141101 short intro on pactify-v7-bv

Pactify is a methodology and web based tool that focuses on the execution of transformation projects
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© 2013 Pactify Software. All rights reserved.
The design of the idea’s
Turning idea’s into projects
The execution
The result
Focus of Pactify

Pactify is a tool and methodology to support project teams and sponsors to achieve transformation objectives
•Simple and neutral platform to maximize adoption across departments/ regions
•Deep reach into organization (web based)
•Always there
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Connects teams across the organization
Guides teams to make progress and sponsors to steer
•Solid methodology
‒Stage gate
‒Milestone planning
‒Impact measurement
•Balance big pic vs detail
•Real time steering
•Automated administration
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The teams themselves work, from day 1
•The platform guides the teams to take up autonomy themselves
•Much more true bottom-up co-operation from within the teams
•Much less “pushed” from the top (sponsors, PMO)
Engages teams to become more and more self-driven
•From day 1 : the teams themselves operate the system
•Fully transparent system
•Gradually guide teams from 100% re-active to 100% proactive
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Pactify provides a permanent platform to configure transformation-specific connections
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Existing structures/ departments
Scope of change/ transformation
Characteristics of transformation
Requirements for connectivity
Runs across existing org structures/ systems/ processes Requires co-operation between people not used to co-operate traditionally
Need for a neutral, simple and permanent platform
•To organise specific structures, teams, projects
•Connect the specific teams
•Provide a specific place to work
•Easy to use to maximise adoption
•Permanently there
Connects
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Pactify provides guidance to teams and sponsors
•Define sponsor&objective
•Create sub-program structure
•Define/ upload project idea’s
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Structure your program
Configure & plan your project
Execute, re-forecast (and automated reporting)
•Describe objective and approach
•Allocate the team
•Plan key gates
‒Documented
‒Justified
‒Decided
‒Implemented
•Plan project milestones
‒Specific interim results, deliverables
•Target KPI impact at completion
•Assign and execute tasks
–In function of milestones
•Update forecast and status of planning and target impact
–Hereby also allowing automated reporting
•Provide regular executive summary statuses
All continuous steps, with real-time output, and flexibly modifiable (steering decisions, changing context, …)
Guides
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Traditional
New
The Pactify methodology aims at guiding team behavior from 100% reactive to 100% proactive (FLOW)
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“Target oriented”
Own the milestone plan
•Break objective into milestones
•Plan milestones specifically (description/ owner / date)
Own the set-up and process
•Get the right people on the team
•Understand and follow methodology
•Frequently hold internal team meetings
•Present progress themselves in steerco
“Organised”
Own the progress (vs plan)
•Respond to steering from the top
•Re-forecast outcome frequently
“Responsive”
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“In flow (100% proactive)”
Fully immersed in the challenge
•Team fully focused into the job
•Everybody “in the zone”: skill vs complexity matched the whole way
•Steering from top not needed – self driven teams
Level of autonomy of teams
“Connected & aware”
Starting point
•Basic acceptance and understanding of project
•Get familiar with the team
•Accept ownership of status reporting (not at PMO level)
“100% Re- active”
Only move/ act upon push from top
Engages
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“Add-on” functionality: “PACT-ify” projects
Pactify’s methodology and tool supports teams to “move up” and optimally deliver on their projects
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“Connected &aware”
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“Organised”
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“Responsive”
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“In Flow”
Pactify guides (“operating system” for transformation)
Pactify engages
Pactify “base” functionality
Engages
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How to move from “responsive” to “in flow” team behavior in Pactify ?
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“Connected & aware”
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“Organised”
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“Responsive”
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“In Flow”
?
The team pledge : to “Pactify” a project
•Voluntary but explicit team commitment to help each other stay in flow:
‒Isolated from the outside (no distractions)
‒Focused on the challenge
‒Keeping up the curiosity to solve the problem
‒Staying intrinsically motivated by matching skills vs complexity for all activities
•The project becomes a “pact” among the team The real-time, goal based feedback system : the Pact Value (actual, target, forecast)
•Related to your goals
•Immediate : while you are doing it
•Also including forecast to allow for steering
Engages
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How can teams make the transition to Flow in Pactify?
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Requirements be in FLOW …
… how Pactify’s design allows it …
•“Isolation” from the outside, focus on the challenge itself
•Continuously “countering” distraction
You can “PACT-ify” your project as a team
•Explicit pledge to accept the challenge
•Explicit pledge to help each other stay “inside” the challenge and in FLOW
•Clear targets
•Immediate feedback
All “Pactified projects” have a real-time feedback KPI : the “Pact Value”
•Past and forecast feedback versus the target
•Real-time, when you do it
Engages
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In a pact, team members help each other to fight the “4 forces of distraction”
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The Pact (a team / an objective)
Perception of complexity
Over focus on the reward/ punishment
All the other work to do
Fading curiosity to solve the problem
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Engages
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Execution is “in Flow” when the team helps each other to balance skill vs complexity along the way – Pacts do that
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Skill level
Complexity level
BOREDOM
FRUSTRATION
PACT / FLOW
Project stages
Project milestone
Actions / decisions
Team member 1
Team member 2
Team member 3
Team member 1
All
Team member 3
Team member 3
All
Team member 1
All
Pact force
Pact force
Engages
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Requirements for “Flow”: goals and immediate feedback Pactify has own goal-based, real-time feedback system
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Milestone
Action
TODAY
Forecast Pact Value
Initial plan
Progress & forecast
Increase after every action/ milestone achieved, corrected for deviation vs plan (+/-)
Pact value if all actions/ milestones achieved exactly according to plan
Future Pact Value according to latest forecast of remainder of plan
Engages
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Pact Value : goal-based, real-time feedback system to keep teams “INTO” the project and help them achieve Flow
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Key differentiators in our approach
•Push-down of ownership of reporting to the individual teams
–Not done by a PMO / the people do it themselves at every level
•Simple to use tracking tool to connect max # of people, enabling large scale co-operation in a transparent way
•Rigorous follow-up of projects, based on common sense
–All in 1 place, real-time updates, central and local
–Nothing gets lost
–Tool guiding teams to foster goal based plans and basis for relevant actions
•From idea to high level plan, from high level plan to milestones from milestones to actions
•PMO’s (sole) focus is on facilitation and challenging
–No more on administration
•Unique approach to allow teams to reach their max potential by achieving flow
–Team pledge to co-operate and help each other out – “to PACT-ify”
–Goals based plans
–Immediate feedback algorithm (target, current and forecast Pact Value)
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Base structure of Pactify : Program / Sub program / Projects
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Sub-program / taskforce
The program
Sub-program / taskforce
Projects/ initiatives
TODAY
Do
J
De
I
“
“
“Sub-program” / taskforce

