program management deployment concept consulting

“Program Management - Best Practice” Deployment

Prepared by: Kaushik Pramanik,PMP, PGDOL (Oxford), PGDFI (LSE), MTech (IIT), BME

Purpose: Consulting

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Contents..

Introduction:

1. Background and current situation2. Objectives of the presentation3. Vision & Mission4. Scope statement5. Strategic challenges6. Balanced scorecard

Models and Governance:

1. Deployment model2. Present big picture (Functional model)3. Target big picture (Functional model)4. Work Stream (WS) concept5. Work Stream (WS) approach6. Deployment organizational structure7. Deployment governance mechanism8. Governance triangle9. Deployment value chain

Responsibilities and Key messages:

1. Work Stream (WS) leader’s - key responsibilities

2. Head of project management – key responsibilities 3. Key messages for the deployment4. The end.

Risk, KPIs, and Roll-out plan:

1. Top 5 risks and risk mitigation actions2. KPIs related to the deployment3. High level roll-out deliverables4. High level roll-out schedule5. Reward & recognition

Prepared by: Kaushik Pramanik

Prepared by: Kaushik Pramanik 3

Background and current situation..Insurance top management has decided to roll-out program management best practices across Insurance group divisions (Insurance Ltd., Reinsurance, Corporate Solutions, Asset Management, Corporate functions and other Enabling Units) and regions.

The current program management framework has many deficiencies as mentioned below.

The new PMI based program management framework (consists of four phases, four governance checkpoints, standard program charter, program reports and the benefits management plan) has been designed and ready for deployment on fourth quarter 2012.

Standard program management terminology

Processes and tools Standard reporting structure

Key performance indicators

Control of program financial

management

Overlap between project and program

governance.

Deficiencies

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Objectives of the presentation..

to generate new program management

best practice deployment concept including high-level roll-out plan with all the major activities and key milestones.

to develop the vision & mission

statement for deployment / roll-out phase.

to define the deployment scope, roles & responsibility,

deployment work stream concept across regions

and divisions, deployment organization structure and governance mechanism.

to provide the transparent road map

for training & learning , tools & techniques,

deployment processes, user support,

awareness, reward & recognition, and communication.

to identify top five key risks and

risk mitigation actions in relation

to the deployment.

The main objectives of this presentation are


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MissionOur mission is to help insurance globally by

partnering with Insurance business, corporate, IT and shared services divisions to implement

sustainable, and reliable best-practice program management framework globally.

empowering our employees and rewarding them for practicing best-practice program

management framework.

Vision & Mission statement..

providing training , tools and necessary support to Insurance employees to use best-practice

program management framework.

VisionOur vision is to become the trusted partner of all divisions of Insurance, renowned for our

consultancy on best-practice program management and project management frame

work and methodology.


All program management organization of Insurance across divisions and

regions.

Training and support of program managers and nominated individuals about new “Program Management - Best Practice” framework, and tools & techniques associated with it.

Creation of awareness among employees about the new framework and methodology across Insurance via different communication mechanisms.

Reward and recognition procedures and guidelines for following the new “Program Management – Best Practice” framework.

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Scope statement..


Scope of the “Program Management – Best Practice” deployment plan is limited to…


“Program Management – Best Practice” Deployment: Strategic challenges…

•Senior Management of the organization does not value the new best-practice framework.

•No support from the top management within the organization.

Organizational•Present

operating model doesn’t support program management.

•Too much to change in the operational functional model to adopt the change.

Operational

•Budget issues to follow the new practice.

•ROI to follow the new practice is lower than existing practice.

Financial

•Program Managers are not trained, resistant to the new practice.

•Lack of knowledge about Program & Portfolio Management and Strategy.

People

•Too many processes are already in place.

•Strong resistant to adopt another new process and framework.

Process


“Program Management – Best Practice” Deployment: Balanced scorecard..Strategic Objectives Strategic Measures

Fina

ncia

lCu

stom

erIn

tern

alLe

arni

ng &

G

row

th

F1: Long term higher ROI F2: Reduce program financial riskF3: Controlled program financial management

Measure ROI with new practice Number of projects are completed on time and on budget using new concept.Existence of program financial management framework

C1: Well trained program managers, quality assurers, program / project management officersC2: Improve support to customers

Industry survey on program & project management staff in Insurance through external agencyCustomer satisfaction survey

I1: Common practiceI2: Industry standard practice (PMI)I3: Higher quality of deliverablesI4: Higher performance

Survey result on the existence of best practice across Insurance.Audit result on program deliverables and overall program performance.

L1: Focus on core competencies and skillsL2: Provide career growth charterL3: Tailor made learning program.

Employee survey Existence of career growth plan for program managers and other participants.

Deployment model..

9Prepared by: Kaushik Pramanik

GovernanceCoE

Enterprise Strategy

Governance

“Program Management – Best Practice”: Deployment

Strategy

Deployment Concept

Target Operating

Model

Governance Mechanism

Deployment Road Map

Role and Responsibility

Overall deployment concept

Present big picture (Functional model)

Target big picture (Functional model)

Work Stream structure

Organizational model

Governance structure

Governance model

Role definition

Key responsibility definition

Deliverables

Key milestones & activities

Dependencies

Expected date

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Present big picture..

