APM webinar sponsored by the Northern Ireland Branch on 10 March 2022. Speakers: Brendan Harkin, BEng, MICE, DiPEM, MAPM, ChPP Michael Bradley, MEng Presentation on the development of a P3O Information Management system for Translink. Includes visual demonstration. Translink is responsible for planning and delivering a diverse portfolio of programmes and projects to maintain and enhance its bus and rail fleet, railway infrastructure, passenger and engineering facilities and business systems. Having already established a P3O organisational framework, Translink’s PMO identified the need for a new Information Management system to support integrated portfolio, programme and project management activities and performance to enable business change. The system also needed to be capable of managing an increasing portfolio of projects and users as well as assuring real time data management and ‘single truth’ for reporting. Translink’s P3O IM system now supports the management of a portfolio of over 800+ projects and expenditure of £200-£300 million+ per annum. https://youtu.be/WUHjX9C8RMI https://www.apm.org.uk/news/p3o-information-management-system-webinar/

1. Translink P3O
Information Management System
APM Webinar
10 March 2022

2. Agenda
1. Translink Portfolio and P30 Strategy – B Harkin
2. P3O Information Management System – M Bradley

3. Translink Portfolio
• Translink is a Non-Departmental Public Body (NDPB) comprising
Northern Ireland Railways, Ulsterbus and Citybus (Metro) responsible
for providing public transport services in N Ireland
• Department for Infrastructure (DfI) sponsor
• Organisation manages a diverse portfolio of Bus and Rail Fleet,
Infrastructure, Property and Business Systems
• Current capital portfolio comprises 350+ projects (BAU and
Enhancement programmes) with annual budget of ~£240m

4. Translink PMO
• 2008 - Project Control Office - Infrastructure Division
• Project Management Procedures (Achieving Excellence in Construction)
• Performance Management Framework (Project Stages / Base Line)
• 2014 – Virtual PMO (all Divisions)
• Holistic Planning / Standardised Performance Management
• Step change in capital investment / governance identified
• 2016 – P3O Strategy
• Adopted best practice P3O governance model to support effective planning
and delivery of portfolio and optimised return on investment
• 2018 – Portfolio Management Office (Consolidated)
• P3O Information Management System (2019)

5. P3O Strategy / Themes
• P3O Organisational Governance / Management Structure
• Best practice P3O Procedures (Portfolio, Programme, Project)
• Integrated P3O planning and performance management framework
• Focus on Programme Management – Business Change
• Focus on Value / Benefits Management (strategic alignment)
• Competency Management Framework
• Lessons Learned - continuous improvement
• P30 Information Management System / Portal (fit for purpose)

6. P3O Model
DoF COE
Stakeholders
Programmes
Projects
Delivery
Planning &
Assurance
Delivery
DfI
Executive
Committee
Investment
Decision
Finance
Operations
Asset
Owners
HR
ICT
Interest
Groups
Portfolio
Progress
Report
Portfolio
Office
Objective – Informed Decision Making; Optimised Return on Investment;
Effective Governance
MOU

7. P3O Structure / Levels
Portfolio
Bus Fleet &
Engineering
Track
Structures
S&T
Safety
Projects
Sub-Category Tags / Project Activities
Rail Fleet &
Engineering
Business
Systems
Property
Network
Development
Network
Engineering
Transport Hub
Electrification
Network
Capacity
Passenger
Facilities
Carbon
Reduction
Park & Ride
Low/Zero
Emission Fleet
Engineering
New Trains
Engineering
Ticketing
ICT

8. Portfolio Office Functions
Planning Delivery Assurance (COE)
Strategic Alignment
Scenario / Forward Planning
Project Prioritisation
Financial Planning
Benefits
Risks / Opportunities
Dependencies
Change
Resource Planning
Project Start Up / Closure
R&V Workshops
Business Case
Key Document Review
Delivery Strategy
Risks
Change
Information Management
Procedures & Templates
• Portfolio
• Programme
• Project
Training
Gateway / Internal Peer Reviews
Post Project Evaluation
Lessons Learned
Programme/Project Board

9. P3O Reporting Cycle
Portfolio
Project
Programme
Start Up /
Initiation
Business Case
Identification /
Definition
Business Case
Strategy,
Prioritisation,
Base Line Plan
Lessons
Learned
Change
Portfolio
KPIs
Change
Program
me KPIs
Change
Lessons
Learned
Lessons
Learned
Risks /
Issues
Cost/
Schedule
Cost /
Schedule
Cost /
Schedule
Project
KPIs
Escalation
Benefits
Risks /
Issues
Benefits
Risks /
Issues
Benefits
Performance Reporting
Planning

10. Information Management System - Requirements
• Cloud based, Enterprise Management System, Remote Working
• Capacity – 800+ projects; 150+ users
• PMO Home Page (portal)
• Vertically integrated P3O Planning (escalation)
• Cost loaded Project Schedules – Financial Planning
• Integrated Project Management tools e.g. Risk, Benefits, Change Register
• Document management capability
• Source data information reporting- single truth;
• Bespoke analysis / reporting (established management framework)

11. P3O IM Model
Project
Online
SharePoint
Online
Project Schedules
• Project Stages
• Key Milestones
• Tagged Activities
• Resources
• Costs
Project Registers
• Risks Register
• Issues Log
• Change Register
• Benefits Plan
• Lessons Learned
• Highlight Report
Power BI
P3O
Reporting
Users
Project Static Data
Document
Libraries
Project Centre
PMO

12. Demonstration of P3O IM System
• P3O Portal
• Project Online System
• Power Bi Reporting

13. P3O Portal

14. Project Online Homepage

15. Project Site

16. Power Bi – Portfolio Dashboard

17. Power Bi – Forward Planning

18. Power Bi – Project KPIs

19. Power Bi – Risk Register

20. Power Bi – Highlight Report

21. Power Bi – Benefits Realisation

22. Power Bi – Lessons Learnt

23. P3O IM Model Refresh
P3O
Reporting
Power BI
Users
PMO
Power
Apps
Microsoft
Project
Microsoft
Dataverse
- Streamlined User Interface
- Project Management Tools
- Document Management
- Cost Loaded Schedules
- Project Performance
Tracking
- Automated Document
Sign-off
- Data Storage
- Design Flexibility

24. P3O System Refresh
• Flexibility of Design (Templates) – Microsoft Dataverse
• Improved User Interface – Power Apps
• Automated document sign off - Workflow
• Additional Programme Management Capability
• Increased Capacity / Speed
• Improved document management