1. www.regoprocess.com Integrated PPM Governance Leveraging Org Change Management for PPM Process Implementations Presented by: Allan Mills

2. 2 Integrated PPM Governance Agenda What is PPM Process? What are some of the challenges in implementing effective PPM processes? How can Organizational change Management facilitate effective PPM implementation that provides value?

3. 3 Integrated PPM Governance Project Portfolio Management Application of knowledge, skills, tools & techniques to a collection (or portfolio) of projects in order to meet needs of an organization’s investment strategy Stakeholders: financial management, senior executives, stockholders Stakeholder needs: optimal investment of resources, ROI, strategic alignment Project Management Application of knowledge, skills, tools & techniques to project activities to meet project requirements Stakeholders: business owners, sponsors, end users Stakeholder needs: business requirements, controlling costs & schedule Project Portfolio ManagementProject Management PPM and PPM Defined

4. 4 Integrated PPM Governance The Art & Science of Project Management 10-20% Science 80-90% Art Plans, WBS, Gantt Charts, Standards, Controls, Variance Analyses, Metrics, Risk Management, Status Reports, Meeting Agendas Effective Communications, Trust, Integrity, Honesty, Sociability, Leadership, Values, Staff Development, Flexibility, Decision Making, Perspective, Negotiations, Customer Relations, Problem Solving, Managing Change, Managing Expectation A Good PPM Process makes the science more efficient so the PM’s can spend more time on the Art

5. 5 Integrated PPM Governance Challenges of a PPM Process Implementation Utilizing a standardized PPM Process is powerful but: – How do we enable the PPM Process to add value? – How do we standardize the PPM Process? – How much should we implement at first? – What changes bring the most value? – How do we overcome resistance to change? – How do people buy-in to the process?

6. 6 Integrated PPM Governance Process for Leading Successful Change 1. Increase urgency 2. Build guiding teams 3. Get the vision right 4. Communicate for buy-in 5. Enable action 6. Create short-term wins 7. Don’t let up 8. Make it stick Create a Climate for change Engage and enable the whole organization Implement and sustain change John Kotter: Leading Change

7. 7 Integrated PPM Governance Systematic Approach to Change Management A way to logically plan for change Use a Standard Project and Portfolio Management Methodology Build a case for change and increase urgency Build the guiding teams Create the PPM Methodology/vision Celebrate short-term wins

8. 8 Integrated PPM Governance Increasing Urgency Ways to increase the sense of urgency for PPM Process changes: – Obtain belief from everyone that PPM Process change is critical to success – Gain rational buy-in An awareness campaign – what is PPM Process? Based on solid data – show benefits to results Solidify scope and benefits of PPM Process implementation – Gain emotional buy-in Feel the pain of the current process and a need to change – why is there a need for an integrated PPM Process? Demonstrate how the new process will improve results Generate positive energy for PPM Process Change

9. 9 Integrated PPM Governance Building Guiding Teams Change needs a number of powerful guiding teams - from all stakeholder groups impacted by the PPM Process change Teams actively champion the effort – to build the positive energy for the changes that will result from the PPM Process implementation Teams take action to overcome barriers – the implementation team actively works towards solutions and results

10. 10 Integrated PPM Governance Get the Vision Right Why do we need a vision? – Allows everyone to see the need for the PPM Process – Steers implementation in the right direction – Envisioned future that helps achieve success – Provides motivation and clarification – Shared urgency for change pushes people into action – Vision steers them in the right direction Once the Vision is defined: – Communicate about change without endless meetings – Interdependent groups can work in some degree of autonomy

11. 11 Integrated PPM Governance Communicate for Buy-in The Goal: – To get as many people as possible acting to make the vision a reality The PPM Process Communication Plan: – Communication through the core team – Identifying sources of resistance – Keep focused on the vision – Show how PPM Process will bring tangible benefits – Focus on communicating the envisioned future

12. 12 Integrated PPM Governance Enabling Action The Goals: – Enable broad base of people to act – provide training and the process to make it successful – Remove the barriers to PPM Process implementation Outcomes: – Individuals receive the PPM Process training needed to be successful – Managers commit time and resources necessary to build the system and provide training – Organizational processes and systems aligned to new PPM Processes

13. 13 Integrated PPM Governance Create Short-Term Wins Celebrate major Project milestones Project and Portfolio Management Methodology updated based on PM feedback Complete Training for PPM Process Project plans are all developed using the methodology Confidence that PPM Process success based on concrete evidence

14. 14 Integrated PPM Governance Don’t Let Up PPM Process Plans – Don’t Let Up – Implement Portfolio Management – Continuously improve processes – Company User Group - Share PPM best practices Outcomes: – Reinvigorated project provides accomplishment and optimism – Addition and development of new people – Sustained leadership from senior people – Leadership: Reinforce the need for change Perceived as actively involved in the change

15. 15 Integrated PPM Governance Process for Leading Successful Change 1. Increase urgency 2. Build guiding teams 3. Get the vision right 4. Communicate for buy-in 5. Enable action 6. Create short-term wins 7. Don’t let up 8. Make it stick Create a Climate for change Engage and enable the whole organization Implement and sustain change John Kotter: Leading Change

16. 16 Integrated PPM Governance Taking a Deeper Dive Let’s take a deeper dive on Building Guiding Teams – What kinds of Guiding teams do you have? – What do you think makes an effective guiding team? – How do you develop a climate of trust and commitment within the teams in your organization?

17. 17 Integrated PPM Governance Kinds of Guiding Teams The Sponsor The Senior Guiding Team Field Guiding teams Change Teams

18. 18 Integrated PPM Governance Key Skills and Attributes of Guiding Teams A Shared Sense of Purpose Clear Roles Effective team Processes Strong Relationships Effective interface management

19. 19 Integrated PPM Governance Setting Clear Goals for the Guiding Teams Power and Influence Leadership Diversity Expertise Credibility

20. 20 Integrated PPM Governance Summary Increase the urgent need for PPM Process Create and nurture the guiding teams Create a sustainable vision of the future Celebrate the short-term wins Keep the energy and excitement going PPM Process is indispensable to your success

21. 21 Integrated PPM Governance regoProcess Can Assist regoProcess provides several PPM Process Reengineering and PMO Start-up Offerings Visit our website for more information: www.regoProcess.com

22. 22 Integrated PPM Governance Questions Phone 888.813.0444 Email info@regouniversity.com Website www.regouniversity.com We hope that you found this session informative and worthwhile. Our primary goal was to increase your understanding of the topic and CA PPM in general. There were many concepts covered during the session, if you would like to contact any presenter with questions, please reach out to us. Thank you for attending regoUniversity 2015!