This document discusses the findings of the ICPM Taskforce Report and their implications for contracting on complex projects. The report found that traditional contractual approaches can hinder effective collaboration, and identified several traits necessary for delivering complex projects successfully. These include having a flexible, outcome-focused organization; a systemic, portfolio approach; and contracting strategies focused on long-term benefits rather than risk transfer. The document argues that implementing the taskforce's findings could help maximize benefits through practices like earlier industry involvement, collaborative risk management, and incentives aligned with overall outcomes.
Strategic Program Management is about meeting the challenges of scale and complexity but also about capturing the opportunities of leverage. Every major program as well as the projects that comprise it is the subject of a detailed and rigorous risk analysis. This is not only appropriate but also necessary. But in order to capture the full value inherent in large programs, the program management consultant or PMC must be seeking out opportunities in a proactive and ongoing manner.
The PMCโs opportunity analysis is best constructed within a framework that ensures a comprehensive view of all aspects of the program. Unlike various risk frameworks and categorizations that exist, there is no comparable opportunity framework for program management in the engineering and construction industry.
Strategic Program Management is about meeting the challenges of scale and complexity but also about capturing the opportunities of leverage. Every major program as well as the projects that comprise it is the subject of a detailed and rigorous risk analysis. This is not only appropriate but also necessary. But in order to capture the full value inherent in large programs, the program management consultant or PMC must be seeking out opportunities in a proactive and ongoing manner.
The PMCโs opportunity analysis is best constructed within a framework that ensures a comprehensive view of all aspects of the program. Unlike various risk frameworks and categorizations that exist, there is no comparable opportunity framework for program management in the engineering and construction industry.
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A sample of my slides from my Masterclass I held in Dubai a few years ago covering the topic of Partnership Risk Management. Slideshare doesn't allow animations so some slides may look odd.
I developed this model after lessons learned from a HRIS replacement project for a financial services company. I think it can be applied to packaged solution implementations in general.
These slides were presented during the webinar on "Managing Partnerships in Microinsurance" conducted by the Facility on 1 March 2012. The webinar highlighted the stages of partnership, key points and strategies that can be used per stage, success factors and pitfalls, as well as real cases in partnership management.
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1. Contracting for Effective Collaborations in
Complex Projects
-what the findings of the ICPM Taskforce Report mean for
contracting in complex programs
NASA PM CHALLENGE 2012
February 2012
Bretton Ackroyd
COO ICCPM
Email: coo@iccpm.com
Phone: +61 406 420 642
2. Introduction
โข Speaker โ Bretton Ackroyd COO ICCPM
โข ICCPM โ who we are
โข ICPM Taskforce Report โ Overview
โข ICPM KD2 and ongoing Research Agenda
3. Complicated vs. Complex
A Working Definition
Complicated โ when you know what you have to do
Complex โ when you donโt
4. Overview
โข Introduction
โข The Problem
โข ICPM Taskforce Report findings
โข Key traits for delivering Complex
Projects
โข Giving effect to the Report findings
โ Proposed Practical Contract and Organisational
measures
5. Summary
โข To deliver the full benefits of complex projects and
programs requires the capacity to engage in effective
complex collaborations
โข Traditional forms of engagement and risk averse
organisational cultures can often hinder or even
prevent effective collaborations.
โข Research has identified some traits necessary for the
development and realisation of Complex Projects.
โข To achieve best results organisations need to
reflect, promote and support these โtraitsโ through
their practices policies and engagement agreements.
7. The Problem:
Traditional contractual/ engagement approaches
โข Adversarial / Blame focused
โข Inappropriate risk allocation Contracts & Process
โข Lack of systemic view
โข Lack of effective change and conflict management
Influence of Subject Matter Experts/ Dominant interest
groups in Contract Formation. Short term focus
โข Short term focus of most SMEโs and interest groups at contract formation
โข Incentivises game playing
Dominance of Reactive Organisational Culture.
โข Adversarial,
โข Risk focused,
Culture
โข Distrustful of others/change โ not made here syndrome
โข Process driven/process controlled
8. Problems: Traditional contractual / engagement approaches
Process Driven
Adversarial
Lack of Systemic view
No future vision
over regulated Blame focused Risk management?
11. ICPM Taskforce Report
Findings:
โข Competition needs to be selectively applied and targeted to
provide effective outcomes and best benefit realisation.
โข Processes that facilitate early supplier/industry
involvement essential for complex projects.
โข Contracts need to acknowledge and support the iterative &
collaborative nature of effective risk management.
โข Contracts need to promote and support the growth of both
strategic and tactical level collaboration.
โข Need to develop commercial advisors and related key
subject matter experts that have the capacity to take a
systemic view to contract formation and realising long term
benefits benefits.
12. Contractual and Organisational Traits Required
to Maximise Benefits from Complex Projects?
โข Flexible outcome focused Organisation;
Creation of entity with processes, people and leaders flexible
enough to address complexity and evolve throughout life of
the program
โข Portfolio of Interrelated Projects; Systemic
approach look at the whole as well as the parts; addressing
the entire supply chain and beyond.
