Pm Survey Ilta 2008

cover summary survey print version

ILTA’s
Project Management
Survey

October 2008


2008 Project Management Survey

Summary
by Mark Holdread, PMP, DLA Piper

As with any project, it's important to provide stakeholders Without a strong foundation, other areas of project More than 140 member entities
with frequent status updates. With that in mind, the ILTA management understandably suffer, including the perception participated in this survey, which
Project Management Steering Committee conducted a survey of the project management itself. When asked how strongly includes 61 questions regarding
to see how project management has progressed within the respondents agreed with the following statement, “The use their use of and experience with
legal industry since the last survey in 2006. The results of the of project management processes improves the project management.
2008 survey showed that while project management has organization's ability to deliver results,” 36.4% of participants
gained acceptance in the legal market, it continues to face chose “Sometimes true,” “Rarely true,”or “Never true.” If project The ILTA Project Management
many obstacles. management is to truly flourish in the legal industry, this Peer Group conducted the survey
percentage must be drastically reduced. in the first quarter of 2008, and
Compared to the 2006 PM survey in which 17% of later reviewed, analyzed and
respondents indicated that their firm did not practice some Despite the continuing struggles, firms do see the value of compiled the results for this
form of project management, only 2.5% of 2008 survey project management. Specifically, the 2008 survey publication.
participants indicated the same thing. respondents overwhelming indicated that project
management helps “More effectively manage expectations.” We welcome any feedback. Feel
Based on the growing level of acceptance, one would believe This may explain the increased adoption of project free to contact the Project
that project management has overcome virtually all obstacles management over the last two years. More realistic Management Peer Group and/or
within the legal industry. But such a belief belies the struggles expectations lead to more achievable goals and less share your comment on
that project managers still face, regardless of firm size. frustration resulting from unachievable goals. ILTA E-Groups.

In large and small firms, the most basic concept of what While project management continues to face many obstacles,
constitutes a project is not clearly understood by all. When one can only speculate how the industry will look once the
posed the statement, “The difference between a ‘project’ and principles of project management take hold. It will be an
a ‘maintenance activity’ is well understood,” only 62.8% of interesting trend to watch over the next several years as the
respondents chose either “Strongly Agree” or “Agree.” That legal industry continues to change and grow. We look
means more than one-third of survey participants still strive to forward to our next progress report.
convey this most basic concept.

survey

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i
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23. Which best describes the focus of the project
12. Where are your PMO/Team resources located?
General managers?
13. Where does the PMO/Team fit in the organization?
1. How many attorneys are in your organization?
24. Which statement best describes the scope of the
2. What size is the IT / technology department at your project managers with regard to IT projects?
organization? PMO/Team with regard to IT projects?
3. Which statement best describes the structure of project managers with regard to non-IT projects?
your IT /technology department? PMO/Team with regard to non-IT projects?
26. To whom do project managers report in the
16. What other services are provided by the
4. Which statement best describes your organization?
organization's approach to project management? PMO/Team?
27. Which statement best describes the importance of
17. If an organization was considering starting a professional project management certification in
PMO Structure PMO/Team, what is the one piece of advice you your organization?
5. Does your firm have a designated project would offer?
28. What types of PM-related training/development
management office or team?
opportunities are available to project managers?
PM Role
6. Are there any plans to add a project management
29. What is the most important trait of an effective
18. Does your firm have dedicated IT/technical project
office or team?
managers? project manager?
7. How long has the PMO/Team been in place?
30. Who else in the organization besides project
19. Are there any plans to add dedicated IT/technical
8. How long did it take to establish the PMO/Team project managers? managers is responsible for managing IT projects?
from conception to implementation?
20. How many full-time project managers are in your
Methodology
9. Who was the primary sponsor for the PMO/Team organization?
31. Does your organization use a documented project
implementation?
21. How many part-time project managers are in your management methodology?
10. How many full-time equivalents staff the organization?
32. What strategies / approaches are incorporated into
PMO/Team?
22. Which statement best describes the project your project management methodology?
11. What positions are included in the PMO/Team? manager's responsibilities?

survey
ii



56. Issues and risks are tracked and managed
33. What is included in the project management 45. How are project documents managed?
methodology? effectively.
Application 57. Upon project completion, feedback is solicited
34. Does your organization include a formal project
steering committee? 46. The difference between a “project” and a from team members and/or stakeholders.
“maintenance activity” is well understood.
58. The use of project management processes
35. Who is involved in the project steering committee?
47. Priorities are clearly communicated and applied to improves the organization's ability to deliver
36. What are the primary responsibilities of the project project requests. results.
steering committee?
59. What impact has project management had on your
48. Project requests are subjected to intake, review
37. What system(s) are used to manage projects? and approval processes consistently. organization?

