1. [Customer ]
[Project]
Project Definition
15 Feb 2015

2. Version History
Version
Created/Updated by
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3. Contents Objectives Scope Solution Profile
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Scope
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Solution Profile
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Assumptions, Constraints, Dependencies
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System Integration Requirements
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Governance
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Key Deliverables & Management Control Points
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Resources, Roles & Responsibilities
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Customer Requirements
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Implementation Timeline
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APPENDIX: Standard Governance Agenda
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4. Customer Programme Objectives
Customer objectives for the implementation programme.
Objectives

5. Benefits Realisation
How will the business assess the success of the implementation programme?

6. Standard Programme Objectives
Visibility & Control
Establishing unit throughput data in an historical context enabling improved control in labour forecasting and team production standards.
Enhancement in ability to identify and drive toward best practice.
Capacity Planning
Create visibility of work, resources and latent capacity across the operation.
Put in place a culture and process which people and work sharing across teams, with everyone focused on achieving the department’s goals not protecting their own team
Provide management with more precise information on overall productivity

7. Standard Programme Objectives
Culture Change
To strengthen the following core attributes in the operation:
Sense of purpose
T/L’s focused on delivery of plans they have set
Pervading feel of “well-planned execution”
Ops managers focused on forward planning & driving CI
Team leaders (T/L’s ) engaged in active team management
T/L’s supporting staff to achieve team plans
T/L’s assisting staff to achieve consistent, good productivity
Staff members know what is expected of them
Sustainable performance through defined and systematic management processes

8. Standard Programme Objectives
Operational Control
Break the connection between work-in and productivity by improving in-period control, demonstrated through a reduction in productivity variability over time
Provide managers with the tools and skills to address individual differences in productivity
Skills Formalisation
Introduce the AOM Foundation accreditation as a baseline for operations management knowledge

9. Scope Locations Off Shore Operations
Implementation activity will be carried out in the following locations: ….
Off Shore Operations …

10. Scope Staff In Scope – Summary Location Production FTE:
Senior Managers
Line Mgrs. / Team Leaders

11. Scope Staff In Scope Manchester Line Management & Team Leaders
Location
Manchester
Line Management & Team Leaders
[Person] Operations Manager
Team Leaders:
[T/L Name(s)]
Team Leader Experience level
[Confirm]

12. Scope Staff In Scope Manchester Line Management & Team Leaders
Location
Manchester
Line Management & Team Leaders
[Person] Operations Manager
Team Leaders:
[T/L Name(s)]
Team Leader Experience level
[Confirm]

13. Scope Ancillary Responsibilities & Education Customer [AOM] coaches
Required? Training strategy?
None required
Workware administrator
AOM Champion
SIM Courses
Operations Control Challenge (2 day)
AOM Experience On Line Training
Accreditation
Foundation: YES
Practitioner: For further discussion
ILM For further discussion

14. Scope Other Other Locations Further Exclusions
Other Stakeholder Groups
Confirm whether any other stakeholder groups (e.g. Internal Development/standards ) need to be included.

15. Scope Products Workware [ ] FTE In scope Real Time Manager (RTM) Yes
Connect No
AOM Analytics

16. Scope Coaching Scope Team Member Team Leader Line Manager
Academy
Workshops
1 to 1
Other/Notes
Team Member
Team Leader
Line Manager
Senior Manager
WW Administrator
AOM Champion

17. Solution Profile Non Standard Solution Requirements Multi Shift
Does the operation Involve multiple shifts? Details.
Existing Planning Framework
Is there an existing planning framework for which integration would be required? Details.
Management Areas involved in Planning
What management staff are involved in active labour planning today and are these staff in scope?
Multi-Site Integration
Are there issues with integrating multiple operating locations?
Other

18. Assumptions, Dependencies, Constraints
Availability of Staff Time
Line Managers and Team Leaders will be made available to attend required coaching sessions and workshops – c. 3 hours/Day.
Hours to be between 10am and 4pm
Plan
AOMi will provide a detailed ‘Key Event Schedule Plan – setting out the workshops and coaching envisaged for each visit, and the dates of those visits
Pre-Booked appointments
Prior to each visit, the consultant will provide a planning template enabling all individual coaching sessions and group workshops to be booked.
Scope Change / Change Control
Any change in scope identified following completion of the agreed PID will be advised in the joint steering committee forum for discussion, impact assessment and recording of associated agreements.
Programme Impacts
Any events beyond AOMi control which could impact programme timings or cost will be reported by AOMi to the Steering Committee for decision.

19. Assumptions, Dependencies, Constraints
Operating Platform Data Interface
Data Extract Administration
Workware/RTM/Academy added to Client firewall priority list
Enables the in scope staff to access the required Workware and RTM (web-based) facilities.
IT Diagnostic
AOMi will provide an IT diagnostic for technical review and confirmation.

