Execute project book of work

Execute: Project Book of Work
Author: PM Majik
Copyright 2016. All rights reserved. www.pmmajik.com

Contents
1.0 Purpose of this presentation
2.0 Where demand exceeds budget
3.0 Prepare business case
4.0 Resource plan
5.0 Summary
6.0 PMO resources and downloads
7.0 The PMO Manual

1.0 Purpose of this presentation
The purpose of this presentation is to provide details of the 3 steps that can be taken to
help the mobilisation and execution of a project book of work.
For an overview of a Project Book of Work and data points and how to capture the
projects, please see the following:
https://www.pmmajik.com/building-a-project-book-of-work/
https://www.pmmajik.com/capturing-projects-into-a-book-of-work/
At the end of the presentation you will find details of further resources including the free
guide, 7 steps to set-up a PMO and The PMO Manual, both resources created by
www.pmmajik.com.

2.0 Demand exceeds budget
• It is highly likely that the initial budget estimates for the book of work will exceed the
amount of available budget. This means that if the estimates remain the same, it will
not be possible to complete all of the projects in the list. There are a number of
options for trying to address this challenge:
1. Ask for additional budget to cover all of the demand. This is the best option.
However, in most cases the additional budget will not be granted.
2. Review the prioritised list and remove projects from the bottom of the list until
the budget demand of the list is equal or less than the available budget. The
removal of the projects must be agreed with all stakeholders.
3. Review the estimates and contingency in each of the projects to see if savings
can be made. A word of warning, most projects tend to take longer and cost
more than anticipated so this is a high risk strategy.
4. Review projects for opportunities to capitalise expenditure. While this may
provide some savings in current year, it only serves to store up expenses in
future years. You also have to be confident that the project will be delivered in
the time period to meet any rules your organisation may have on claiming
capitalisation

3.0 Prepare business case
In order for a project to be initiated, it is normal for an organisation to have a
formal method to approve a project and provide budget. So to minimise any
delays, make plans for the preparation of the required business cases. As part
of the planning and completion of the business cases, make sure that you:
1.Ensure you understand the process and have the correct templates. It is
typical for an organisation to change the process on an annual basis to learn
from previous budget cycles. Therefore, make sure you have the latest
template and not just use one from a previous year.
2.Make sure you understand what is the governance process for gaining
approval. If there are governance forums investigate when they are held,
when papers need to be submitted, what information is required, who will need
to present and how quickly approval will be provided.
3.It is critical that you take the time to ensure that the business case is robust
and presents a compelling investment case. Do not simply treat it as a form
filling exercise. You want to make the business case easy for people to say
“yes”.

4.0 Resource plan
• As soon as you receive approval for a business case, you should be ready
to mobilise. So many projects lose valuable time by taking time to
mobilise. Based on your prioritised list, make a plan of the resources you
will need as soon as a project is approved.
• This will typically not be the full set of resources, just those that will be
needed on day one to allow progress to start. If possible try to identify
potential candidates.
• Ideally these will be people who already work for the organisation.
However, this may not always be the case. Therefore, it is prudent to start
building a list of possible resources external to the organisation.
Below is additional resources on Resource Planning:
https://www.pmmajik.com/pmo-tools-resourcing/

5.0 Summary
3 steps to help mobilising and executing a Project Book of Work
•Resolve where demand exceeds available budget
•Prepare your business cases early
•Prepare your initial resource plan and identify potential candidates
These steps should help you to execute your project book of work.
View post:
•https://www.pmmajik.com/executing-a-project-book-of-work/

6.0 PMO resources
If you want more information, visit www.pmmajik.com where you will find lots of project
and PMO resources including the FREE guide, 7 Steps to Set-Up a PMO.
Visit http://www.pmmajik.com/set-pmo/
PM Majik Website
On the PM Majik website you will find over 150 articles that contain practical and
pragmatic tips and insights for designing, mobilising and managing a PMO. New
articles are added weekly. Topic requests are encouraged from the community.

7.0 The PMO Manual
The PMO Manual - a step by step guide for a practical PMO for the real world
https://www.pmmajik.com/pmo-manual/
The PMO Manual
Official resource created by www.pmmajik.com. Based on over 25 years experience
of defining and implementing global Project Management Offices.
• Step by step guide to setting up a PMO
• Easy to understand action lists
• Examples and checklists
• 220+ easy to follow pages
• Saves time – start implementing your PMO
today
• Saves money – no need to spend time or
employ expensive consultants to design a
PMO
• Quickly gain years of valuable knowledge

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