Advanced program management resource, content and knowledge management


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Advanced program management resource, content and knowledge management

  1. 1. Advanced Program Management Resource, Content and Knowledge Management
  2. 2. Objectives <ul><li>Define Resource Management </li></ul><ul><li>Define Content Management </li></ul><ul><li>Define Knowledge Management </li></ul>
  3. 3. Resource Management <ul><li>Identifies all needs and sourcing options required to support the scope of the program </li></ul><ul><li>Organizes, acquires, and deploys the people and technology resources </li></ul><ul><li>Resolves staffing and other resource issues inherent to the conduct of the program </li></ul><ul><li>Develops retention plans </li></ul><ul><li>Creates new role definitions and career migration plans </li></ul><ul><li>Generates DEADON architecture </li></ul>
  4. 4. Resource Management Overview <ul><li>Objectives: </li></ul><ul><li>To create realistic project staff plans, including roles and responsibilities and roll-on/off planning </li></ul><ul><li>To systematically manage the staff roll-on/off process, program-wide </li></ul><ul><li>To handle unplanned resource needs </li></ul><ul><li>To provide performance feedback to project staff in a timely manner </li></ul><ul><li>Activities: </li></ul><ul><li>Develop project staffing plans </li></ul><ul><li>Create staff requests to coordinate/ document post-kickoff staffing </li></ul><ul><li>Evaluate unplanned staffing requests against program plans and budgets </li></ul><ul><li>Develop and deliver performance evaluations </li></ul><ul><li>Outputs: </li></ul><ul><li>Project workplans w/ loaded resources </li></ul><ul><li>Project staffing plans </li></ul><ul><li>Program staffing plan </li></ul><ul><li>Program staffing requests </li></ul><ul><li>Performance evaluations </li></ul>Definition: The resource management processes deal with staff planning, allocation and performance evaluation for staff on all projects in the program. <ul><li>Participants: </li></ul><ul><li>Project managers/team leads (initial planning, roll-on/off coordination, evaluations) </li></ul><ul><li>Program Management Office (analyze program impacts, re-planning) </li></ul>
  5. 5. Resource Management Key Considerations <ul><li>Recognize the lead time to acquire people and reflect this in workplans and staffing plans </li></ul><ul><li>Monitor individual’s productivity in relation to a role’s requirements and adjust accordingly </li></ul><ul><li>Be vigilant about realistic project roll-on and roll-off dates. Avoid the tendency to keep all people for the duration as this is an easy place for project contingency to disappear </li></ul><ul><li>Develop and execute a long-term hiring plan </li></ul>
  6. 6. Content Management <ul><li>Creates agreed upon project plan </li></ul><ul><li>Defines interim deliverables, which balance the business need with corporate capabilities </li></ul><ul><li>Leverages rapid deployment mechanisms </li></ul><ul><li>Installs a well defined scope change process </li></ul><ul><li>Leverages “fact-based” requirements repository </li></ul><ul><li>Selects program management tools and standards </li></ul>
  7. 7. Content Management Overview <ul><li>Objectives: </li></ul><ul><li>To provide project and program-wide cost and schedule controls </li></ul><ul><li>To maintain focus on milestones by phase </li></ul><ul><li>To highlight valid scope variances and to update budget, scope and schedules, as appropriate </li></ul><ul><li>Activities: </li></ul><ul><li>Identify and evaluate potential changes in scope </li></ul><ul><li>Evaluate impacts on project </li></ul><ul><li>Evaluate overall program impacts </li></ul><ul><li>Integrate appropriate changes into project and program plans </li></ul><ul><li>Request additional budget, resources as needed </li></ul><ul><li>Outputs: </li></ul><ul><li>Scope Change Request </li></ul><ul><li>Project/Program Impact Analyses </li></ul><ul><li>Scope Change Decision </li></ul><ul><li>Project functional/technical design document updates </li></ul><ul><li>Project/program plan, resources, budget updates </li></ul><ul><li>Definition: </li></ul><ul><li>The change control process identifies scope changes, approves or rejects the change and manages the integration of the changes into plans, budgets, resource allocations and schedules. </li></ul><ul><li>Scope changes may be additions to or deletions from the baseline scope. </li></ul><ul><li>Participants: </li></ul><ul><li>Project/team leads - (identify potential changes, analyze impacts, re-planning) </li></ul><ul><li>PMO - (analyze program impacts, re-planning) </li></ul><ul><li>Management Team and/or Steering Committee - (approval/denial) </li></ul>
  8. 8. Knowledge Management <ul><li>Identifies key process skills and knowledge needed to operationalize change </li></ul><ul><li>Builds a knowledge management repository </li></ul><ul><li>Develops and conducts educational programs to disseminate knowledge </li></ul><ul><li>Ensures knowledge transfer mechanisms and plans are in place so the organization can become self-sufficient </li></ul>
  9. 9. Knowledge Management Overview <ul><li>Objectives: </li></ul><ul><li>To ensure that all interested parties are aware of important project information </li></ul><ul><li>To ensure major decisions, processes, systems, etc. are documented clearly and concisely </li></ul><ul><li>To facilitate communications among local and remote workgroups </li></ul><ul><li>Activities: </li></ul><ul><li>Leverage intranet technologies for publication, storage, search and retrieval </li></ul><ul><li>Use electronic (not paper) document conventions </li></ul><ul><li>Provide a variety of methods to access data </li></ul><ul><li>Accommodate structured and non-structured information </li></ul><ul><li>Outputs: </li></ul><ul><li>Structured, searchable document archives </li></ul><ul><li>Project intranet sites </li></ul><ul><li>Remote email and network access </li></ul>Definition: Gathering and organizing information (structured and unstructured). Providing tools to make information accessible to interested parties on a timely basis <ul><li>Participants: </li></ul><ul><li>Project/team leads </li></ul><ul><li>Program management office </li></ul>
  10. 10. Knowledge Management Key Considerations <ul><li>Invest time to educate team members as to the value of Knowledge Management </li></ul><ul><li>Recognize the time required to populate repositories </li></ul><ul><li>Provide incentives for people to contribute to repositories </li></ul><ul><li>Focus Knowledge Management on the components required to execute and operationalize change </li></ul><ul><li>Make the Knowledge Management process an indispensable component of the program </li></ul>