Program Management Deployment Concept Consulting


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Program Management Deployment Concept Consulting

  1. 1. “Program Management - Best Practice” DeploymentPrepared by: Kaushik Pramanik,PMP, PGDOL (Oxford), PGDFI (LSE), MTech (IIT), BMEPurpose: Consulting
  2. 2. Contents.. Introduction: Models and Governance: 1. Background and current situation 1. Deployment model 2. Objectives of the presentation 2. Present big picture (Functional model) 3. Vision & Mission 3. Target big picture (Functional model) 4. Scope statement 4. Work Stream (WS) concept 5. Strategic challenges 5. Work Stream (WS) approach 6. Balanced scorecard 6. Deployment organizational structure 7. Deployment governance mechanism 8. Governance triangle 9. Deployment value chain Risk, KPIs, and Roll-out plan: Responsibilities and Key messages: 1. Top 5 risks and risk mitigation actions 1. Work Stream (WS) leader’s - key 2. KPIs related to the deployment responsibilities 3. High level roll-out deliverables 2. Head of project management – key 4. High level roll-out schedule responsibilities 5. Reward & recognition 3. Key messages for the deployment 4. The end.Prepared by: Kaushik Pramanik 2
  3. 3. Background and current situation.. Insurance top management has decided to roll-out program management best practices across Insurance group divisions (Insurance Ltd., Reinsurance, Corporate Solutions, Asset Management, Corporate functions and other Enabling Units) and regions. The current program management framework has many deficiencies as mentioned below. Standard program Standard reporting management Processes and tools structure terminology Deficiencies Control of program Overlap between Key performance financial project and program indicators management governance. The new PMI based program management framework (consists of four phases, four governance checkpoints, standard program charter, program reports and the benefits management plan) has been designed and ready for deployment on fourth quarter 2012.Prepared by: Kaushik Pramanik 3
  4. 4. Objectives of the presentation.. The main objectives of this presentation are to provide the transparent road map to generate new for training & learning to develop the , tools & vision & mission program management best practice techniques, deployme statement for nt processes, user deployment / deployment concept including high-level support, awareness, r roll-out phase. eward & roll-out plan with all the major activities recognition, and and key milestones. communication. to define the deployment scope, roles & to identify top responsibility, five key risks and deployment work stream risk mitigation concept across regions actions in relation and divisions, deployment to the organization structure and deployment. governance mechanism.Prepared by: Kaushik Pramanik 4
  5. 5. Vision & Mission statement.. Vision Our vision is to become the trusted partner of all divisions of Insurance, renowned for our consultancy on best-practice program management and project management frame work and methodology. Mission Our mission is to help insurance globally by partnering with Insurance business, corporate, IT and shared services divisions to implement sustainable, and reliable best-practice program management framework globally. providing training , tools and necessary support to Insurance employees to use best-practice program management framework. empowering our employees and rewarding them for practicing best-practice program management framework.Prepared by: Kaushik Pramanik 5
  6. 6. Scope statement.. Scope of the “Program Management – Best Practice” deployment plan is limited to… All program management organization of Insurance across divisions and regions. Training and support of program managers and nominated individuals about new “Program Management - Best Practice” framework, and tools & techniques associated with it. Creation of awareness among employees about the new framework and methodology across Insurance via different communication mechanisms. Reward and recognition procedures and guidelines for following the new “Program Management – Best Practice” framework.Prepared by: Kaushik Pramanik 6
  7. 7. “Program Management – Best Practice” Deployment: Strategic challenges… • Senior Management of the organization does not value the new Organizational best-practice framework. • No support from the top management within the organization. • Present operating model doesn’t support program management. Operational • Too much to change in the operational functional model to adopt the change. • Budget issues to follow the new practice. Financial • ROI to follow the new practice is lower than existing practice. • Program Managers are not trained, resistant to the new practice. People • Lack of knowledge about Program & Portfolio Management and Strategy. • Too many processes are already in place. Process • Strong resistant to adopt another new process and framework.Prepared by: Kaushik Pramanik 7
