Macadamian roadmap to project success

1. PROGRESS
macadamian roadmap to project success

2. Summary
• PROGRESS is a stage-gate system for an intentional,
defined and planned project controlling and monitoring.
• PROject Gate Review to Ensure SuccesS
• Stages set expectations for the project team and
customer.
• Gates allow key stakeholders to review the project and
impact the success of the project and the relationship.
• Check Points support the project manager to reach gate
success.

3. Flow
Stage-Gate
G G G G G
Inception 1 Implementation 2 3 Stabilization 4 Termination 5
CP1 CP2 CP3 CP4
Project
Sprint Sprint Sprint Sprint Sprint Sprint Sprint Sprint Sprint
demo demo demo demo demo demo demo demo demo

4. Stages
Inception: (Stage 0)
In this stage the project is transferred from the proposal team to the project team, the team is
ramped up, the project is planned and a first deliverable (vertical slice) is produced.
Implementation: (Stage 1)
This phase is where the bulk of the work is done and most of the budget is spent. This phase is
broken down in Sprint. At the end of this phase, the scope of the project is completed.
Stabilization: (Stage 2)
The purpose of this phase is to provide validation for the entire project and make necessary
adjustments. It ends with the final customer acceptance.
Termination: (Stage 3)
This phase encapsulates all project closure activities.

5. Gates
Description
• Key stakeholders to perform a formal review of the quality of:
• Plan
• Execution
• Deliverables
• Customer Relationship
• 1 hour meetings scheduled at the beginning of the project.
• Gate specific deliverables are required prior to the meeting.
• Output of each gate is a Project Flag (Green, Yellow, Red), recommendations and
actions.
• Minutes should be sent to stakeholders.
• Deliverables produced by PM, with contribution from BDM and UX/Eng lead
G1: The project is properly planned. The team is formed and has implemented a first
deliverable. Inception activities have been completed.
G2: The team has reached 100% velocity and the scope of the project is well understood. The
budget is not more than 50%.
G3: All scope has been implemented.
G4: The project has received acceptance from customer.
G5: All closure activities like post-mortems and customer survey have been completed.

6. Gates details
Gate Input KPI Criteria
G1 • Demo • Scope • Vertical slice
• PROGRESS report • Budget • <25%
• Health Check report • Velocity • >50%
• Project Plan
G2 • Demo • Scope • >30%
• PROGRESS report • Budget • <50%
• Health Check report • Quality • >80%
• Scope definition • Velocity • 100%
• Customer satisfaction • >7/10
• Team satisfaction • >7/10
G3 • Demo • Scope • 100%
• PROGRESS report • Budget • <90%
• Health Check report • Quality • >90%
• Completed scope
• Stabilization Plan
G4 • Demo • Budget • 100%
• PROGRESS report • Quality • 100%
• Health Check report
• Customer Acceptance
G5 • Closure report • Customer satisfaction • >8/10
• Renewal • Y

7. Gates by project size
Project Gate Stakeholders Check Points Stakeholders
Small • G1+G2 • PM • N/A • N/A
• G3 • Sales
• G4+G5 • Senior PM/VP
Delivery
Medium • G1 • PM • Pre G1 • PM
• G2 • Sales • Between G1 – G2 • VP Delivery
• G3 • VP Delivery • Between G2 – G3
• G4+G5 • UX/Eng Lead • Every 3 weeks
• SME
Large • G1 • PM • Pre G1 • PM
• G2 • Sales • Monthly • VP Delivery
• G3 • VP Delivery • Sales
• G4 • UX/Eng/QA Lead • Exec Sponsor
• G5 • SME
• Exec sponsor

8. Check Points
Description
Informal review of project execution and gates preparation. The following will be reviewed:
• Project status
• Budget
• Risks
CP1: Project Plan review. Gate schedule.
CP2: Team performance, Scope. Every 3 weeks.
CP3: Team performance, Scope, Quality. Every 3 weeks.
CP4: Quality, Communication. At least once every 3 weeks.

9. PROGRESS report
Project Relationship
Budget: Communication:
Margin: Stakeholders:
Scope: Perception:
Schedule: Needs:
Observations Team: Other:
Other:
Top risks that could impact the project (e.g.: Expert Top risks that could impact the relationship (e.g.: other
availability, undefined scope, 3rd party integration) partners, corporate fit…)
Risks
1 thing that will make the project succeed (e.g.: Deliver 1 thing that will make the relationship succeed (e.g.:
CSF for a show, high quality…) price, expertise, capacity…)
Project related opp (renewal, features, additional Relationship related opp (new groups, product strategy,
Opportunities services, additional resources) add )
Owner: action Owner: action
Actions

10. Recovery
Actions
• Review action items at scheduled Check Points
Green
• Max 3 weeks to put the project to green
• Review actions on a Weekly basis with the stakeholders
• Project must meet stakeholders’ agreed upon Gate criteria to be back
Yellow to green.
• Project will be Red if still Yellow after 3 weeks.
• Schedule daily SCRUM with stakeholders and review actions on a Daily
basis.
• Project must meet stakeholders’ agreed upon Gate criteria to be back
Red to green.
• Project escalated to management team