Building A Strong PM Culture at Your Firm:
The 3 Pillars of Project Management Excellence
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Today’s Conversation
 Why a strong PM culture is critical...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Today’s Speakers
Bob Stalilonis, CPA, MBA
Senior Solution ...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Why a Strong PM Culture
Is Critical to the Success of
Your...
There Are Many Ways Your Firm
Can Spend Money
There is only one way it
can make money – on
projects
©2014 Deltek, Inc. and...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Strong PMs Are Seller-Manager-Doers
Typical
PM
Roles
• Pla...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Your Firm’s Future Depends On It
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Direct Impacts
 Claims
 Client Retention
 Employee Rete...
Pillar 1: Building Strong and Effective PMs
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
What Makes a Great PM?
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
What Makes a Great PM?
1. Follows through
 On commitments...
A Strong PM is Like a Great Server
in a Fine Dining Restaurant
1. Explain all the scope options offered?
2. Make sure cust...
Best Practices
 A vision created by senior
management
 Clear company-wide standards
 Efficient processes
 Functional p...
Every PM Needs A Development Plan
PM Duties/Authority Current Vision
Manage proposals for the projects he/she will ultimat...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Rese...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Best Practices
 Templates and tools to comply with
standa...
Establish a Partnering Relationship
Between Principals and PMs
Activities Project Manager Principal
Fee proposals Prepares...
Give PMs the Tools They Need to
Do Earned Value Management
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
$-
$17,379
$34,758
...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Rese...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Best Practices
 Senior management
o Management sets the s...
Much
Above
Target
Much
Below
Target
Profit
Target
Profit
Below
Target
Profit
Above
Target
Profit
Unacceptable
Needed Impro...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
10 Things Principals Must Know
About Their PMs’ Projects
1...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
We Don’t Recommend This Method
Principals
Project Manager
...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
You Can Get the Answers By…
Or You Can Schedule Formal
Project Reviews
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Selecting Projects for Formal
Reviews
 % Spent varies significantly
from % Earned
 % Earned = % Spent
 High risk projec...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
One Firm’s Project Review Process
1. All PMs submit Earned...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Key Takeaways
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Key Takeaways
1. Develop a specific list of PM duties for ...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Key Takeaways…
5. Senior Management commitment to strong p...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Q&A
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Next Steps
Project Management Bootcamp
This interactive, t...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Next Steps
Building a Culture of Better Project Management...
©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
Thank You!
Dave Burstein
dburstein@psmj.com
(770) 723-9651...
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Deltek and PSMJ Resources Webcast: The 3 Pillars of Project Management Excellence

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Most A&E professionals spend 4 to 8+ years learning about design (or other professional discipline), followed by required continuing education and licensing. While technical and design expertise is at the core of every firm, project management is too. After all, successful projects are the only way a firm can make money and satisfy clients. This can impact staff retention as well.

Principals, practice directors and project managers should register for this free webinar to help develop what we call a “Strong Project Management Culture". You will learn about the 3 pillars of project management excellence:

1. Building strong and effective project managers
2. Creating an environment that enables them to be successful
3. Instilling accountability across the organization

This webinar is based on Deltek and PSMJ Resources’ more than 70 years combined experience in helping A&E firms manage their projects effectively. Utilize the framework, best practices and real-world examples to instill project management excellence in your firm.

http://www.bcsprosoft.com/3-pillars-project-management-excellence/

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  • Warm Welcome-BobExcited to present key success factors on how progressive companies in the A/E industry achieve outstanding resultsThese firms’ commitment to financial management, project management, marketing and other best practices helped them thrive despite economic adversity and sweeping industry change.For over 30 years PSMJ has been tracking financial performance of the A/E industry with their in depth surveysPSMJ has identified the top performers and add insight on what makes these firms so successfulThe Circle of Excellence firms have impressive financial performance coming out of a challenging economyWe are especially delighted to see that over 81% of the Circle of Excellence companies are Deltek customers
  • Agenda-Slide # 2-Bob
  • Introductions-Slide # 3-Bob then Dave
  • PROJECT IS RUNNING OVER BUDGET BECAUSE EARNED VALUE (19%) IS LESS THAN ACTUAL EXPENDITURES (25%). YOU CAN ESTIMATE THE AMOUNT OF OVER-BUDGET BY MEASURING THE DIFFERENCE BETWEEN THE RED LINE AND THE GREEN LINE ON THE LEFT-HAND Y-AXIS (ABOUT $12,000 OVER BUDGET).
  • Discuss how you would do a performance review for each of these PMs. Or do a role-play mock performance review using the instructor as the PM.
  • Micromanage the projectInformal discussions with PMsFormal presentations by PMs
  • PICs should initiate these, not just wait for the PM. If your PIC isn’t initiating these, you should.
  • Key Takeaways-Slide # 17-Bob Bob to review each item
  • Key Takeaways-Slide # 17-Bob Bob to review each item
  • Next Steps-slide #19-Bob Bob to review each item
  • Deltek and PSMJ Resources Webcast: The 3 Pillars of Project Management Excellence