  8. 8. “Program Management – Best Practice” Deployment: Balanced scorecard.. Strategic Objectives Strategic Measures Measure ROI with new practice F1: Long term higher ROI Financial Number of projects are completed on F2: Reduce program financial risk time and on budget using new concept. F3: Controlled program financial Existence of program financial management management framework C1: Well trained program managers, Industry survey on program & Customer quality assurers, program / project management staff in Insurance project management officers through external agency C2: Improve support to customers Customer satisfaction survey I1: Common practice Survey result on the existence of best Internal I2: Industry standard practice (PMI) practice across Insurance. I3: Higher quality of deliverables Audit result on program deliverables I4: Higher performance and overall program performance. Employee surveyLearning & L1: Focus on core competencies and Growth skills  Existence of career growth plan for L2: Provide career growth charter program managers and other L3: Tailor made learning program. participants.Prepared by: Kaushik Pramanik 8
  9. 9. Deployment model.. Target Deployment Governance Role and Deployment Operating Concept Mechanism Responsibility Road Map Model Overall deployment concept Role definition Work Stream Governance Key milestones structure structure & activities Present big picture Key (Functional model) responsibility Organizational Governance Dependencies definition model model Target big picture Expected date Deliverables (Functional model) CoE Governance Enterprise Governance Strategy “Program Management – Best Practice”: Deployment StrategyPrepared by: Kaushik Pramanik 9
  10. 10. Present big picture.. Present Functional Model Reinsurance Insurance & Risk Human Information Asset Claims Management Resources Technology Management CH APAC NA & LA EMEA “Different colour represents different practice framework, and tools across regions and divisions.”Prepared by: Kaushik Pramanik 10
  11. 11. Target big picture.. Target Functional Model Reinsurance Insurance & Risk Human Information Asset Claims Management Resources Technology Management CH APAC Program Program Program Program Program Program Management – Management – Management – Management – Management – Management – NA & LA Best Practice Best Practice Best Practice Best Practice Best Practice Best Practice EMEA “Program Management – Best Practice” framework, tools, training, guideline, supportPrepared by: Kaushik Pramanik 11
  12. 12. Deployment concept: Work Stream concept.. Communication & Training, Tools & Communities Work Techniques, and Stream Support Work Stream “Program Management – Best Practice”: Governance Deployment Governance Set the strategic direction Cross-functional Establish the accountability Establish disciplined execution Define rewards & recognition Define various actions collaboration Evaluate framework & road map Prioritise & communicate Work Stream Investment decisionPrepared by: Kaushik Pramanik 12
  13. 13. Work Stream approach.. Three global work streams have been defined to ensure that “Program Management – Best Practice” deployment activities and deliverables are generated in a timely and collaborative manner. Communication & Communities 1 This work stream will be responsible for communicating “Program Management – 1 Best Practice” across regions and divisions in Insurance through different mode of communication and program management community. Training, Tools & Techniques, and Support This work stream will be responsible for development and execution of a framework 2 related to training, tools & techniques, and user support of Program Management – Best Practice” to increase the quality and efficiency of numerous program management environments in Insurance. Cross-functional collaboration This work stream will be responsible for collaboration and coordination between above two work streams, across Insurance business divisions and regions, corporate 3 training department, external parties to facilitate smooth deployment of “Program Management – Best Practice” framework in Insurance.Prepared by: Kaushik Pramanik 13
