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PMO to the Four Corners - Commonwealth War Graves Commission | FuturePMO 2021

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PMO to the Four Corners - Commonwealth War Graves Commission | FuturePMO 2021

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Presenter: Scott Paget - PMO Leader, Commonwealth War Graves Commission
Presentation: Scott took delegates through the CWGC journey, including their evolution, capability and challenges.
Scott also discussed their PMO anatomy, including the framework, solutions, branding and their growth.

To attend the next FuturePMO conference, please visit www.FuturePMO.com

Presenter: Scott Paget - PMO Leader, Commonwealth War Graves Commission
Presentation: Scott took delegates through the CWGC journey, including their evolution, capability and challenges.
Scott also discussed their PMO anatomy, including the framework, solutions, branding and their growth.

To attend the next FuturePMO conference, please visit www.FuturePMO.com

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PMO to the Four Corners - Commonwealth War Graves Commission | FuturePMO 2021

  1. 1. #FuturePMO
  2. 2. #FuturePMO Scott Paget A PMO, Programme & Project Manager with 23 years’ experience mainly within Financial Services and now Not for Profit. PMO Practitioner, Prince2 Practitioner, MoR Practitioner, Change Practitioner I learn every day Highlights Standard Chartered Bank – Learned I was creative S&P Global Ratings – I learned about the importance and power of data CWGC – Some bloke who is the PMO!
  3. 3. #FuturePMO The journey begins  Organisation  Evolution  Capability  Challenges #FuturePMO
  4. 4. Established by Royal Charter on 21 May 1917. The Commission has constructed 2,500 war cemeteries and plots, erected headstones over graves and where the remains are missing, inscribed the names of the dead on permanent memorials. More than a million burials are now commemorated at military and civil sites in more than 150 countries and territories. As well as maintaining these sites, we continue to look for gaps and differences in the way we commemorate. From amending records, to searching for missing names, to building new memorials, the CWGC is committed to ensuring that the memory of all the Commonwealth men and women who died in the two world wars lives on. This work will continue until all the war dead of the Commonwealth, wherever they came from and wherever they fell, are remembered as we originally promised, recognising the contribution and sacrifice of all those who served and died. Welcome to the CWGC
  5. 5. Head Office AAPA CAMA MA UKNA WEA- C WEA- F Director General Senior Leadership Area Director Operations Manager Country Manager Area Director Operations Manager Head Office Function Lead THE ORGANISATION Commonwealth War Graves Head Office All Areas 23,000 sites Public Engagement 1,300 staff worldwide Historians 850 gardeners Surveyors 160 craftsman Horticulturalists 150 Territories & countries Conservationists 300,000 Archive documents Volunteers Recovery & Burial Sustainability … 1.7m Casualty Records … and some PMO bloke
  6. 6. 04/2021 The End of the Beginning FALSE DAWN 11/2020 Wellingtone Relationship Established PMO/Change 02/2019 Kaizen 01/2019 Go Live 07/2018 Understand the Organisation 08/2018 The Ideas Team 12/2018 The PMO Framework FINAL PMO TIMELINE Commonwealth War Graves Head Office All Areas 12/2019 Audit of the PMO 05/2021 Introduced Programme Management 04/2021 Wellingtone APM PMF 09/2021 The REAL End of the Beginning!
  7. 7. Basic level of Project Maturity The Landscape … Many project types - Works, Irrigation, Horticulture, IT, Comms & Media, Grant Funded, Digital Transformation Projects delivered to individual capability Single job title of ‘Project Manager’ Siloed thinking - Minimal transparency Minimal formal Governance was in place Technology literacy inconsistent THE ORGANISATION Commonwealth War Graves Head Office All Areas
