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Portfolio management: creating initial building blocks: David Airey, Haringey Council

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In their first jointly organised conference, the Portfolio Management (PfM) SIG and Benefits Management (BM) SIG hosted around 80 people at the ETC in Hatton Garden, London on 6th March for a packed agenda of speakers, workshops and other interactive sessions.

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Portfolio management: creating initial building blocks: David Airey, Haringey Council

  1. 1. Portfolio Management Creating initial building blocks APM Conference – 6th March 2014 David Airey – Chief Information Officer & Head of Corporate Programme Office www.haringey.gov.uk
  2. 2. Creating initial building blocks  Setting the scene  Carpe diem – seizing the moment!  WHAT is straightforward, HOW is the art  A picture says a thousand words – The Jigsaw  Road testing the car  It works!  Where do you stop?  Making it Urgent rather than Important  The journey has started.......L plates on! www.haringey.gov.uk
  3. 3. Setting the scene  My background  Portfolio Management in IT – except we didn’t call it that! Business is familiar with Portfolio Management – except they didn’t know it! www.haringey.gov.uk
  4. 4. Project Dashboard June CITB Improved Decreased Same Business PM Demand Pipeline- Project Status New Demand Start Up/Feasibility Business HfH Contact Centre PID submitted to CITB for IT resources Egress (Secure Email) PID development to begin in July. To be aligned to the IGB Delivery Evergreening Altiris Project Agreed as part of Evergreening. PM assigned PID in development Business SAP Procurement Revised timelines are complete, due to change in direction. Closure Infrastructure Programme Mobile Device Mgt (MDM) Procurement underway Funding request to be made out of CITB meeting cycle Desktop Renewal Phase 2 CCN raised to cover change in scope to only purchase laptops Instant Messaging Business Pilot ALBACS Upgrade (Banks Transfer System) Projects Customer Services Transformation Projects recommended from the Online Improvement Feasibility Study Sharepoint Community Housing PM assigned and PID underdevelopment Windows Server 2003 Upgrades Agreed as part of Evergreening. PM assigned. Registrars Online Booking & Payments PM assigned PID approved Procurement underway Single Frontline Mobile Working Our Hgy app go-live planned for July. Sgl Device PID in progress. Delay in overall timescales Visual Files Upgrade (Legal Services – Case Mgt) Joint & Partnership Working Re-planning underway ICON Migration (Income Payments MS Lync Rollout To be aligned to SmartWorking In Scoping - M3PP Review - I-Lap Review - Intranet Refresh Libraries IT Review Review underway Framework-i Mosaic Timescales under review due to testing Desktop Notifications Request for funding resource availability New Telephone Directory Project agreed as part of IPT Closure. PM assigned PID approved HfH EDRMS (Sharepoint) Project end date to be extended to Q3 agreed at Board Evergreening XenApp 6.5 CCN raised to de-scope project to include compliance deliverables only. Additional Work Veriscan - (Document verification system) ShiftTrack Upgrade (C S) Spocc (A&H) Qmatic Upgrade (CS) Comino Upgrade (RB& CS) 4 www.haringey.gov.uk IP Telephony Public Wi-Fi Online Improvements
  5. 5. Project Dashboard June CITB Improved Decreased Same Business PM Demand Pipeline- Resource Capacity New Demand Start Up/Feasibility Business HfH Contact Centre Egress (Secure Email) Delivery Evergreening Altiris Project Business SAP Procurement Closure Infrastructure Programme Mobile Device Mgt (MDM) Desktop Renewal Phase 2 Instant Messaging Business Pilot ALBACS Upgrade (Banks Transfer System) Customer Services Transformation Sharepoint Community Housing Windows Server 2003 Upgrades Registrars Online Booking & Payments Single Frontline Mobile Working Visual Files Upgrade (Legal Services – Case Mgt) Joint & Partnership Working Projects PM Required ICON Migration (Income Payments MS Lync Rollout Framework-i Mosaic Libraries IT Review New Telephone Directory Evergreening XenApp 6.5 IP Telephony Additional Work Desktop Notifications Public Wi-Fi In Scoping - M3PP Review - I-Lap Review - Intranet Refresh www.haringey.gov.uk HfH EDRMS (Sharepoint) Veriscan - (Document verification system) ShiftTrack Upgrade (C S) Spocc (A&H) Qmatic Upgrade (CS) Comino Upgrade (RB& CS) 5 Online Improvements
  6. 6. Setting the scene – Lessons Learnt  Credibility  Prove Portfolio Management works in one area of your organisation  Use Business advocates to make the case  Confidence  Find key stakeholders who have seen Portfolio Management work elsewhere www.haringey.gov.uk
  7. 7. Carpe Diem!  Economic climate – public sector cuts  focus on right things to deliver resident priorities with reduced resource is critical  New Chief Executive  “Programme and project management is boring but.....”  Fundamental re-organisation of senior management team www.haringey.gov.uk
  8. 8. Carpe Diem! – Lessons Learnt  Top level sponsorship works wonders!  Traction occurs at times of chaos and uncertainty  Expand any opportunity to open the door to Portfolio Management (just don’t call it that!)  It needs a dedicated focus to get the ball rolling www.haringey.gov.uk