  14. 14. Deployment organizational structure.. R Head of CoE Head of Project Communication & e g i Enterprise Management Communities Lead o n Transformation Practice Area ( WS Lead A) a l Head of Project Management R Practice Area Training, Tools & e g WS Lead A WS Lead B WS Lead C Techniques, and i o Support Lead n a WS Lead C (WS Lead B) l External & External & Insurance Insurance WS Lead A WS Lead B R e Cross-functional g Regional Leads Regional Leads i collaboration Lead o n (WS Lead C) a l Collaboration ModelPrepared by: Kaushik Pramanik 14
  15. 15. Deployment governance mechanism.. Head of Project Management Practice Global Head & GLOBAL Regional Heads -> STC Function AMERICAS APAC EMEA CH (NA & LA)         Global Work Stream Teams Virtual Teams         1 Communication & Communities lead     Lead A  2  Training, Tools & Techniques , Support lead    Lead B  3 lead  Cross-functional collaboration    Lead C  Each work stream leader will lead global teams across regions to implement various work stream activities regionally. Initially, the work stream leader will be based in Switzerland. However, a work stream leader can be located in any region. Every region will have regional work stream leader, regional team members and virtual team members. Three leads (Lead A, Lead B and Lead C) and Head of project management practice will meet twice a month to discuss the status, progress, risk issues of the deployment. The meeting duration is two hrs.Prepared by: Kaushik Pramanik 15
  16. 16. Governance triangle.. COO / DOO GIO Strong focus from top. End to end governance.Consists of COO/ Top to bottom transparency.Head of Project DOO/Management Practice, GIO High-level of accountability. GovernanceWork stream leaders (3) Result oriented structure.Frequency (2 per month) Clear strategy & big picture. Long-term sustainability. Well drawn road map. CoE Enterprise Team force in action. Transformation Governance Fostering collaboration. Catalyst to transformation. Reward and recognition. Program Management – Best Practice Governance Consists of Work stream leaders , Regional participants , Frequency (2 per month) Work stream Governance Each work stream will have governance mechanism…Prepared by: Kaushik Pramanik 16
  17. 17. Program Management – Best Practice:Deployment value chain.. Note: Value Chain: - COMMUNICATION & COMMUNITY Processes or E X activities by which an COLLABORATION organization adds C PLANNING, CONTROLLING & MONITORING value to end users. O U C N O MANAGERS PROGRAM C F T M I T I C R E M M S L R O A M T U P U A N M P O N L P P I R C E L O I E P N O E W A L C M O I P P O T S A E R N O T R E T N T S G K S I T A O L N Note: End value to customer is “Program Management – Best Practice” framework which will provide competitive advantage over a long run.Prepared by: Kaushik Pramanik 17
  18. 18. Top 5 risk issues and risk mitigation actions.. 1 2 Program managers Strong resistance to reluctant to follow adopt new practice. any guidelines. Mitigation Action: Communicate quantitative and qualitative valuesMitigation Action: Train program of new practice over the old one.managers, reward & recognizethem if they follow guidelines. Key 3 Risks Lack of awareness group wide. 5 Mitigation Action: Develop a holistic communication model Lack of support from Sr. to create the awareness. management. Divisional and regionalMitigation Action: Get a mandate organizational barrier and 4and buy in from top management. complexity. Mitigation Action: Focus on cross- functional collaboration model and plan, and robust governance.*** Focus on preventive actions over reactive actions.Prepared by: Kaushik Pramanik 18
  19. 19. KPIs related to the deployment.. Milestones on schedule, and Number of Program budget. Managers are trained in each region and division. Resource distribution at various stages of the Number of PMOs and QAs deployment. are trained in each region and division. CPI, SPI, CV, SV, EAC, ETC metrics related to the Statistics related to the deployment. different training mode (Workshop, Online, Coaching Number of risk issues at etc.). different stages of the deployment. Various communication statistics. Customer or end user feedback score after Number of community the deployment. members in each region.Prepared by: Kaushik Pramanik 19
  20. 20. High level roll-out deliverables.. Following are the various roll-out deliverables for HR program management department across divisions and regions in Insurance (Pilot program). Set-up and Define Execute Define detailed deployment plan Generate awareness across HR group Set-up of Work Streams (WS) Execute communication plan Define communication plan Execute collaboration plan Define collaboration plan Provide training to HR program managers Define training, tools & techniques and Provide necessary support to HR program support plan managers with tools & techniques Set-up of “Program Management – Best Practice” communities Approval, Go live and Closure Receive approval from HR divisional and regional sponsor Receive approval from “Program Management – Best Practice” program sponsor. Receive the approval from Head of CoE Enterprise Transformation. Go live Program closure.Prepared by: Kaushik Pramanik 20
