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Sepura PMO - Real world challengesRebecca Leadbitter - SciformaMark Sutton Sepura

Intro Mark Sutton, Run the Project and Requirements team at Sepura effectively looking after all of the development projects for Sepura & the front end requirements.

Id like to talk to you a bit about our experiences in setting up and establishing the PMO. The journey weve been on, some of the pitfalls and some of the successes weve achieved.1Sepura backgroundIntroduction of the PMO in SepuraSciforma backgroundSciforma in SepuraReal world challengesBenefits and lessons learned

Contents#

SepuraEver expanding Portfolio of Products, Markets, Customers and Competitors

Applications

Radios & Accessories

Systems

Countries< 1m56581 - 2m1042 - 5m845 - 10m24> 10m22Traditional Public Safety users(Police, Fire and Ambulance)+ Commercial users(Industrial, Utilities, Transportation)

#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystemsPosh Walkie Talkies (TETRA and DMR) + Systems and now AppsIn the last 5 years our commercial business has grown rapidlyAnd we now sell over 80% of our products overseas with 1000s of customers in > 100 countries (even World Cup)3SepuraAn ever changing company

70350EmployeesProducts130+Projects per year550+Development sites in Cambridge (HQ), Reading, Bristol, Vienna, Helsinki & BangaloreFull time Project Managers210

Sepura stats#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystemsToolProcessesCulturePeopleSepuraPMO and Projects before 2009

MS Project for scheduling (local)Excel for resource consolidation Data dispersed, disjoint and inaccessibleNo portfolio processes Weak matrixPriority scheme for resource assignmentsPM not recognised as a dedicated professionNo structured PM qualificationSilo MentalityProject Manager seen as single point of failure#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystemsI joined in 2003 as a PM and in the early days with a small organisation it was easy to manage the portfolio & resources but as the organisation grew it became harder. No integrated Project / Portfolio / Resource ManagementExperienced and hard working PMs but lacking any formal PM qualifications. Insufficient portfolio level processPoor Project Management often blamed for Project failure

Change was needed REVOLUTIONARY not EVOLUTIONARY5SepuraThe PMO Revolution

PMO to look after Portfolio & Process.Project Portfolio Board (PPB) toCheck Project Proposals & Scoping data. Manage changes & Project exceptions. Make Priority calls across the Portfolio.Integrated Project / Portfolio & Resource Management toolToolProcessesCulturePeopleStandardise PM training and raise the level (APM PMQ and PQ)#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystemsIn 2007 Michael Schmitt joined Sepura to Manage the Project team. Michael was a leader and had a vision for the Project team and the wider organisation. Introduced PMO & PPB - key individuals from across the organisation. Effectively deciding what we did and didnt do. Standard PM Qualifications. Common language & highly trained (and motivated) Project Managers. Also carried out widespread PM and WP training across Sepura.Purchased & Rolled out Sciforma our integrated Project / Portfolio / Resource Management tool

Changes made a big impact in the PM team and across the organisation

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SciformaIntegrated Project and Portfolio Management tool1980 : USA / PSN1986 : Europe2003 : PSNext2013 : Sciforma 6.0

150 employees / 30M$500 000 users worldwide1000 customers

Publisher, consultancy, training, support#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystems7SciformaIntegrated Project and Portfolio Management tool

#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystems8SciformaIntegrated Project and Portfolio Management tool Key figuresDeployed PSNext in 2009 Migrated to Sciforma 5.0 in January 2014Departments : Development, Finance, Customer Support, Product Strategy Group (Product Mgt) for reports, Operations team for reportsCountries : UK , Austria, Finland and India10 PMs, 30 Line Managers + 300 Time trackers

#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystems9SciformaIntegrated Project and Portfolio Management tool

#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystems10SciformaIntegrated Project and Portfolio Management tool Benefits

Improved visibility & control : supply & demandQuickly identify teams under and over capacity allowing quick decision making

Line ManagerProject Managers can track actual Vs estimated effortImproved efficiency with automated email alerts for timesheets completionReal time consolidated budget reports

Project Manager#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystemsLine managers have perfect visibility of resource availability Vs demand and can plan accordinglyProject Managers can track actual Vs estimated effortConsolidated reports showing labour, non labour and capital spend against budget.Automatic timesheet reminder emailsEnables reviews to identify teams with under/over capacity

11SciformaIntegrated Project and Portfolio Management tool BenefitsFree report access encourages buy-in from all users.General User

#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystemsLine managers have perfect visibility of resource availability Vs demand and can plan accordinglyProject Managers can track actual Vs estimated effortConsolidated reports showing labour, non labour and capital spend against budget.Automatic timesheet reminder emailsEnables reviews to identify teams with under/over capacity

12SciformaIntegrated Project and Portfolio Management tool - Continuous improvementInternal User-Club to generate and validate ideasReduce Technical complexity.CompletedImprove Resource management maturity using job classificationsIn progress Realign with the standard Extensions (Portfolio) Currency aligned with finance ( ) Sciforma V7.0To do#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystems13SepuraChanging Organisation

#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystemsArnold English Writer14SepuraAfter shocksBig impact on the PM team & across the organisationTrying to implement your vision outside of your team takes a VERY persuasive individual. Not enough measurement to back up the huge successes wed had.Lost sight of delivering Projects.

Trying to implement new tool, processes & CMMI across Sepura was possibly too much too soon. Seen as overly bureaucratic. Big clashes and Power struggles with senior stakeholders. PPB became a pretty tense environment.

My vision or yours?In 2011 Sepura had a tough year and there was pressure to make changes. PMO heads plus a number of development heads were let go in a re-structuring exercise.

#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystemsCMMIBenefits realisation / Business caseClear statement about how the organisation should progress.15SepuraSecond wave of the PMO A more conciliatory approachIts much easier to follow a revolution than to lead oneSTARTMeasure what were doing. Project duration and cost KPIsWork closely with the rest of the organisation to make changes. Encourage changes in other teams (roadmaps and business cases). STOPBeing too process heavy keep to the core stuff (Lightweight and essential process only. Use guidelines wherever possible).Trying to do everything at once. KEEP The Project & Portfolio Management tool a centrepiece of the PMOThe regular Project Portfolio meeting - decisions and managing the Portfolio

#01041806314419814219322715116919119022023919022023919219219223718630071156017889013020025318748AppsTerminalsSystems16SepuraPMO BenefitsKey relationships : Product Management and Technology Office Project Portfolio Board (PPB) well attended Project and Resource management across the Portfolio: Roll out reports and tools to support this Ensure we have a 12 month forecast of all teams and projects WIPAverage Project Duration