Reinsurance Risk Management

Human Resources

InformationTechnology

Asset Management

Present Functional Model

CHAP

ACN

A &

LA

Insurance & Claims

EMEA

“Different colour represents different practice framework, and tools across regions and divisions.”


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Target big picture..

Reinsurance Risk Management

Human Resources

InformationTechnology

Asset Management

Target Functional Model

CHAP

AC

Program

Management –

Best Practice

NA

& L

A

Program

Management –

Best Practice

Program

Management –

Best Practice

Program

Management –

Best Practice

Program

Management –

Best Practice

Program

Management –

Best Practice

Insurance & Claims

EMEA

“Program Management – Best Practice” framework, tools, training, guideline, support



Deployment concept: Work Stream concept..

“Program Management – Best Practice”:

Deployment

Communication & Communities Work

Stream

Training, Tools & Techniques, and Support Work

Stream

Cross-functional collaboration Work Stream

GovernanceGovernance

Set the strategic directionEstablish disciplined executionDefine various actionsPrioritise & communicate

Establish the accountabilityDefine rewards & recognitionEvaluate framework & road mapInvestment decision

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Work Stream approach..Three global work streams have been defined to ensure that “Program Management – Best Practice” deployment activities and deliverables are generated in a timely and collaborative manner.

Communication & CommunitiesThis work stream will be responsible for communicating “Program Management – Best Practice” across regions and divisions in Insurance through different mode of communication and program management community.

1

Training, Tools & Techniques, and SupportThis work stream will be responsible for development and execution of a framework related to training, tools & techniques, and user support of Program Management – Best Practice” to increase the quality and efficiency of numerous program management environments in Insurance.

2

Cross-functional collaborationThis work stream will be responsible for collaboration and coordination between above two work streams, across Insurance business divisions and regions, corporate training department, external parties to facilitate smooth deployment of “Program Management – Best Practice” framework in Insurance.

3

1


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Deployment organizational structure..

Head of CoE Enterprise

Transformation

Head of Project Management Practice Area

Communication & Communities Lead

( WS Lead A)

Training, Tools & Techniques, and

Support Lead(WS Lead B)

Cross-functional collaboration Lead

(WS Lead C)

Regional

Regional

Regional

WS Lead A WS Lead B

WS Lead C

Regional Leads Regional Leads

Head of Project Management Practice Area

WS Lead A WS Lead B WS Lead C

Collaboration Model

External &

Insurance

Exte

rnal

&

Insu

ranc

e


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Deployment governance mechanism..

Global Head & Regional Heads-> STC Function APAC CH

GLOBAL

VirtualTeams

Communication & Communities lead1

Training, Tools & Techniques , Support lead2

Cross-functional collaboration lead3

AMERICAS (NA & LA)

EMEA

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ork

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am T

eam

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Each work stream leader will lead global teams across regions to implement various work stream activities regionally.

Initially, the work stream leader will be based in Switzerland. However, a work stream leader can be located in any region. Every region will have regional work stream leader, regional team members and virtual team members.

Three leads (Lead A, Lead B and Lead C) and Head of project management practice will meet twice a month to discuss the status, progress, risk issues of the deployment. The meeting duration is two hrs.

Head of Project M

anagement Practice

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COO/DOO/GIO

Governance

Program Management – Best Practice Governance

Strong focus from top.

End to end governance.

Top to bottom transparency.

High-level of accountability.

Result oriented structure.

Clear strategy & big picture.

Long-term sustainability.

Well drawn road map.

Team force in action.

Fostering collaboration.

Catalyst to transformation.

Reward and recognition.

COO / DOO GIO

Governance triangle..


Consists ofHead of Project Management Practice,Work stream leaders (3)Frequency (2 per month)

Consists ofWork stream leaders ,Regional participants ,Frequency (2 per month)

Each work stream will have governance mechanism…

Work stream Governance

CoE Enterprise Transformation Governance


Program Management – Best Practice:Deployment value chain..

CONCEPT

FRAMEWORK

TEMPLATES

COMMUNICATION

TRAINING

TOOLS

IMPLEMENT

SUPPORT

PLANNING, CONTROLLING & MONITORING

COLLABORATION

COMMUNICATION & COMMUNITYEX

COUNCIL

PROPOSAL

PRO

GRA

MM

ANAG

ERS

Note:Value Chain: -Processes or activities by which an organization adds value to end users.

BEST P

RACTICE FRAME

WORK

Note: End value to customer is “Program Management – Best Practice” framework which will provide competitive advantage over a long run.


Top 5 risk issues and risk mitigation actions..

Key Risks

Strong resistance to adopt new practice.

Program managers reluctant to follow any guidelines.

Lack of awareness group wide.

Divisional and regional organizational barrier and complexity.

Lack of support from Sr. management.

Mitigation Action: Communicate quantitative and qualitative values of new practice over the old one.