    1. 1. Building A Strong PM Culture at Your Firm: The 3 Pillars of Project Management Excellence
    2. 2. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Today’s Conversation  Why a strong PM culture is critical to the success of your firm  The 3 pillars of PM excellence 1. Building strong and effective PMs 2. Creating an environment that enables them to be successful 3. Instilling accountability across the organization  Summary  Q&A
    3. 3. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Today’s Speakers Bob Stalilonis, CPA, MBA Senior Solution Architect Deltek Dave Burstein, P.E. Principal PSMJ Resources, Inc.
    4. 4. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Why a Strong PM Culture Is Critical to the Success of Your Firm
    5. 5. There Are Many Ways Your Firm Can Spend Money There is only one way it can make money – on projects ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    6. 6. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Strong PMs Are Seller-Manager-Doers Typical PM Roles • Plan • Organize • Direct • Control Additional PM Roles • Up-sell and cross-sell • Close new deals • Design/technical direction • Earn THE profit • Bill the client • Secure payment Where to Find Time? PM 10% RULE:
    7. 7. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Your Firm’s Future Depends On It
    8. 8. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Direct Impacts  Claims  Client Retention  Employee Retention
    9. 9. Pillar 1: Building Strong and Effective PMs ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    10. 10. What Makes a Great PM?
    11. 11. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved What Makes a Great PM? 1. Follows through  On commitments  On others’ commitments 2. Good listener 3. Proactive 4. Nails every aspect of job 5. Leads by example 6. Good communicator 7. Backs decisions of team members 8. Organized 9. Handles multiple priorities well 10. Technically proficient 11. Holds people accountable 12. Delegates well
    12. 12. A Strong PM is Like a Great Server in a Fine Dining Restaurant 1. Explain all the scope options offered? 2. Make sure customer understands firm's pricing structure? 3. Understand the scope that the customer wants before starting the project? 4. Communicate desired scope to project team? 5. Assure that project team prepares work product per customer’s desired scope? 6. Deliver it in a reasonable time? 7. Periodically check with customers to see if they desire additional scope items? 8. Deliver invoice as soon as project is completed? 9. Assure that customer pays invoice? 10. Incentivized to provide excellent service to customers? ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    13. 13. Best Practices  A vision created by senior management  Clear company-wide standards  Efficient processes  Functional professional development  Formal project management training  Mentoring to enhance skills (team management, public speaking, etc.)  Consistent accountability ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    14. 14. Every PM Needs A Development Plan PM Duties/Authority Current Vision Manage proposals for the projects he/she will ultimately manage No Yes Prepare the fee budgets for their projects Occasionally Yes Actively participate in fee negotiations with clients No Yes Actively participate in selecting their project team members No Yes Actively participate in performance evaluations of team members No Yes Able to get non-performers removed from their projects No Yes Control design and technical decisions (within the overall constraints of firm policies) Yes Yes Stay in firm control of their project budgets Usually Yes Stay in firm control of their project schedules Yes Yes Maintain the day-to-day relations with their clients Yes Yes Sign and seal the drawings (in states where they are licensed) No Yes If there is a collections problem, directs the collection efforts Participates Yes Really feel accountable for the success or failure of his/her projects Yes Yes ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    15. 15. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Pillar 2: Creating an Environment That Enables PMs to be Successful
    16. 16. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Best Practices  Templates and tools to comply with standards  Efficient, well documented processes  Workflows from PM system to provide real-time project insight  Insight into project financial performance  Support from senior project manager or principal
    17. 17. Establish a Partnering Relationship Between Principals and PMs Activities Project Manager Principal Fee proposals Prepares Approves Fee negotiations Participates Directs Team selection Requests Approves Performance evaluations Inputs Performs Removing non-performers Recommends Acts Design/technical decisions Meets standards Set standards Client relations Maintains Client Sponsor Future work Secures Approves Accountability Maintains Rewards/punishes ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    18. 18. Give PMs the Tools They Need to Do Earned Value Management 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% $- $17,379 $34,758 $52,137 $69,516 $86,895 $104,274 $121,653 $139,032 $156,411 $173,790 1-Jan 1-Feb 1-Mar 1-Apr 1-May 1-Jun 1-Jul 1-Aug 1-Sep 1-Oct 1-Nov 1-Dec 1-Jan Planned Expenditures Actual Expenditures Earned Value ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    19. 19. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Pillar 3: Instilling Accountability Across The Organization