38. Which communication tools are used by project 49. Project management processes are consistently
Comments
teams? applied to projects.
60. What project management advice would you offer
39. Do project team members track time by project? 50. Stakeholders and project teams understand and to your peers?
cooperate with project management processes.
40. Rank in order of importance your organization's
project management goals (1 being most 51. Stakeholders and resources are appropriately
important). involved in project planning and control.
Data in this survey was
41. Please describe any other project management 52. Project schedules are based on actual resource compiled using the following
goals that are important to your organization. availability. criteria for firm size.

53. Scope and/or requirement changes are
Documentation Firm Size # of Attys
consistently managed via a change control
42. Which types of documentation are typically used process. Small 1-149
for IT projects?
Medium 150-249
54. Project status is tracked and communicated
43. Which areas are typically addressed in a project effectively to team members and stakeholders. Large 250-499
charter or business case document?
Very Large 500-999
55. Project team members understand their roles and
Mega >1000
44. Which types of reports are created for a typical assignments and are held accountable.
project?

survey
iii


1 of 60
How many attorneys are in your organization?

45

40

35

30
Number of Respondents

25

20

15

10

5

0
1-149 150-249 250-499 500 - 999 > 1000
Small Medium Large Very Large Mega

Number of Attorneys
119 Respondents

survey
1


2 of 60
What size is the IT / technology department at your organization?

25

20
While the number of IT staff members is driven by
the number of attorneys - i.e. the more attorneys
there are, the more people on the IT staff - this

data suggests that smaller firms may have a
15
higher ratio of IT staff to attorneys.

10 5 or fewer
6 - 15
16 - 25
26 - 50
5 51 - 100
101 - 150
More than 150

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega

119 Respondents

survey
2


3 of 60
Which statement best describes the structure of your IT / technology department?

20

18

Traditional functional teams still appear to rule
16

the industry. However, it seems that more
smaller firms prefer a projectized approach to
14

their organizational structure.
12

10

8 Functional organization/teams
Weak matrix
6 Balanced matrix
Strong matrix
4 Project-based/Projectized
Not sure
2

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
119 Respondents

survey
3


4 of 60
Which statement best describes your organization's approach to
project management?
25

Most firms have some type of project
20

management, but only the larger firms seem to
follow the formal, documented methodologies.

15

What's project management?
10
Ad hoc/informal application
Some PM methods/processes applied
Formal, documented methodology in place
5

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
119 Respondents

survey
4


5 of 60
Does your firm have a designated project management office or team?

40
In general, most firms do not have an established
PMO. But the larger you are, the more likely you
35

are to have one.

30

25

20

15

10
No
Yes
5

0
Yes
1 - Small
2 - Medium
No
3 - Large
4 - Very Large
5 - Mega

119 Respondents

survey
5


6 of 60
Are there any plans to add a project management office or team?

35

30

If a firm has not yet established a PMO, it is
unlikely to do so within the next few years.
25

20

15 Yes, this year
Yes, next year or later
No
10
Not sure

5

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
70 Respondents

survey
6


7 of 60
How long has the PMO/Team been in place?

6

5
Most PMOs are less than 2 years old.

4

3

Less than 1 year
1 - 2 Years
2
3 - 5 Years
More than 5 years

1

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
49 Respondents

survey
7


8 of 60
How long did it take to establish the PMO/Team from conception
to implementation?
6

5
Larger organizations appear to require more
time to establish their PMOs/Teams.

4

3

Less than 1 year
1 - 2 years
2 3 - 5 years
More than 5 years

1

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
49 Respondents

survey
8


9 of 60
Who was the primary sponsor for the PMO/Team implementation?