  8. 8. Solutions needed to take into consideration … Maturity Levels CWGC PROJECT CAPABILITY Commonwealth War Graves Head Office All Areas
  9. 9. #FuturePMO The PMO Anatomy  Framework  Solutions  Branding  The ‘9’  Growth #FuturePMO
  10. 10. VALUE: Improve the projects of tomorrow VALUE: Attention to detail during feasibility enhances the probability of success during Execute VALUE: Make sure the correct projects are nominated and that foundations are established and integrated into the PMO Tools • Business Case • Complexity • Value • Experience Purpose Determine which project to do and understand value Tools • PMO Set Up • Assessment • Details • Stakeholders • Comms • Directory • RACI Purpose Define objectives, expectations & prepare team Tools • Lessons Learned • Close Report • Financials Purpose Make sure a controlled close takes place and confirm Sponsor expectations are met. Pipeline Initiate Feasibility Execute Close Monitor & Control Value: Ensure work is completed as planned, deal with issues that arise and communicate in accordance with the reporting requirements, PMO FRAMEWORK Commonwealth War Graves Head Office All Areas End User Training & Quiz Tools • Scope • GANTT (Plan) • Budget • Risks • Quality Purpose Outline Who, When, Where, How, How Much and what is in the way to success Tools • RAG • PSR • Issues • Change • Monitor Risks Purpose Execute the work as defined in the plan. Manage scope change & quality
  11. 11. EXCEL - Pipeline - Assessment - WorkBook (Project, Programme, Agile) - Peer 2 Peer Review MS DYNAMICS - Budget - Current YR Net Spend - Historic Net Spend - Net Total Spend MS TEAMS - Template Channels - Project Channels - Project Folders - Project Pipeline - Project Assessment - Project WorkBoook - Project Documentation - Sub Folders SOLUTIONS Commonwealth War Graves Head Office All Areas POWER BI - Project Information - Risk Information - Finance Information Communication & Storage Control Information Reporting Project Code is the Financials
  12. 12. PROJECT CONTROL Commonwealth War Graves Head Office All Areas The WorkBook – The control document that every project has, scaled to project classification.
  13. 13. PROJECT TRANSPARENCY Commonwealth War Graves Head Office All Areas
  14. 14. GOVERNANCE EDUCATION COMMUNICATION DELIVERY PRODUCT BRANDING Commonwealth War Graves Head Office All Areas MS TEAMS WHERE MAGIC HAPPENS
  15. 15. WE ARE GO! Commonwealth War Graves Head Office All Areas El Alamein, Egypt Plymouth Naval Memorial, UK Tower Hill Memorial, UK La Clytte, France Kohima, India Sangro River, Italy Thiepval – Phase I Kumasi, Ghana Kranji, Singapore The ‘9’ Remediate damp on Memorial Roof & side Panels Conservation of the drainage channel: (i) the concrete drainage channel base floor, (ii) brick side walls, (iii) coping part brick and part travertine stone paving Restoration - entrance features, tool shed and boundary walls Sink a new bore hole for water. There is no mains water supply A new staff welfare cabin and tool store. Fencing & entrance access ramps Renovation and remedial repairs to the roof, cupola, vaulted ceiling and long standing design faults To remove & replace the existing bitumen roof of the memorial Installation of new surface water drains Major Renovation – Upper Sections
  16. 16. HOW HAVE WE GROWN? Commonwealth War Graves Head Office All Areas  Works / Irrigation Hort / Base Sites  Asset Management  Global HR Implementation  Marketing/Media Campaigns  IT / SAAS  Education / Volunteers Agency Work   Digital Transformation ‘THE 9’ 150+ Audit of the Framework Dec ‘1 GREEN Substantial Assurance
  17. 17. #FuturePMO To the Four Corners  Projects  Challenges?  Impact?  Where? #FuturePMO