  21. 21. High level roll-out schedule.. 2012 Jun Jul Aug Sep Oct Nov Dec Set-up & Define Deployment Plan Sign-off Work Streams Communication Plan Sign-off Collaboration Plan Sign-off Training, Tools, Techniques, Sign-off & Support Plan Communities Execute, Approve & Go Live Awareness Communication Collaboration Training Sign-off Support HR Approval, CoE Approval & Sponsor Approval Sign-off Go LivePrepared by: Kaushik Pramanik 21
  22. 22. Reward & recognition to program managers.. Inform the Mention the Recognize supervisor names in the in the group about the town hall. wide news letter. achievement. Reward & Recognition Provide dinner Arrange CoE Provide coupon for the reward event certificate from family. with dinner. CoE division.Prepared by: Kaushik Pramanik 22
  23. 23. Work Stream (WS) leader: key responsibilities Communication & Communities Develop and distribute communication management plan to deploy “Program Management-Best Practice” & maintain sustainable relationship with stakeholders. Create “Program Management -Best Practice” community for each region led by regional leaders focusing on best practice methodology, framework, tools, awareness, user support etc. Provide guidance to regional “Program Management – Best Practice” community. Training, Tools & Techniques, Support Develop “Program Management–Best Practice” framework training material. Provide training to program managers across divisions and regions. Define tools & techniques, tool chain to be used to follow “Program Management – Best Practice” methodology. Provide support to end users of “Program Management – Best Practice”. Cross-functional collaboration Define collaboration plan focusing on collaboration mode between different stakeholders, work streams and communities. Generate awareness of Program Management – Best Practice” across regions using PM Hub, Group wide Newsletter, social-networking platform (“Your Space”), podcast, webinars, hand-out, etc.Prepared by: Kaushik Pramanik 23
  24. 24. Practice area head of project management: key responsibilitiesKey responsibilities: Define Program Charter to deploy “Program Management – Best Practice” across divisions and regions and lead the program. Define the concept, target operating model, deployment road map of “Program Management – Best Practice“ framework. Facilitate global work stream leaders, regional work stream leaders to carry-out their defined responsibility. Maintain long-term sustainable relationship with program sponsor, departmental heads in Insurance across regions and divisions, stakeholders in CoE Enterprise transformation organization, various internal and external teams and stakeholders. Define and execute various governance mechanism, governance meetings to address the strategic and tactical requests and execute “Program Management – Best Practice” deployment on time and on budget across divisions and regions. Track & control various financials to deploy “Program Management – Best Practice” in Insurance. Define reward and recognition criteria for using “Program Management – Best Practice." Lead the work stream team to implement “Program Management – Best Practice." Provide monthly progress , status, risk , and KPI metrics report to program sponsor, head of CoE enterprise transformation and all stakeholders across divisions are regions.Prepared by: Kaushik Pramanik 24
  25. 25. Key messages for the deployment.. Be focused, committed and dedicated to accomplish the mission as a team. Encourage best practice above and beyond, and always be collaborative. Provide high quality sustainable solution not only the product and framework to end customer. Become a trusted partner of stakeholders and business unit members. Gain the loyalty of the customer over customer satisfaction.Prepared by: Kaushik Pramanik 25
  26. 26. Teamwork is the ability to work together towards a common vision. The ability to direct individual accomplishments towards organizational objectives. It is the fuel that allows common people to attain uncommon results. - Andrew Carnegie (19th century Scottish-American Industrialist) Thank you for your time and going through this presentation, I think that the mission is possible. Prepared by: Kaushik Pramanik 26Prepared by: Kaushik Pramanik 26