    20. 20. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Best Practices  Senior management o Management sets the standard! o Rigorous project reviews at least monthly  PMs o Document compliance with required actions o Project plans current and scope changes addressed with management o Standard escalation steps followed if project falls behind with budget or schedule o Monitor KPIs monthly and take action when project performance is below benchmarks  Finance o Partner with the PMs – information sharing, training
    21. 21. Much Above Target Much Below Target Profit Target Profit Below Target Profit Above Target Profit Unacceptable Needed Improvement Acceptable Met Expectations Exceeded Expectations Excellent Exceptional How One Successful Firm* Evaluates Their PMs ClientEvaluations Profitability 1 1 PM #1 1 1 1 1 1 1 2 2 PM #2 2 2 2 2 2 3 3 PM #3 3 3 3 3 3 3 4 4 PM #4 4 4 4 4 4 * Reproduced courtesy of ClientFeedbackTool ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    22. 22. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved 10 Things Principals Must Know About Their PMs’ Projects 1. Is the job set up properly in the accounting system? 2. Has a Project Management Plan been prepared and distributed to the team? 3. Are there pending change orders that need to be formalized? 4. Has the job been billed recently? 5. Are payments current? 6. Is the job running over or under budget? If over budget, what corrective actions are being taken? 7. Is the project on schedule? If not, what corrective actions are being taken? 8. Are our QA requirements being followed? 9. Is the client happy? 10. Is there more work coming up with that client?
    23. 23. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved We Don’t Recommend This Method Principals Project Manager CFO
    24. 24. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved You Can Get the Answers By…
    25. 25. Or You Can Schedule Formal Project Reviews ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    26. 26. Selecting Projects for Formal Reviews  % Spent varies significantly from % Earned  % Earned = % Spent  High risk projects  High opportunity projects  Strategic client projects  It’s the PM’s turn ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved
    27. 27. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved One Firm’s Project Review Process 1. All PMs submit Earned Value reports to their Office Managers each month. 2. Each Office Manager in conjunction with the Regional Manager will select a day each month to conduct project reviews. Time allocated will be 30 to 60 minutes per PM, at the discretion of the Office Manager. Office Managers will have a schedule in place on or before November 1. 3. Office Managers will advise Regional Managers, PICs, COO and CFO which projects are scheduled for reviews each period. Regional Managers, PICs, COO and CFO will attend at their discretion (either in person or via web). 4. Each PM must present at least one project each month. If the Office Manager is also the PM, the Assistant PM will present the project 5. Project reviews will include both PowerPoint and Excel templates (plus other clarifying management information that the PM may want to include) 6. The COO monitors the implementation of this process
    28. 28. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Key Takeaways
    29. 29. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Key Takeaways 1. Develop a specific list of PM duties for all the PMs in your firm 2. Measure your PMs’ performance in terms of:  Profitability  Client satisfaction 3. Have a written plan for developing promising design professionals into strong PMs 4. Communicate regularly with your PMs to find out the status of key issues
    30. 30. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Key Takeaways… 5. Senior Management commitment to strong project management 6. Senior Management adopts new processes 7. Project planning is integral to business process 8. Clear career path, training and development, and support for PM leads to lower turnover 9. Best practice firms leverage technology, streamline business processes, and centralize information in a single database
    31. 31. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Q&A
    32. 32. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Next Steps Project Management Bootcamp This interactive, two-day seminar is extremely useful for those who are looking for all levels of project management • Webinar participants register now for one of the upcoming 8 locations, and bring a colleague to this seminar for half off the regular registration fee.* Project Management Newsletter This monthly newsletter provides PMs with great ideas on how to make their projects more successful. • Webinar participants receive 18 months of this newsletter for the price of 12 months ($397 per subscriber) • Significant discounts are available for multiple subscribers in the same firm Call Diane Constantine at 800-537-PSMJ (7765) and mention that you participated in this webinar to receive these special offers for a limited time only. Offer ends 14 days from the date of this webinar! *PSMJ PM Bootcamp offer – not valid on previously registered and paid attendees
    33. 33. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Next Steps Building a Culture of Better Project Management Whitepaper A start-to-finish guide for creating a world-class project management discipline. Download- http://bit.ly/1rQcXJF Deltek Project Management eBook Loaded with product and client examples, this interactive eBook shows you how Deltek Vision enables more effective project management Download - http://bit.ly/1jjjyty
    34. 34. ©2014 Deltek, Inc. and PSMJ Resources, Inc. All Rights Reserved Thank You! Dave Burstein dburstein@psmj.com (770) 723-9651 Bob Stalilonis BobStalilonis@deltek.com (617) 528-2375

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