  18. 18. TO THE FOUR CORNERS Commonwealth War Graves Head Office All Areas
  19. 19. PROJECT CONSIDERATIONS Commonwealth War Graves Head Office All Areas Differing H&S regulations Country Boundaries / New Countries Political Instability / Military Coups British Embassy where no CWGC legal status War Zones requiring mine clearance Complex environments – Not Capital cities Language – Non-Technical Intermediaries Weather – Earthquakes, Cyclones, Monsoon Different Legal, Insurance, Regulations Stds Construction Quality Challenges Stakeholders – Farmers to Local Gov’s AA PA 53 Countries
  20. 20. IMPACT TO NON IT PROJECTS Commonwealth War Graves Head Office All Areas Scope Cost Quality Schedule • Pandemic created massive Gov. backlogs • Prolonged periods of ‘no progress’ • Lost in translation may impact delivery • Need to work with or around external events • Proximity may require special measures • External Stakeholder Mgmt. It’s not a precise science!
  21. 21. TO THE FOUR CORNERS Commonwealth War Graves Head Office All Areas EASKEY, Co Sligo, Eire GERRARDS CROSS HANWELL SCHUITDRIFT FARM BURIAL GROUND, POFADDER, NORTHER CAPE, SA Keren, Eritrea Rosetown, Manitoba, Canada Northwest Province, Syferkuil Farm, SA
  22. 22. #FuturePMO A peek into my world  Analytics  Personality?  FuturePMO?  Success?  My Journey #FuturePMO
  23. 23. EXCEL - PMO_Data_Analytics - RAG - PSR - MPPB Attendance - WorkBook Quality Assessment - Project Grading WHAT ABOUT THE PMO? Commonwealth War Graves Head Office All Areas Distinction Merit Awar ds? MS Forms - PMO Familiarisation Quiz - PMO MoR Quiz - PMO Change of Project Manager - Various Evaluations
  24. 24. • SUNSHINE YELLOW • EARTH GREEN • FIERY RED • COOL BLUE 12% Competitive, Demanding, Determined, Strong- Willed, Purposeful 24% Sociable, Dynamic, Demonstrative, Enthusiastic, Persuasive 26% 38% Caring, Encouraging, Sharing, Patient, Relaxed Cautious, Precise, Deliberate, Questioning, Formal THE PMO PERSONALITY Commonwealth War Graves Head Office All Areas PMO Personality based on End User survey! INSIGHTS DISCOVERY
  25. 25. Level V Level IV Level III Level II Level I Redefine Governance Create a Community of PMs Enhance Sponsor engagement Create a PM Function, educate, mentor Intelligent Analytics via enhanced PMO Continuous Improvement - perhaps PPM Enhance Front End Capability FuturePMO? Commonwealth War Graves Head Office All Areas 💬 Project Data = Analytics = Information A Product has been created Support, Guide & Educate not Control Natural PMs have been uncovered An embedded Framework Committed Governance Finance Integration 💬 Today Turbochargers set to ON Level V Level IV Level III Level II Level I Level V Level IV Level III Level II Level I
  26. 26. PMO SUCCESS OR FAILURE? Commonwealth War Graves Head Office All Areas It’s Acceptance not success or failure • The PM & PMO Toolset is complete • Active End User Community • Extensive coverage of the 3 Pillars • Fine Governance and Reporting rhythm If a movement is to have impact, it must belong to those who join it. Not those who lead it … Simon Sinek 14/09/21
  27. 27. A PERSONAL JOURNEY? Commonwealth War Graves Head Office All Areas It has been hugely emotional It has allowed me to be creative It has been exhausting It has allowed me to learn It has been lonely at times It has taken me to the limit IT HAS BEEN A STAGGERING JOURNEY The Island everyone wanted – Malta was the most bombed place on Earth. 12/01/1939 – 28/04/1944
  28. 28. Thank You  To deliver significant change you need to be comfortable with being different.  Choose Acceptance over Success or Failure.  If you haven’t been told no – do it.  Look at the Commencement Speech by Willian H. McRaven  Scott Paget  scott.paget@cwgc.org  Linkedin.com/in/scott-paget #FuturePMO  www.cwgc.org

