Z26 Project Management The Effectiveness of Workshops Graham Collins University College London (UCL) graham.collins@ucl.ac.uk

Objectives Outline the scoping and process modelling of a blueprint ‘strategic project’ Problems encountered Lessons learnt

The Challenge of Programme Management Large scale complex change Final result often unpredictable Varied interpretations of transition path

Initial objective Ensure alignment of objectives Provide sound basis for transition without this the programme is likely to veer off course

MSP ‘The Blueprint should be maintained and refined throughout the programme’ Managing Successful Programmes, 1999, OGC

Blueprint How the organisation will operate when the programme has been completed Blueprint should be refined throughout the programme Expression of the future, encompassing processes operations etc linked to operational performance to ensure desired effects are realised

Use of blueprint Focus for where programme is heading Basis for evaluation Basis for impact of change

Need to create a vision to work towards Programme Identification Programme Definition Consensus on scope concept model i.e. future state Communication tool learning tool

Invitation Programme had been running 7 months High level of frustration with consultancy already under contract No programme definition

Initial presentation Our approach to programme and project management including iterative and incremental approaches in real-time workshops

The Usage Pattern Mission Objectives Task Object Model Class Object Model Code Consistency

Follow up meeting It was clear that a lack of progress was causing concern Political issues were hindering progress The ‘strategic project’ had become centred on definitions of BPR, Business Improvement etc.

Proposal Get the strategic project on track Ascertain whether approach to project management including workshops would be useful Create ‘buy-in’ from all stakeholders including consultancy already under contract

Project far too complex BPR projects Information systems Strategic communications

Initial workshops Two dates were set First workshop covered scope Second workshop business modelling

Scoping workshop Day 1 Iterative and incremental approach ‘Buy-in’ created by careful selection of staff and using dialogue in workshop Mission statements were broken down into objectives

Modelling workshop Day 2 Objective was to create the optimal strategic communications model The new structure was modelled real-time using software developed for the workshop and consensus reached Software included a metrics suite and Work Breakdown Structure (WBS) that could be viewed from different perspectives

Schedule Initial consultancy under contract Workshops Blueprint Target date abandoned Oct 1998 original target date Initial consultancy under contract Workshops Blueprint Programme identification Programme definition Mar 1998 Nov 1998 Consultancy B contacted Feb 1999 Mar 1999 Blueprint completed

Benefits Realisation Strategic goals Programme identification Process view conceptual models process /organisation cross reference At programme definition the future state is finalised and the tranches for programme delivery. Initial blueprint a major deliverable in this second phase.

Benefits - Communication Creation of natural owners Communication tool Focus, risk management, and evaluation of alternative ideas

Benefits - Consensus Moved away from discussions of BPR v Business Improvement Blueprint model created and agreed on ‘Strategic project’ achieved within original timescale set

Champions Champions were created which helped the programme spread more rapidly ‘Most often, the champion is intrigued by the technology ‘silver bullet’…. …and may have even suggested that the project manager use it.. Edward Yourdon, Death March - the complete software developer’s guide to mission impossible projects, Prentice Hall 1997

Learning Points 1 Here it was essential to gain commitment ie ‘buy-in’ from all parties Workshops were the only way forward There were too many stakeholders with differing objectives to have chosen any other approach

Learning Points 2 The lack of clearly defined goals were hindering progress The scope i.e. what is in and what is outside the project as well as the goals of the ‘strategic project’ needed to be defined

Learning Points 3 The lack of tranching of the ‘strategic project’ caused confusion The WBS was agreed with senior staff and further refined in the workshops that followed This had a three fold effect, clarity of objectives, instilling confidence in programme staff, and being able to readily identify staff to manage individual projects

Learning Points 4 Project managers must frame the challenge The teams must be designed for learning There must be an environment of psychological safety Harvard Business Review October 2001, Best Practice, Speeding up team learning Amy Edmondson et al.