APM Benefits Summit 2017 - Thinking systematically about benefits, workshop by Andrew Gray and David Liversidge, 22 June

+44 (0)1225 820980 www.bmt-hqs.com
info@bmt-hqs.com
Welcome to clear thinking
Thinking Systemically and
Systematically About Benefits
APM Benefits Summit 22 June 2017

+44 (0)1225 820980 www.bmt-hqs.com info@bmt-hqs.com ©BMT Hi-Q Sigma Ltd
 To understand some of the
common challenges with
undertaking effective Benefits
Management in complex projects
and programmes
 To explore the causes of some of
these challenges to effective BM
 To explore areas where Systems
Thinking, Systems Approaches and
Systems Engineering could provide
tools and techniques to help deal
with these challenges
Workshop Aims and Objectives

 Introduction (5 mins)
 BM in complex Project and Programme
lifecycles
 What are the Problems with BM? -
Break-Out Sessions (15 mins)
 Benefits Identification, Mapping &
Profiling
 Tracking and Monitoring Benefits
Realisation
 So what is Systems Thinking then?
(10 mins)
 How could this help us with our BM
Problems? (10 mins)
 Facilitated Discussion
 Conclusion
Workshop Structure
Historically, the majority of major
projects in government have not
delivered the anticipated benefits
within original time and cost
expectations.
Over-optimism in government projects,
National Audit Office, December 2013

Introduction
David Liversidge
APM Benefits Mgmt SIG

There are multiple development and delivery models depending on the nature of the
solution, where it sits in a project or programme context, its complexity and change
drivers, etc. (e.g. Agile, Waterfall, V Model, Tranched, Spiral, etc.)
Programme, Project and Policy Appraisal Programme, Project and Policy Evaluation
System
Specification
Sub-System
Specification
Component
Specification
Component
Design,
Build, Test
Sub-system
Integration
and Test
User
Requirement
System
Integration
and Test
User
Acceptance
Testing
Concept Operation
Project/
Programme
Definition
Project/
Programme
Transition
Iterative development and delivery of
modules, tranches or increments
aligned to User priorities
Map and
Profile
Benefits
Track and
Monitor
Realisation
An iterative/Agile model affords the opportunity to learn from each
release, inform future releases based on User feedback of benefits.
This results in a more continuous, responsive BM process
SolutionDevelopment
SolutionDelivery
Iterative or
single pass
BM in Complex Project and Programme Lifecycles

Break-Out Session 1:
What are the Problems with Benefits
Management?

Break-Out Session 1 (15 Minutes)
 We will split you into groups:
 Half will look at BM challenges and their causes for Benefits Identification, Mapping
and Profiling/Quantification
 The other half will look at BM challenges and their causes for Benefits Tracking,
Monitoring, Evaluation and Realisation
 We suggest that you:
 Quickly brainstorm the common challenges you have faced in these areas
 Group these into common areas/themes
 Discuss the main causes of why these challenges are common faced
 Think systemically – for example:
 Is the challenge experienced because there is not a clear definition of what the programme/project
is aiming to achieve in outcome terms?
 Is the challenged faced because of a lack of access to stakeholders, or differing/opposing views of
the stakeholders?

So what is Systems Thinking
then?
Andrew Gray
APM & INCOSE UK
Systems Thinking SIG

A systems-based approach represents all salient features or relationships that influence the
successful achievement of change
Its not just about defining the current and end state – its also the change between them
and how internal and external factors influence the change
A systems approach to change
Definition, planning and execution of change,
and introduction of the new ways of working
Staff Customers
Public
Other departments
Technology Processes People Organisation
Current operational state
(eg definition of problem)
Future operational state
(eg target operating model)
Operators
Information
Media
Legislation EnvironmentPoliciesEconomy Society
Political representatives Private sectorVoluntary sector
CulturesBehaviours

Who is a systems thinker?

