Create Project Management Success

Keep IT projects on time, on budget, and within scope.

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Your Challenge

  • Lack of upfront project planning can result in IT projects going over budget and time, resulting in poor stakeholder satisfaction and a wide-spread perception that IT is not delivering value.
  • Poor project management planning results in scope creep, low executive buy-in, and poorly defined requirements to undermine project success.
  • Poor project execution processes result in scope creep, low quality deliverables, poor stakeholder satisfaction, and failure to deliver on project benefits. IT projects consistently conclude over budget and late, resulting in a wide-spread perception that IT is not delivering value.


Our Advice

Critical Insight

  • Project management planning is an ongoing process of revalidation as new inputs are introduced.
  • The project management process is adaptive in nature, based on risk and complexity levels.
  • Communication is key to project success, whether it is to external stakeholders or internal project team members.

Impact and Result

  • Projects will be less costly and more likely to deliver value to the organization.
  • Project management is a strategic competency for organizations, enabling them to tie project results to business goals. 

Contributors

  • Terry Jones, Senior IT Manager, State of Oregon

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Get to Action

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should create project management processes, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project. 

  1. Assess the current state of project initiation and planning processes

    Identify project initiation and planning process initiative stakeholders.

  2. Create project initiation processes

    Develop initial processes projects.

  3. Create project planning processes

    Develop planning processes for projects.

  4. Create project execution processes

    Develop execution processes for projects.

  5. Create project close and transition processes

    Develop close and transition processes for projects.

  6. Implement project initiation and planning processes

    Develop roll-out and communication plans, implement the project, and track metrics.

Guided Implementation icon Guided Implementation

This guided implementation is a nineteen call advisory process.

    Guided Implementation #1 - Assess the current state

  • Call #1: Review stakeholders, charter, and metrics.

  • Call #2: Review process maturity.

  • Guided Implementation #2 - Create initiation processes

  • Call #1: Review project inputs, dependencies, and solutions.

  • Call #2: Review stakeholders.

  • Call #3: Review project charter.

  • Guided Implementation #3 - Create planning processes

  • Call #1: Define scope and schedule.

  • Call #2: Review risk, quality, and benefits.

  • Call #3: Review communication and changes.

  • Guided Implementation #4 - Manage project stakeholders

  • Call #1: Review stakeholder list; determine influence and involvement.

  • Call #2: Create tailored stakeholder communication plan and project status update reports.

  • Guided Implementation #5 - Manage project scope

  • Call #1: Create scope change assessment process.

  • Call #2: Create scope management practices for minor and major changes.

  • Guided Implementation #6 - Manage project risk and quality

  • Call #1: Create or improve risk management plan.

  • Call #2: Create or improve quality management plan.

  • Call #3: Design risk and quality communication protocol.

  • Guided Implementation #7 - Manage project closing processes

  • Call #1: Identify closing criteria and complete project closing checklist.

  • Call #2: Create process to conduct post-implementation review.

  • Guided Implementation #8 - Implement processes

  • Call #1: Confirm roll-out and communication plans.

  • Call #2: Validate process implementation plan.

Onsite Workshop

Module 1: Assess the Current State

The Purpose

  • Identify current state of project initiation and planning processes.

Key Benefits Achieved

  • Understanding of current maturity of project initiation and planning processes.

Activities: Outputs:
1.1 Identify project initiation and planning process initiative stakeholders
  • Identified initiative stakeholders
1.2 Create charter for the project initiation and planning process initiative
  • Initiative charter
1.3 Establish metrics to measure process initiative value
  • Established metrics
1.4 Assess current maturity of project initiation and planning processes
  • Assessed maturity of current processes
1.5 Create process to assess project level
  • Assessed project level

Module 2: Create Project Initiation Processes

The Purpose

  • Create project initiation processes.

Key Benefits Achieved

  • Documented formal processes for project initiation steps.

Activities: Outputs:
2.1 Create process to review project inputs
  • Project Management SOP Handbook Template
2.2 Create process to define project context and dependencies
2.3 Create process to determine high-level solution
2.4 Create process to identify and manage stakeholders
2.5 Create process to identify and secure business subject-matter experts
2.6 Create process to establish project governance and controls
2.7 Create process to develop the project charter
  • Project charter templates
2.8 Create process to hold project kick-off meeting

Module 3: Create Project Planning Processes

The Purpose

  • Identify current state of project planning processes.

Key Benefits Achieved

  • Understanding of current maturity of project initiation and planning processes.

Activities: Outputs:
3.1 Create process to define scope
  • Scope Statement Template
3.2 Create process to revisit business case, benefits, and context
  • Project Management SOP Handbook Template
3.3 Create process to create the project schedule
3.4 Create process to create the staffing plan
  • Staffing Plan Template
3.5 Create process to validate project schedule
3.6 Create process to manage risk
  • Risk Management Workbook
3.7 Create process to manage quality
  • Quality Management Workbook
3.8 Create process to realize benefits
  • Benefits Management Plan
3.9 Create process to manage communications
  • Communications Management Plan
3.10 Create process to manage organizational change
  • Change Impact Register
3.11 Create process to define project transition

Module 4: Create Project Execution Processes

The Purpose

  • Execute the project by putting the initiation and planning processes into action.

Key Benefits Achieved

  • Implemented project execution processes.

Activities: Outputs:
4.1 Create process to manage project team and stakeholders
  • Project Management SOP Handbook Template
4.2 Manage project communications
  • Project Status Meeting Template
  • Project Status Report Template
4.3 Create initial scope change assessment
  • Project Change Request Template
4.4 Create in-depth scope change assessment
  • Recommendation and Decision Tracking Log
4.5 Establish scope change escalation procedure
4.6 Monitor and control risks
4.7 Manage risk communication
4.8 Monitor and evaluate the risk management plan
4.9 Monitor and control quality
4.10 Resolve quality issues
4.11 Track, report, and communication on quality
4.12 Obtain quality sign-off on deliverables

Module 5: Create Project Closing Processes

The Purpose

  • Close the project and smoothly transition to support.

Key Benefits Achieved

  • Implemented project closing and transition processes.

Activities: Outputs:
5.1 Create process to obtain final sign-off
  • Deliverable Acceptance Form Template
5.2 Create process to ensure business acceptance
  • Final Sign-Off and Acceptance Form
5.3 Create process to transition project to support
  • Handover to Operations Template
5.4 Create process to conduct a project post-mortem
  • Post-Mortem Review Template
  • Post-Project Feedback Form
5.5 Create process to complete project closing checklist
5.6 Create process to ensure smooth handover to PMO
5.7 Create process to conduct post-implementation review
  • Post-Implementation Review Template
5.8 Create process to track, measure, and report on project benefits
  • Track and Measure Benefits Tool

Module 6: Implement Project Management Processes

The Purpose

  • Put the project initiation and planning processes into action.

Key Benefits Achieved

  • Implemented project initiation and planning processes.

Activities: Outputs:
6.1 Develop roll-out plan
  • Roll-out plan
6.2 Develop roll-out communication plan
  • Roll-out communication plan
6.3 Implement new processes
6.4 Iterate on processes
6.5 Track metrics
  • Completed metrics

Workshop Icon Book Your Workshop

Onsite Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn’t enough, we offer low-cost onsite delivery of our Project Workshops. We take you through every phase of your project and ensure that you have a road map in place to complete your project successfully.

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Hide Details

Search Code: 76120
Published: October 9, 2014
Last Revised: April 21, 2015

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