1. The benefits of providing an effective programme and project support function Whied Latif Andrew Platt

2. Programme & Project Support Why do we need it? PRojects IN Controlled Environments

3. Definitions A Project is: ‘a management environment that is created for the purpose of delivering one or more business products according to a specified business case’ A Programme is: ‘a portfolio of projects selected, planned and managed in a co- ordinated way and which together achieve a set of defined business objectives’ Source – The Prince2 Zealots hand book Heavy Stuff!

4. In real terms this means…. ….Creating order out of complexity Knowing exactly what is to be delivered Knowing whether the activities and outcomes of one project are likely to interfere with, overlap or complement those of another project Working out how much resource is needed and sticking to it Bringing together a group of people who probably don’t know one another and getting them to work on a common set of outcomes Breaking down the big tasks into smaller tasks, defining what is needed and allocating them to different people Ensuring that all the projects being worked on are in line with what the big cheeses want Knowing what the collective and individual benefits of each project are, before we chuck lots of money at it Ensuring everyone involved on projects and programmes are singing off the same hymn sheet Being able to explain to the big cheese why we decided not to spend enormous amounts of money on crazy hair brained schemes Being able to explain to the big cheese why we spent such enormous amounts of money on such enormous pieces of equipment and buildings Identifying problems and coming up with solutions before we have a crisis Knowing whether a project or programme is doing what it said on the tin Delivering the product within an agreed period of time

5. Bringing ORDER to Chaos and Complexity The Programme & Project Support Office….what can it do for you? Provides a framework in which to manage business change Supports the planning of programmes & projects Supports the monitoring and control of programmes and projects Acts as a repository of knowledge and experience Provides an audit function and a means of helping mature the programme and project management framework

6. Provides a framework in which to manage business change Through the application of programme management, establishes a firm link between corporate strategy & business change requirements Establishes & maintains a robust link between senior management & the organisations change programme Ensures a focus on the key macro elements of programme and project management – benefits realisation, resource management, strategic fit, stakeholder engagement Through dependency management, monitors the impact on the organisation as a whole, of a wide range business change initiatives Ensures that the organisation sees the value of formal methodologies eg. Prince2 in ensuring effective business change

7. Supports the planning of programmes & projects Methodology – ensures all project management activities follow organisation standard guidelines. Templates – maintains and ensures the use of a set of standard templates Metrics – provides quantitative ways of determining performance of a project A resource pool – provides experienced project managers and project support assistants Knowledge base repository – logs and records lessons learnt & best practice Standardised tool – maintains and supports a set of standard project management tools

8. Supports the monitoring and control of programmes and projects Progress Monitoring – collate progress reports Formal Reporting – organise and support Programme a Project boards Risks & Issues – facilitate the identification & management of risks and issues Project Accounting – monitors project expenditure against business case and agreed budget Resource Management – monitors the allocation and availability of people and other vital resources

9. Acts as a repository of knowledge and experience Experience - Team of experienced programme & project officers/managers Lessons learned - Acts as corporate memory on past successes & failures Learning & Development - Training in project/programme management Continuity - Provides continuity & consistency as PMs come and go Ahead of the game - Research latest tools & techniques Technical Support - Administers supporting technology

10. Provides an audit function and a means of helping mature the programme and project management framework Audit & Review – Individual projects assessed against a checklist Business case – periodic validation of projects against original business rationale Strategic fit – periodic validation of programmes against corporate goals Self assessment – application of the OGC maturity model Reassurance – keeping corporate management informed of all key business change initiatives

11. Average ‘good’ performance Activity measuredWithout PPMO With PPMO Project Plan development30%65% Control of Projects29%44% Managing schedule Change28%50% Identifying Project Risk25%49%

12. Conclusion A Controlled Environment where….. Provides a framework in which to manage business change Supports the planning of programmes & projects Supports the monitoring and control of programmes and projects Acts as a repository of knowledge and experience Provides an audit function and a means of helping mature the programme and project management framework