โข Long Term Benefits Driven Contracting
Strategies; nuanced, targeted and Informed by clear
understanding of the benefits sought by Stakeholders.
13. Flexible Outcome Focused
Organisation
โข Flexibility essential to delivering effective solutions and
realising total benefits. Must be nimble enough to address
Unknown Unknowns.
โข Recognition of role as Steward/Champion of the capability
being developed.
โข Processes and procedures that support collaborations and
the focus on benefits realisation instead of risk transfer.
โข Leaders that develop and project the shadow of the future
and have cognitive flexibility to manage emergence.
โข Transparent and efficient governance regimes that support
achievement of benefits not hinder it.
14. Portfolio of Interrelated Contracts
โข Systemic approach โ look at the whole as well as
the parts. Influencing the entire supply chain.
โข Manage as an integrated program rather than
individual projects.
โข Active Identification and management of
interrelationships to enhance overall benefits
realisation.
โข Active promotion of cross portfolio knowledge
sharing and collaboration.
15. โBenefits Drivenโ Contracting
Strategies
โข Multiple Contracting strategies applied to different
components of capability
โ Nuanced, targeted and informed by clear understanding
of the benefits sought by stakeholders.
โ Targeted use of competition as one of a range of
approaches underpinning value, not as a weapon.
โข Recognition that the owner organisation (gov. or private)
cannot walk away from the program and risk is shared not
transferred.
โข Mechanisms for collaboratively managing unknown
unknowns as they emerge.
โข Iterative implementation โ opportunities to pause, learn and
adapt.
16. Implementing the Findings
โข Earlier industry involvement reduces risks increases
likelihood of realising benefits.
โข Test commitment to collaborations through limited
risk, Project incubator programs and ECI arrangements.
โข Develop and promote trust through being trusting.
โข Active management of conflict for best results.
โข Incentivise achievement of overall benefits over short term
profit taking.
โข Secure appropriate rights upfront to minimise barriers to
future collaborations.
โข Recognise that for some collaborations there is no such
thing as an Off Ramp โ manage for the long term.
17. Two Limbs of Effective Complex Project Agreements
Clear Performance Baseline Collaborative Behaviours
Clear Proactive and Supportive of
understanding and Efficient Trust/Fluid
of customer Conflict Human
requirements Management Interaction
Appropriate
Performance Flexible &
Proactive Empowered
Management Cooperative
Change Decision
Measures Risk
Management Management Making
Integrated
Systems of
Delivery Team
Systems role
Incentives
Cross
for
partner
effective
Teamwork
Efficiency
18. Develop and Apply Systems of
Systems Contracting Strategy
Customer Networks
REGULATORS
Suppliers REGULATORS
Strategic Suppliers
Strategic Suppliers
Customer Networks
Customer Networks
Strategic Suppliers Suppliers
19. Recognise Multiple Functions
and Aims of Complex Project
Agreements
Risk
Management
Managing Social
Change Contract
Complex
Normalising Statement of
Project
Relationships Agreements Requirements
21. Establish Pro Active Dispute 3rd party
Management Process Litigation Dispute
Resolution
Proposed Dispute Managment Board Activities
Provide Dispute management Provide non
guidance and independent binding dispute
and advice to senior resolution
dispute management decisions
avoidance
advice
Informal Formal DRB
Conflict Avoidance Discussions & Negotiations
Stage Negotiations Assessment
Conflict
Project Staff and Management Project 3rd Party
Resolver
Senior management &Courts
Continual process Within 7 days 14 days 21 days
Time frame of dispute notice
Issue referred back to project for CEO
monitoring (Specific review period) Assessment
Resolution or
22. Performance Management and
Incentives linked to Partner Charter KPI BALANCED SCORE CARD
Demonstrate Accountability
Risk reward KPIโs +
Non risk /reward KPIโs
Compliance Did it happen? PARTNERING
โข Process metrics KPI Performance Scorecard
โข Audit CHARTER
KPI Weight Targets Actual
Identification & Type Score
Assessment Did it work?
โข Business case Agreement on
โข Informal review of Long Term
โข Anecdotal data
Benefits Sought
Evaluation Did it really work?
โขFocus on proving
โข Control groups
โข Longitudinal
โขCapture what did happen Cost and profit transparency
Outcomes How well is it working?
Measurement โข Focus on improving Risk/Reward Curves
โขTimely data analysis
โขActionable reports
Deliver impact โขCapture what is actually happening
24. โข Flexible Outcome Focused PM/
Acquisition Organisation
โข Holistic System of Systems Approach
โข Nuanced Benefits Driven Acquisition
Strategy
โข Effective Collaborations focused on
return of long term Benefits.
The majority of complex mega projects are given effect to through some form of collaboration which in turn is undertaken via specific legal arrangements. Further complex projects tend to involve their own procurement processes or be subject to institutionalised procurement process of the sponsoring organisation . In this light a significant theme of the Complex Project Management Report has been investigations around collaboration and competition and the role of contracting and procurement processes.