Editor's Notes

  • Hello …
  • Hope everyone is well.
    Great to be in Hammersmith … I am a west London boy so many moons ago the Hammersmith Odeon was a renowned concert venue and I was there many times !!
  • A brief look into the work done over the past 3 years and how we can continue to progress.
  • Very proud to work for this Organisation and our work continues. Top left is the Cross of Sacrifice and all Cemeteries with more that 40 headstones will have one. They lie where they fell. Bottom left is where work is required hence the title of ‘To the Four Corners’.
  • Very much hub and spoke with spoke functions covering the majority of the world we operate in. In terms of hierarchy we have a DG as per the BBC, a senior leadership team, Area Directors and function Heads all with hierarchies below. The PMO currently works for the Director of Works as approx. 80% of the projects will be under that unbrella
  • This story takes us on a little meander up the Thames beginning with a blank sheet of paper in July 2018 to a fully operational and ever growing number of projects in the PMO process. A selection of key elements were go-live in Feb 2019 … A ‘substantial assurance’ Audit of Dec 2019 … The meeting of minds with Wellingtone and especially Emma – This helped validate our solutions … The false dawn of April 2021 where we thought we had reached the end of the beginning only to improve by the introduction of Programmes of Work (lucky the PMO had thought of this!!) to where we are today!
  • Go through the points and then finish with …
    The challenges I would say were fairly typical of any Organisation embarking on a PMO journey but the uniqueness of what the Commission does added, for me, serious amounts of ‘wow’ to the challenges.
  • We undertook a formal Assessment process in terms of Project Maturity engaging with many influential stakeholders around the Organisation and the results were a benchmark of give or take 1.5 this was the benchmark. Aligned with a focus very much on Office 365 – We had the building blocks to move forward.
  • As it reads
  • The Framework I think would be typical across many organisations so nothing special … We also allow for Agile concepts to replace Feasibility & Execute where appropriate. The Pipeline is what I would call Discovery and is a annual exercise to uncover the projects of tomorrow and is operated outside the PMO. Each User goes through training and with a ‘fun’ quiz at the end which provides indicators. I am a big believer in indicators so use them where you can.
  • Walk thru the solutions … Mention Sites as Future Proofing … All Memorials and Cemeteries have an Id which can be used in the future to link information together. The latest introduction was in May 2021 with links to MS Dynamics for Finance information.
  • The WorkBook is the key control document is very much a personal journey into creating a complete project tool in Excel. It has been created over a number of years !! Reporting – if the WorkBook is kept up to date ad hoc and immediate reporting is available.
  • Power BI was introduced around December 2020 and provides hierarchical drill down to project data.
  • The PMO has been branded so there is no escape !! Centres around 5 key Teams – Teams I think is where the PMO got lucky as it’s launch was perfectly timed for go-live and provides the front end that glues everything together.
    My favourite one is the Sandbox and I don’t think I have ever lost the thrill of creating something !!
  • My favourite slide as these was the first 9 projects put into the Framework as a live PoC. For those of us of a certain vintage some names will be easily recognisable.
  • The PoC quickly grew in both project numbers and business functions covered. Today we have in excess of 60 projects in progress. The PMO is becoming challenging …
  • Walk thru as displayed.
  • Some of our projects in 2021 … Hopefully you can get a flavour of To the Four Corners … If you remember the map from slide 1 highlighted on the left a project could be anywhere. The pictures represent two of the more well known memorials which are in the process … The Menin Gate in Ypres(54,596 casualties) and Thiepval (72,332 casualties) where part of the project will add approx. 400 additional names.
    Other programmes include Canal Seine Nord – 100kms Canal going through the western front – we are helping. Approx 700 recoveries could be made.
  • Rules and regulations are different across different countries so considerations will be applied on a per project basis.
  • Walk thru slide
  • Another perspective on the four corners … My homes past and present Hanwell & GX all have there own remembrance … On vacation in Ireland recently and in Easkey in Ireland there are 4 headstones. Don’t forget during WWI the Republic were fighting for Home Rule.
    Walk thru the rest with a focus on Schuitdrift …
    Private Marais DOD 21/10/1914 and Privet Fenton DOD 10/12/2014 both of the Cradock Commando Mounted Commandos, S.A. Forces presumably died here and they were subsequently buried here, one or both their horses are apparent buried alongside their graves, there is a large grave adjacent to their graves to substantiate this allegation re the horses.
  • Walk thru …
  • The PMO tracks information and the latest addition is a WorkBook assessment which assesses the quality of PM work undertaken (reminder top right) which could lead to an internal awards programme. Currently subjective assessment but with business rules a more objective assessment could be undertaken.
  • A bit of fun … I would say that PMOs wear different hats at different times and cool blue and earth green align nicely with a support and guide ethos.
  • Today we have come a long way … perhaps 2.5 On the maturity scale ?
    Tiurbo charging the PMO will be another leap forward – Especially governance and PMO resourcing.
  • Above everything I Accept where the PMO is daily basis … Even a minor nuance may change things … If you think about if and when I move on the PMO will be instantly different because no matter how good the hand-over is no-one thinks like me ?
  • As it’s stated.
    The bell is a reference to the University of Texas Commencement speech by Col McRaven … ‘If you want to make a difference’ lessons in life from US Navy Seal training … Utterly Brilliant.
  • The Stone of Remembrance is present in our Cemeteries where more than 800 headstones exist. No more words are required just please take a few moments to reflect …
  • Run through the take-aways Thank you for your time – Have a great afternoon.

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