Mitigation Action: Develop a holistic communication model to create the awareness.

Mitigation Action: Focus on cross-functional collaboration model and plan, and robust governance.

Mitigation Action: Get a mandate and buy in from top management.

Mitigation Action: Train program managers, reward & recognize them if they follow guidelines.

1 2

3

4

5

*** Focus on preventive actions over reactive actions.


KPIs related to the deployment..

Number of Program Managers are trained in each region and division.

Number of PMOs and QAs are trained in each region and division.

Statistics related to the different training mode (Workshop, Online, Coaching etc.).

Various communication statistics.

Number of community members in each region.

Milestones on schedule, and budget.

Resource distribution at various stages of the deployment.

CPI, SPI, CV, SV, EAC, ETC metrics related to the deployment.

Number of risk issues at different stages of the deployment.

Customer or end user feedback score after the deployment.


High level roll-out deliverables..Following are the various roll-out deliverables for HR program management department across divisions and regions in Insurance (Pilot program).

Set-up and Define

Define detailed deployment planSet-up of Work Streams (WS)Define communication planDefine collaboration planDefine training, tools & techniques and

support planSet-up of “Program Management – Best

Practice” communities

Execute

Generate awareness across HR groupExecute communication planExecute collaboration planProvide training to HR program managers Provide necessary support to HR program

managers with tools & techniques

Approval, Go live and Closure

Receive approval from HR divisional and regional sponsorReceive approval from “Program Management – Best Practice” program sponsor. Receive the approval from Head of CoE Enterprise Transformation.Go live Program closure.


High level roll-out schedule..2012

Jun Jul Aug Sep Oct Nov Dec

Deployment Plan

Work Streams

Communication Plan

Collaboration Plan

Training, Tools, Techniques, & Support Plan

Communities

Set-up & Define

Communication

Collaboration

Training

Support

Awareness

HR Approval, CoE Approval & Sponsor Approval

Sign-off

Go Live

Execute, Approve & Go Live

Sign-off

Sign-off

Sign-off

Sign-off

Sign-off


Reward & recognition to program managers..

Reward&

Recognition

Recognizein the group

wide news letter.

Provide certificate from

CoE division.

Inform the supervisor about the

achievement.

Provide dinner coupon for the

family.

Arrange CoE reward event with dinner.

Mention the names in the

town hall.


Work Stream (WS) leader: key responsibilities

Communication & CommunitiesDevelop and distribute communication management plan to deploy “Program Management-Best Practice” & maintain sustainable relationship with stakeholders.Create “Program Management -Best Practice” community for each region led by regional leaders focusing on best practice methodology, framework, tools, awareness, user support etc.Provide guidance to regional “Program Management – Best Practice” community.

Training, Tools & Techniques, SupportDevelop “Program Management–Best Practice” framework training material. Provide training to program managers across divisions and regions.Define tools & techniques, tool chain to be used to follow “Program Management – Best Practice” methodology.Provide support to end users of “Program Management – Best Practice”.

Cross-functional collaborationDefine collaboration plan focusing on collaboration mode between different stakeholders, work streams and communities.Generate awareness of Program Management – Best Practice” across regions using PM Hub, Group wide Newsletter, social-networking platform (“Your Space”), podcast, webinars, hand-out, etc.

Practice area head of project management: key responsibilities


Key responsibilities:

Define Program Charter to deploy “Program Management – Best Practice” across divisions and regions and lead the program.

Define the concept, target operating model, deployment road map of “Program Management – Best Practice“ framework.

Facilitate global work stream leaders, regional work stream leaders to carry-out their defined responsibility.

Maintain long-term sustainable relationship with program sponsor, departmental heads in Insurance across regions and divisions, stakeholders in CoE Enterprise transformation organization, various internal and external teams and stakeholders.

Define and execute various governance mechanism, governance meetings to address the strategic and tactical requests and execute “Program Management – Best Practice” deployment on time and on budget across divisions and regions.

Track & control various financials to deploy “Program Management – Best Practice” in Insurance.

Define reward and recognition criteria for using “Program Management – Best Practice." Lead the work stream team to implement “Program Management – Best Practice." Provide monthly progress , status, risk , and KPI metrics report to program sponsor, head

of CoE enterprise transformation and all stakeholders across divisions are regions.


Key messages for the deployment..

Be focused, committed and dedicated to accomplish the mission as a team.

Encourage best practice above and beyond, and always be collaborative.

Provide high quality sustainable solution not only the product and framework to end customer.

Become a trusted partner of stakeholders and business unit members.

Gain the loyalty of the customer over customer satisfaction.


Teamwork is the ability to work together towards a common vision. The ability to direct individual accomplishments towards organizational objectives. It is the fuel

that allows common people to attain uncommon results. - Andrew Carnegie

(19th century Scottish-American Industrialist)

Thank you for your time and going through this presentation, I think that the mission is possible.


program management deployment concept consulting

Documents

program reports

asset management

support of program managers

trained program managers

deployment model

standard program charter

program financial risktime

deployment scope