  9. 9. WHAT vs HOW?  The WHAT is straightforward  common sense – who can argue?  The HOW is the art and is based on  Culture....  Context....  Put HOW challenges on the table at outset www.haringey.gov.uk
  10. 10. STRATEGIC DIRECTION Key Business Priorities Outcomes/Benefits - Critical Success Factors, KPIs (metrics) Strategic/Transformational Operational/BAU Directors’ Group Programme Board Directorate Business Plans Performance Management Framework ACE Incremental Change Corporate Resources www.haringey.gov.uk Strategy & Performance Transformational Change Public Health Project Children's Services Project Adult & Housing Services Project Place & Sustainability Programme 2 etc Programme 1
  11. 11. Corporate Portfolio Management Objectives & Scope  Maintains alignment of Programmes and Projects/Initiatives with strategic Council priorities as they change over time (which they will)  Undertakes demand management and ensures that new projects and initiatives are raised for prioritisation by the Directors’ Group  Ensures that major changes to Council programmes (scope, time, budget) are raised to Directors’ Group for approval  Tracks dependencies and inter-relationships across Council programmes  Ensure a standard, uniform approach to programme and project management is adopted across the Council  Act as a “critical friend” and provide quality assurance on individual programmes  Monitors overall organisational capacity & capability to deliver  Ensures appropriate resources are available to deliver Council programmes and highlights any skills/resource shortfalls  Provides transparency and exception reporting to Directors’ Group www.haringey.gov.uk
  12. 12. Benefits Visibility Proactive Decision Making Confidence in Delivery Build Internal Delivery Capability www.haringey.gov.uk     Who is working on what, within Directorates/across Council Inter-dependencies Skills & capacity to deliver on commitments Early notification of delivery issues & risks     Identify & address problem areas early Impact assessment of new initiatives, changes etc Meaningful & consistent reporting to Directors’ Group Focus on strategic issues  Alignment of change initiatives with strategic priorities  Effective use of resources  Right resources in place to deliver on desired outcomes  Develop internal delivery skills within Directorates  Share best practice across Council  Knowledge retention
  13. 13. Corporate Portfolio Management Challenges  Perceived loss of ownership/control at Directorate and Programme level  Pay lip-service but no real acceptance or appetite for a corporate approach  Passive resistance  Historically organisation is high on energy/creativity but low on control  Inherent resistance to planning – “let’s just get on with it”  Urgent demands constantly take precedence  Programme and project management disciplines are often seen as bureaucratic and boring  Overcoming scepticism – what will be different this time?  “Tried before and we never see it through”  Sounds straightforward but in reality is hard to achieve – are we up for changing the way we work and will we pull together when faced with resistance to a structured, corporate approach? www.haringey.gov.uk
  14. 14. What does good look like – “The Jigsaw” Corporate Programmes defined & Outcomes linked to Corporate Plan (interdependencies managed) Projects Register & Demand Management Standard approach to Programme & Project Management www.haringey.gov.uk Business Unit Plans fully aligned with Corporate Plan Governance inc Performance Reporting Programme & Project Assurance Visibility over BAU & resource demands Capacity Management Internal Skills Development
  15. 15. Lessons Learnt – “The Jigsaw”  Use pictures not words  The challenges don’t go away!  Focus on the How as much as the What  It’s a major business change programme  MSP is helpful! www.haringey.gov.uk
  16. 16. Road testing the car  We proved the approach with key supportive stakeholders  WIIFM – gained benefit themselves  Learnt by doing  Easier to explain once you can see it  Short term deliverable management  Sought advice from others who were further on the journey www.haringey.gov.uk
  17. 17. “The Wall” www.haringey.gov.uk
  18. 18. “The Wall” – It Works! www.haringey.gov.uk
  19. 19. “The Wall” – It Works! www.haringey.gov.uk
  20. 20. The Good News is .......It Works! www.haringey.gov.uk
  21. 21. “........... However we are facing some challenges  Making it Urgent rather than Important  Portfolio Management in a 100 days  Where do you stop?  Strategic planning  Business planning  Performance management  Resource and capacity management  Governance ........  A major business change programme www.haringey.gov.uk
  22. 22. The journey has started.......L plates on!  Principle activity that links strategic planning with strategic delivery  It will be a key enabler for 2014/15 business planning, performance management et al  Turning it Urgent by linking delivery to local election timetable ..... carpe diem again!  All help & guidance gratefully received! www.haringey.gov.uk

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