16

14

CIOs are the most frequent sponsor of
establishing a PMO.
12

10

8

CIO/IT Director
6 Administrative Director/Manager
IT Manager(s)
Other (Please describe.)
4

2

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
48 Respondents

survey
9


10 of 60
How many full-time equivalents staff the PMO/Team?

9

8

Most organizations with an established
7
PMO/Team keep the group small with five or
fewer resources.

6

5

4
2 or fewer FTEs
3 - 5 FTEs
3 6 - 10 FTEs

2

1

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
49 Respondents

survey
10


11 of 60
What positions are included in the PMO/Team?

18

16
Project managers are the principle
position in a PMO. Interestingly, some
14
PMOs operate without a dedicated

manager/coordinator.
12

10

Small
8
Medium
Large
6 Very Large
Mega
4

2

0
Project Manager PMO/Team Manager Supervisor Business Analyst Project Coordinator Administrative Support Other

106 Respondents

survey
11


12 of 60
Where are your PMO/Team resources located?

10

9

The majority of PMOs are located in the
8
organization’s home office. It appears that larger
firms are more likely to spread PMO resources
7

across multiple offices.
6

5

Home/primary office
4
Local/regional office(s)
Both
3

2

1

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
49 Respondents

survey
12


13 of 60
Where does the PMO/Team fit in the organization?

18

16

PMOs are predominantly embedded within the
14
firm's IT department.

12

10

8
Independent department
Within IT
6 Other, please describe

4

2

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
49 Respondents

survey
13


14 of 60
Which statement best describes the scope of the PMO/Team
with regard to IT projects?
7

6

Most IT projects fall under some form of PMO
control.
5

4

Manages all IT projects
3
Manages most IT projects
Manages some IT projects
2

1

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
49 Respondents

survey
14


15 of 60
Which statement best describes the scope of the PMO/Team
with regard to non-IT projects?
14

12

The sphere of influence for the PMO often
reaches outside the IT department — particularly
within larger organizations.
10

8

Does not manage non-IT projects
6
Manages most non-IT projects
Manages some non-IT projects
4

2

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
49 Respondents

survey
15


16 of 60
What other services are provided by the PMO/Team?

18

16

In addition to managing projects, many PMOs
14
establish standards, create PM templates and
support other project teams.
12
Number of Responses

10

8
Establish PM standards
Develop PM documentation/templates
Support project teams
6
Provide PM training
Other
4

2

0

153 Responses

survey
16


17 of 60
If an organization was considering starting a PMO/Team, what is the
one piece of advice you would offer?

“Upper management support is vital.”

“Start simple, then build up.”

“Be flexible and allow the system to evolve.”

“Establish process and standards.”

“Install toolsets that support your processes.”

“Get buy-in from functional managers, not just upper management's.”

35 Responses

survey
17


18 of 60
Does your firm have dedicated IT/technical project managers?

30
Even firms without an established PMO may have
PMs on staff.
25

20

15

10

No
Yes
5

0
Yes
1 - Small
2 - Medium
No
3 - Large
4 - Very Large
5 - Mega

119 Respondents

survey
18


19 of 60
Are there any plans to add dedicated IT/technical project managers?

30

25
Organizations that do not already have dedicated
PMs on staff are unlikely to add any in the near
future.

20

15

Yes, this year
Yes, next year or later
10 No
Not sure

5

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
58 Respondents

survey
19


20 of 60
How many full-time project managers in your organization?

9

8

Many project managers are part of a team with
7
five or fewer resources — if not entirely on their
own — within their organizations.

6

5

4 None
2 or fewer
3 to 5
3
6 to 10
11 or more
2

1

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
61 Respondents

survey
20


21 of 60
How many part-time project managers in your organization?

14

12

Part-time PMs are relatively rare. Only 36% of
respondents indicated that they employ part-time
PMs. Of those, 68% employed two or fewer
10

project management resources.

8

None
6
2 or fewer
3 to 5
6 to 10
4

11 or more

2

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
61Respondents

survey
21


22 of 60
Which statement best describes the project manager's responsibilities?

12

10
Most project managers' duties extend beyond
that of exclusively managing projects.

8

6

Dedicated to managing projects
Duties Include non-PM responsibilities
4

2

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
55 Respondents

survey
22


23 of 60
Which best describes the focus of the project managers?

