A presentation by Geoff Reiss, made at the APM South Wales and West of England branch seminar 'Project Controls: A 1 day Seminar' on Wednesday, 2nd October 2013

1. Geoff Reiss HFAPM, MSc

2. 
Let’s first agree our terms

3. 
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Outputs required should be clear
Multidisciplinary skills are need
Competing with other, overlapping projects
Success = on cost, time and performance
Time
Performance
Cost

4. 
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There should be a clear
Vision
Uncertainty about how to get
there
The change is large and
complex
The risk is higher
And a focus on benefits is
more important than outputs

5. 
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The management of all programmes and
projects within one organisation
Company, division or operation
Includes selection, evaluation and
authorisation of programmes and projects

6. Portfolios
Strategy
Programmes
Outcomes
Projects
Outputs

9. How PMs spend their week
40%
Planning the future
60%
Reporting the past

10. How PMs spend their week
40%
Planning the future
Reporting the past
60%

11. 
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Very expensive people spend a lot of time
reporting.
They are looking backwards but walking
forwards

12. 
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Can only come from one source
All projects feed a single source
But parts can be made available to different
stakeholders
An open and honest culture helps a lot

13. 
Store Documents in one central location
Control access (create, read, write, delete)
Version control

Why?
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Always use latest version
Less errors
Less time searching for the right document
Ease reporting

15. Project
Manager
Workers, teams, measurement
Project Manager
Project
1
Project
2
Project
3
Workers, teams, measurement
Project Manager
Project Office

16. Programme
Boards
Main Board
& committees
Funding
Bodies
Member
organisations
Associate
organisations
Other external
stakeholders
Programme
Management
Office
Delivery
consortia
9 Programmes
60 Projects
Finance
16

17. Reporting
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Project teams report on a regular cycle
Monthly
Use standard report layout
Consolidate into a programme or
portfolio database – Project Office role
Summarise, slice & dice, specific focus
reports, ad hoc reports
Dates set throughout 2013

18. Project Management Information Systems
PMIS – an semi-automated reporting mechanism
An example of an update process:
1.
2.
3.
4.
5.
6.
Reporting
SharePoint is
very popular
Auto remind 60 PMs to complete online summary, this
displays last week’s report + Finance Data
30 minutes?
PMs update and click on submit
Programme Report assembled and presented to 9
programme managers for checking
Completed and submitted by programme managers
Report assembled and presented by the project office for
final checking
Reports and Intranet pages updated and distributed
automatically

19. Reporting

20. 
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One Version of the Truth is possible
Requires:
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A System
A Programme Office
A Documentation Solution
Not cheap
But much PM time is saved

21. Good Luck with
your projects