Core activity of project teams : planning and execution tracking of gates, milestones and actions
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TODAY
Do
J
De
Im
KPI impacts
4 stages:
•Documented
•Justified
•Decided
•Implemented
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The 4 components of an initiative/ project:
Actions/ decisions (to achieve the stages and milestones)
Specific milestones (deliverables, required interim results)
To go from idea to a project
Updated forecast date (along the way)
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For each item has:
A status
•On track
•Delayed
•Off track
•Done/ Achieved
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For impacts : re-forecast impact (per month)
Name, owner, target date (“stick in the ground”)
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These team activities are both essential for good execution as well as the reporting in itself (no separate reporting to be done)
The actual execution of a project

Workload is kept minimal : covering (only) the essential questions on your project
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The essential questions on your project at any time
•What do you want to achieve ?
•How do you want to achieve it (which milestones) ?
•What is your milestone plan ?
•How are you doing vs plan ?
•What’s your summary ? (elevator pitch)
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Your responsibility / workload to cover
Where in Pactify ?
•Describe/ update objective in text editor
•Describe/ update the approach text editor
•Describe, pick owner& date for all milestones
•Update forecast date and status milestones& actions
•Describe exec summ of status/ issues in text editor
•Milestone tab
•Summary tab – update exec summ
•Who needs to do what to achieve the milestones ?
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•Describe, pick owner& target date for all actions
•Progress tab
•Summary tab – project description

141101 short intro on pactify-v7-bv

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