18

16

“Variety” is the name of the game for most project
14
managers. Very few respondents indicated that
their project managers focus was on a single,

specific area. The vast majority are “generalists”
12

tackling all kinds of different project challenges.
10

Generalist
8

Technical experts on specific areas

6

4

2

0

57 Respondents

survey
23


24 of 60
Which statement best describes the scope of the project managers
with regard to IT projects?
8

7

Slightly less than two-thirds of all responding
organizations manage most IT projects with
6

dedicated project managers.

5

4

Manage most IT projects
Manage some IT projects
3
Do not manage IT projects

2

1

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
59 Respondents

survey
24


25 of 60
Which statement best describes the scope of the project managers
with regard to non-IT projects?
14

12

Slightly more than half of the project managers in
responding organizations are managing initiatives
10 outside the boundaries of the IT department.

8

Manage most non-IT projects
6

Manage some non-IT projects
Do not manage non-IT projects
4

2

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
59 Respondents

survey
25


26 of 60
To whom do project managers report in the organization?

8

7

Project managers in smaller firms are more likely
to report directly to an administrative director or
6
manager. In all but the mega firms, project

managers are most likely to report directly to the
5
CIO or IT director.

4

CIO/IT Director
Administrative Director/Manager
3
IT Manager/Supervisor
PMO/Team
2
Other

1

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
59 Respondents

survey
26


27 of 60
Which statement best describes the importance of professional
project management certification in your organization?
25

Very few organizations officially require
20

professional certification for hire or promotion.
However, many do encourage their staff to

pursue the credentials.
15

Required for hire as a project manager
10 Encouraged, but not officially required for hire or promotion
Not required for hire, but considered for promotion
No opinion

5

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
117 Respondents

survey
27


28 of 60
What types of PM-related training/development opportunities are available
to project managers?

20

18
External training is the most common
development opportunity available to
16
project managers from organizations of all
sizes. Project managers in smaller firms are
14
Number of Responses

less likely to have access to other types of
development opportunities.
12

10
Small
Medium
8
Large
Very Large
6
Mega
4

2

0
Professional External training Internal training Formal mentoring Informal/peer None Other
certification program mentoring

250 Responses

survey
28


29 of 60
What is the most important trait of an effective project manager?

The comments were nearly unanimous. Effective project managers must
have the following:
— Communication skills
— Organizational skills
— Attention to detail

66 Respondents

survey
29


30 of 60
Who else in the organization besides project managers is responsible
for managing IT projects?

35

Supplementing dedicated PMs with
30
staff is common in firms of all sizes. IT
managers appear to take on project
management responsibilities more
Number of Responses

25

often than other types of resources.

20

IT manager
15
IT staff
Other

10

5

0

173 Responses

survey
30


31 of 60
Does your organization use a documented project management methodology?

40

35

In general, smaller firms are less likely to employ
a formal project management methodology. In
30
contrast, mega firms with formal methodologies

out number those without by nearly three to one.
25

20

No
Yes
15

10

5

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
119 Respondents

survey
31


32 of 60
What strategies/approaches are incorporated into your
project management methodology?

30

PMBOK is the most common
25 structure within organizations that
employ a formal methodology.

20
Number of Responses

Six Sigma
PMBOK
15
Phase Gate
SDLC
Agile
10
Waterfall
Prince 2
Other
5

0
Six Sigma PMBOK Phase Gate SDLC Agile Waterfall Prince 2 Other

72 Responses

survey
32


33 of 60
What is included in the project management methodology?
40

The methodologies employed by most
35
organizations include formal procedures for
approval, requirements definition, execution,
30
status tracking and closure. It appears that
project intake is one area that is often overlooked.
Number of Responses

25

20

Intake process
Initiation/approval process
15
Planning/requirements definition process
Execution/development process
10 Risk/issue tracking process
Status tracking/reporting process
Quality assurance/testing process
5
Close out process
Other
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276 Responses

survey
33


34 of 60
Does your organization include a formal project steering committee?

40

35

Many organizations function without the
oversight of a formal steering committee.
30

25

20

No
15 Yes

10

5

0

1 - Small
2 - Medium
3 - Large
4 - Very Large
5 - Mega
119 Respondents

survey
34

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