A PROJECT MANAGEMENT FRAMEWORK

Dennis Trewin Australian Bureau of Statistics

OUTLINE OF TALK

Reasons for needing a Project Management Framework Illustration of ABS Project Management Framework Key Learnings successes and lessons learnt

KEY MESSAGES

You should have an agreed Project Management Framework to ensure consistent, effective management of project It doesnt have to be the ABS Framework Project Management software project is available (eg Microsoft Project)

WHY DID THE ABS IMPLEMENT A PROJECT MANAGEMENT FRAMEWORK?

Too many projects running over time and over budget Project scope creep Project management responsibility not clear Too much emphasis on outputs rather than outcomes Insufficient emphasis on risks Not a universal approach to project management

KEY ELEMENTS OF THE PROJECT MANAGEMENT FRAMEWORK

Project Planning Project Administration Management of Risk Management of Issues Management of Change Project Quality Project Governance Project Financial Management

It is not rocket science!

PROJECT PLANNING

Sets out the business case

Clearly defines project outcomes and links with project outputs

Project initiation

MANAGEMENT OF RISK

Should identify significant risks

Develop Risk Mitigation Strategies

Decide whether to adopt Risk Management Strategy or take the risk

MANAGEMENT OF ISSUES

Issues crop up all the time. All issues need to be recorded because you cant deal with them all immediately (may be a pattern) As issues are processed they become tasks, risks or are dropped as no longer an issue

MANAGEMENT OF CHANGE

Must be planned for

Not always welcome identify people affected by change and ensure that you have a plan to address their needs

PROJECT QUALITY

For each output, define how you are going to assess the output as fit for purpose

PROJECT GOVERNANCE

Establish milestones/project phases Define the roles and responsibility of all stakeholders Key roles - project manager - project owner (usually Chair of Project Board) Be prepared to make hard decisions that may curtail original project plans

PROJECT FINANCIAL MANAGEMENT

Need an itemised budget (project component x expenditure category) Track all expenditure on the project Analyse significant variations to planned expenditure

FACILITIES AVAILABLE IN PROJECT MANAGEMENT FRAMEWORK

Software Package (Lotus Notes) Templates (eg Issues Management, Risk Management) Guides Best practice examples Support arrangements

Supported by classroom training and on-line training package

SUCCESSES ABS has noted

Better control of projects at all levels Increased identification and control of project risks More effective use of corporate finances Quality built into project outputs fit for purpose Improved information flows Earlier identification and resolution of problems Clearer project scope; reduced scope creep

LESSONS

Getting the scale of the project management in proportion to the size and impact of the project Better monitoring of milestones (and remedial action when milestones are not being met) Project Boards not micro-managing Killing off projects that wont deliver (or making major amendments)