 And Some Final Thoughts… GIGO - Garbage In, Garbage Out Don’t use RAG reporting as a substitute for project reviews Don’t use RAG status to drive performance reviews Don’t beat people up when they flag an issue It’s not a bad thing to have project delivery problems… …but it is a bad thing if you try to hide them or ignore them And if all of your Projects are GREEN … …you need to take on some more challenging projects!

14. PMI Evening Event - Preston / Dec 2007 EDS and the EDS logo are registered trademarks of Electronic Data Systems Corporation. EDS is an equal opportunity employer and values the diversity of its people. © 2007 Electronic Data Systems Corporation. All rights reserved. ANY QUESTIONS?