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Project Portfolio Management icon

Right-Size Project Management for Infrastructure and Operations

Equip your project managers with a purpose-built approach to project management.

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Contributors

  • 3 anonymous contributors

Your Challenge

  • Your team is expected to manage projects off the side of their desks while also balancing heavy operational workloads.
  • The organization’s project management process is rigorous. While it might have its place on high-risk, high-complexity projects where the outcomes are unpredictable, it seems like a lot of documentation for the typical infrastructure project.
  • You still need your team to properly plan and manage their projects, but the rigor prescribed by the project management office (PMO) isn’t working. Your team is frustrated by governance requirements that don’t ultimately help to drive outcomes on their projects.

Our Advice

Critical Insight

  • Project management best practices have traditionally neglected the unique planning needs of infrastructure projects, prescribing heavy requirements gathering, scope, and schedule management rigor where increased communication and stakeholder management tactics are in fact what’s needed.
  • With a high expectation of “get-to-action” (both internally, from infrastructure practitioners, and externally, from requestors and executives), infrastructure project leads can often have an allergy to project planning, and have a tendency to just “get to work.” While this might end up saving the individual practitioner some time, it can end up costing the organization at implementation time in the form of resourcing waste and stakeholder confusion.

Impact and Result

  • Breakdown the divide between stakeholder groups. Use the training and stakeholder alignment tactics and tools in this research to help promote better project management adherence, while improving relations between project and infrastructure leaders.
  • Shift the focus of your project managers and leads away from your processes, towards the fulfillment of the project. Provide project staff with a simplified process that will help to define scope, manage risk, communicate outcomes, and feed the portfolio, without drowning them in unnecessary documentation.
  • Tune your project management tools to fit the task at hand. Configure the Excel-based toolkit at the heart of this research to help anchor and guide your right-sized processes.

Research & Tools

Start here – read the Executive Brief

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

1. Develop a project management process for Infrastructure

This phase will help you define and configure a purpose-built project management tool and design a process around it.

Guided Implementations

This guided implementation is a five call advisory process.

Guided Implementation #1 - Configure a purpose-built project management workbook

Call #1 - Scoping call to determine the organization’s current state and to review Info-Tech’s Infrastructure and Operations Project Management Workbook.
Call #2 - Develop project initiation and planning practices using the workbook.
Call #3 - Cultivate project execution and closure practices for your infrastructure project managers using the workbook.

Guided Implementation #2 - Document and communicate your project management processes

Call #1 - Formalize your new project management processes in a process document and workflow.
Call #2 - Prepare to communicate your new processes and to train project managers.

Onsite Workshop

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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 roadmap in place to complete your project successfully.

Module 1: Analyze the Current State

The Purpose

  • Assess the current state of infrastructure project management and establish a realistic target state.

Key Benefits Achieved

  • Realistic and well-informed workshop goals.

Activities

Outputs

1.1

Introductions and workshop expectations activity.

  • Realistic workshop goals and expectations
1.2

Complete Info-Tech’s PPM Current State Scorecard diagnostic survey.

  • PPM Current State Scorecard
1.3

Assess pain points and analyze root causes.

  • Root cause analysis

Module 2: Define Project Management Baselines

The Purpose

  • Establish key project and project management baselines before building the process out.

Key Benefits Achieved

  • Stakeholder alignment on things like “what is a project?” and “how much time do we have for project management responsibilities?”

Activities

Outputs

2.1

Refine the definition of a project for your infrastructure team.

  • Essential distinction between project and non-project work
2.2

Establish the criteria for assessing project levels to right-size project management processes.

  • Project Intake and Classification Tool
2.3

Perform a high-level project capacity assessment.

  • PPM High-Level Supply-Demand Calculator

Module 3: Establish Right-Sized Planning Processes

The Purpose

  • Develop appropriate initiation and planning practices for your infrastructure projects.

Key Benefits Achieved

  • Standardized and sustainable initiation and planning processes.

Activities

Outputs

3.1

Define intake and initiation steps for infrastructure projects and project managers.

  • A process for the intake and initiation of infrastructure projects
3.2

Create requirements-driven scope statements and a plan for managing project changes.

  • A defined process for defining scope and managing scope changes
3.3

Create a task breakdown and schedule and define roles.

  • Processes for delineating project tasks and milestones, and defining stakeholder roles and responsibilities

Module 4: Develop Execution and Closure Protocol

The Purpose

  • Develop appropriate execution and closure practices for your infrastructure projects.

Key Benefits Achieved

  • Standardized and sustainable execution and closure processes.

Activities

Outputs

4.1

Plan organizational change management aspects of a project.

  • A process to manage organizational change components of projects
4.2

Create a communications plan.

  • A standardized approach to communication planning and management
4.3

Develop project status reporting and risk management processes.

  • Status and risk management practices
4.4

Develop a closure checklist.

  • A process for effectively closing projects out

Module 5: Define an Implementation Plan

The Purpose

  • Define an implementation approach for your new processes.

Key Benefits Achieved

  • Well defined next steps on how to implement the tools and processes defined during the workshop.

Activities

Outputs

5.1

Map your target state process.

  • Project Management Process Flow
5.2

Configure the Infrastructure and Operations Project Management Workbook.

  • Infrastructure and Operations Project Management Workbook
5.3

Plan training requirements and define an implementation plan.

  • Project Management Process Training Template
  • Implementation Plan

Member Testimonials

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After each Info-Tech experience, we ask our members to quantify the real time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this Blueprint, and what our clients have to say.

Client

Experience

Impact

$ Saved

Days Saved

Chemeketa Community College

Guided Implementation

7/10

N/A

N/A

Search Code: 88287
Published: April 22, 2019
Last Revised: April 22, 2019