20. Assumptions, Dependencies, Constraints
Holidays
List any expected holiday-related impacts.
Stability of operations environment
It is assumed the operations environment will be free of any significant changes during the implementation period.
Are there any significant changes expected during the next 3 months that may effect the programme?
List here
…Systems, business requirement changes, customer take on etc.
[Other constraints…]

21. Systems Integration Requirements
Data Extract & Upload
Operating Platforms
What are the operating platforms /equipment supporting in scope processes and containing data on work in, work completed, and/or time spent?
Data Extract / Upload Required
What systems should data be extracted from for upload to Workware
[Discuss]
Issues & Constraints
Are there any issues / constraints which need to be considered to effect successful integration in project timescales?

22. Governance Programme Management Committee Yes
Required
Yes
Purpose
Programme Monitoring, Operations Oversight
Frequency
Weekly
Minutes
Yes (AOMi)
Duration
Duration of Implementation Project
Location
Attendance
(Customer)
(AOMi)
Lead AOMi Implementer
Notes:
The Programme Management Committee will be the primary management forum for monitoring the implementation programme. From week 6 inward, this forum will also review operations performance by examining standard AOM performance information.

23. Governance Executive Steering Committee Yes
Required
Yes
Purpose
Programme Monitoring, Operations Oversight
Frequency
Fortnightly
Minutes
Yes (AOMi)
Duration
Recommended: To extend to 3 monthly meetings beyond end of programme.
Location
Manchester, and conference calls when not on site.
Attendance
(Customer)
(AOMi)
Notes:
The Executive SC will also provide senior management oversight of the Implementation Programme. From week 6 inward, this forum will also review operations management performance utilizing summary, high level (AOM) MI. The intention is to enable Senior Management to become familiar with key summary information.

24. Governance Relationship Management (RM) Contact
AOMi Relationship
Manager
Co-operative Bank Sponsoring Executive
Contact
Commencing at the end of mobilization, The AOMi RM representative will contact the customer sponsoring executive every three weeks during the programme to confirm customer satisfaction and to discuss any issues requiring attention.
The customer sponsoring executive is urged to call AOM’s Relationship Manager at any time to discuss any issue requiring senior management attention.

25. Governance Standard Reporting Project Reporting
Weekly status report – Generated by lead implementer. Snapshot of activity over the last week.
Stage Gate Checklist – an updated checklist giving the completion status of all specific completion criteria for each project Milestone
Minutes – AOMi will circulate minutes for each Programme Management Committee and Steering Committee meeting within two days of the meeting.
Operations Oversight
Operations Performance MI – Rigor report data and MI , providing a summary of key performance indicators

26. Key Deliverables & Management Control Points
Key Documentation Deliverables
Project Definition
PPT deliverable. Joint approval via PMC. Reflects agreements and understandings about how the project will be conducted.
Solution Design
A PPT presentation summarizing the management solution to be implemented including Workware set up, Task measurement categories, Measurement and Data capture approach, processes to be implemented (and decisions made in those processes and parties involved), and customer benefits arising from implemented processes.
Visit Agenda Template
Excel. No sign off. A matrix for each visit, filled out by customer and setting up appointments for individual coaching sessions and joint workshops.
Stage Gate Checklist
An Excel based checklist – laying out stage gate criteria for completion of each stage in the AOMi Implementation plan.

27. Key Deliverables & Management Control Points
Control Points – Key Project Milestones
Core Task Sign Off
Definition of core tasks loaded into work ware and used as the basis of monitoring, measurement & planning for the operation
Data Capture Sign Off
Confirmation that data capture mechanisms & processes are working satisfactorily
Solution Design Sign Off
Approval to the solution design of be implemented (SD expressed in the form of a PPT presentation).
Baseline Start / Sign Off
Start and completion of the period of measurement of status quo performance. This baseline serves as the basis for formal verification of productivity improvement realised through the programme.
Short Term Planning Sign Off
Completion of the implementation of short term planning processes – vital to the realization of programme objectives.
Implementation Programme Completion
Formal sign off of the AOM implementation (coaching) project.

28. Resources, Roles & Responsibilities
[Customer]
AOMi

29. Customer Requirements
Operations
Time – Line management and team leader staff will need to be made available for [----?]
Appointments – LM & T/L staff need to fill out the schedule for each visit to ensure all staff receive the one-on-one coaching and attend the required workshop sessions.
Technical
Data extract – work with AOMi technical staff to establish, test and implement any data extract processes that may be required.
Management
Governance – attend the agreed governance meetings and work with AOMi to address any management issues threatening the project
Operations Oversight – work with AOMi to achieve comfortable familiarity with standard performance MI

30. Implementation Timeline
[Insert plan]
Week 1 2 3 4 5 6 7 8 9 10 11 12 13 14
Definition
Mobilisation
Data Capture
Baselining
Planning & Control

31. Appendix 1: Standard Meeting Agendas
Project Working Group
Standard Agenda – all governance forums
A. Project Oversight
Last Meeting: Confirmation of Minutes
Progress this Week
Review of Stage Gate Status & Plan
Review of Open Actions / Issues
Plans Next Period
AOB
B. Operations Review
Performance Review
Discussion of last period
Review of performance data
Key points of focus next period

32. END

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