• Techniques to understand the ‘big picture’ of dynamic relationships, patterns, behaviours,
assumptions, contexts, complexity drivers – including stakeholder needs and values
• Hard methods – suited to well-defined problems, clear goals, perhaps complex objectives, can use machines
as a metaphor
• Soft methods – suited to problems with incomplete data, unclear goals, complexity of perspectives and
roles, use learning system as a metaphor
• See ‘system’ as networks, organisms, societies, ecosystems etc
Systems toolkit of approaches & techniques
Adapted from Systems Praxis Framework, www.systemspraxis.org
Sub-system and full system test & acceptance
verification
Non-linear mapping
System-as-cause thinking
Closed loop causality
Perspectives & world views
Use-cases
Business analysis

 Develop scenarios and use-cases around stakeholder interactions and their
perceptions
 Identify the complex / dynamic relationships and uncertainties that exist
 Recognise the systems within systems
 product/output/outcome systems, the delivery mechanisms, the stakeholder environments, the
wider eco-system
 Use different perspectives to understand the problem(s)
 Capture dependencies and drivers that influence success
 Extend the benefits models to encompass all critical factors
 Understand sensitivity to changes in drivers and constraints
 Extend systems test & acceptance into benefit realisation
 Provide flexible and appropriate single-point-of-truth representation
Applying this to Benefits Management – some principles

Why do it?
Portsmouth City Council
Local Authority Housing
Management
Old System Redesigned System
Purpose “Manage all activity in order to meet
the targets and keep down costs”
“To do the right repair at the right time”
Measures End to end Predictably 24 day average for all
repairs.
Average of 6.9 days to fix the originally reported
repair and 11.2 days to fix all repairs identified at
the property.
Failure demand 60% Currently running at approximately 14% for repairs.
Customer satisfaction Old MORI measures ran at 98%.
However, true satisfaction rates with
the old service, as measured in the
process of Redesign, was 6 out of 10.
Repairs service has been recorded at an average of
9.9 out of 10 for past 6 months.
Right First Time Not measured 91.8%
Appointments kept Not measured 77.5%
(Source: Systems Thinking Case Studies Report, Systems Thinking In The Public Sector, Lean Enterprise Research Centre,
http://www.leanenterprise.org.uk/lean-research/systems-thinking-cases.html), January 2010

How could this help us with our
BM problems?

 We will chose one or perhaps two of the problems you have identified
 We will discuss where and how ST / SA / SE might offer tools and techniques that
could help mitigate these problems
 We will only get to scratch the surface of this – but perhaps encourage you to explore
these ideas further in your own work environments
Facilitated Discussion (10 minutes)

Thank you
BMT Hi-Q Sigma Ltd
Berkeley House, The Square
Lower Bristol Road
Bath, BA2 3BH
United Kingdom
www.bmt-hqs.com
Tel: +44 (0) 1225 820980
Fax: +44 (0) 1225 820981
Mob: +44 (0)
BMT Hi-Q Sigma Ltd
Berkeley House, The Square
Lower Bristol Road
Bath, BA2 3BH
United Kingdom
www.bmt-hqs.com
Tel: +44 (0) 1225 820980
Fax: +44 (0) 1225 820981
Mob: +44 (0)
David Liversidge Andrew Gray
David.Liversidge@bmt-hqs.com Andrew.Gray@bmt-hqs.com
7799 903549 7500 869075

APM Benefits Summit 2017 - Thinking systematically about benefits, workshop by Andrew Gray and David Liversidge, 22 June

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to APM Benefits Summit 2017 - Thinking systematically about benefits, workshop by Andrew Gray and David Liversidge, 22 June

Similar to APM Benefits Summit 2017 - Thinking systematically about benefits, workshop by Andrew Gray and David Liversidge, 22 June (20)

More from Association for Project Management

More from Association for Project Management (20)

Recently uploaded

Recently uploaded (20)

APM Benefits Summit 2017 - Thinking systematically about benefits, workshop by Andrew Gray and David Liversidge, 22 June