Lecture Outline • Project Management Framework (PMF) and its applications • Existing project and portfolio management tools • Project Management Framework Automation: How to? • The benefits and the challenges of PMF process automation Lecture Objectives To introduce the challenges of applying project management standards without any automation tool that can help facilitate the whole process. Applying Project Management standards along with using the right project management tools and Process Automation is key to success in the project management world. Without combining both, PM standards knowledge and Framework automation, applying project management processes by project and portfolio managers in any organization will be a big challenge. Lecturer’s Biography Dr. Mona ZOUGHAIB is the VP/Marketing Director of PMI Lebanon Chapter. Mona is currently the head of project management office and the advisor to the CIO at Middle East Airlines since more than two years. Before joining the aviation industry, Mona was a banker for more than 18 years from Arab Bank as section head / IT development unit to Fransabank as head of IT project management and later joined Byblos Bank as senior program manager. Dr. Zoughaib has a Computer Science degree from LAU (1993), MBA from LAU (2005) and PhD in MIS from Paris Descartes – Paris V (2009), and she is PMP certified. In addition to her long years of professional experience, Mona is a senior lecturer at AUB and an Associate Professor at the Lebanese university, HAIGAZIAN University and Rafic Hariri University

1. Project Management Framework (PMF)
automation for Project and Portfolio
Management – Benefits and Challenges
Dr. Mona ZOUGHAIB, 15.12.2016
Head of PMO – MEA
VP Marketing Director – PMI LC

2. Session Outline
• Framework vs. Methodology?
• Project Management Framework (PMF)
 Why adopting a defined PMF ?
 Why the automation of PMF?
• Project Management Information systems (PMIS)?
____________________________________________________
• The benefits & challenges of an automated PMF using IS/PMIS
• Case of Middle East Airlines – OXYGEN Framework
• Sharing Lessons Learned
• Q&A
• Fill Questionnaire
• TOMBOLA

3. What is the difference between a
Framework and a Methodology?

4. What is a Framework?
“A framework is a loose but
incomplete structure which leaves
room for other practices and tools
to be included but provides much
of the process required”.“
“A framework creates a structure
of what to do but rely on the doer
to determine the best way to get
the “what” done”.
“Frameworks exist to provide
structure and direction on a
preferred way to do something
without being too detailed or
rigid”.
They are powerful because they
provide guidance while being
flexible enough to adapt to
changing conditions or to be
customized for your company
Framework

5. Examples of Framework?
Framework
Initiation, Planning,
Execution, Monitoring and
Controlling, Closing
'IT Service Lifecycle.'
“Project Lifecycle”
Service Strategy, Service
Design, Service Transition,
Service Operation, Continuous
Service Improvement
“Entire IT Lifecycle”
“IT Governance Lifecycle”
Strategic Alignment, Value
Delivery, Resource Management,
Risk Management, Performance
Measurement
Plan Phase, Deliver Phase,
Operate Phase, Manage Layer

6. What is a Methodology?
“A methodology is set of
principles, tools and practices
which can be used to guide
processes to achieve a particular
goal”.
“A methodology is an approach to
‘doing something’ with a defined
set of rules, methods, test
activities, deliverables, and
processes which typically serves to
solve a specific problem”.
“Methodologies demonstrate a well
thought out, defined, repeatable
approach”.
“A methodology spells it all out in
finite detail: what to do, when to
do, how to do it and why”.
Methodology

7. Examples of PM Methodologies
Methodology
Process-based method for
effective project management
A disciplined, data-driven
approach and methodology for
eliminating defects in any
process
Scrum is an agile methodology
for project management
lean project management is
delivering more value with less
waste in a project context

8. Framework vs. Methodology
Attribute Framework Methodology
Structure
Flexible Prescriptive
(allows for creative
adaptation)
(phases, tasks, methods,
techniques and tools)
Standards What, “When” to do What, When & How to do
Provides Phases and Steps Yes Yes
Consistent Outcome Predictability Low High
Can be Tailored to Environment &
Culture
Yes Somewhat
Level of Expertise Needed to
Effectively Use
High Medium
Effort Level to Implement Medium High
Ease of Governance and Compliance High Low
Provides Metrics for Estimation Yes Yes
Provides Underlying Principles Yes Yes

9. Framework vs. Methodology
 Frameworks seem to be more popular than methodologies
because they allow people to take a great control over how the
components of the framework are applied.
Issues and risks: inconsistent outcomes, performance and
compliance metrics are difficult to develop and enforce.
However, in the hands of seasoned experts, they
provide the guidance needed to achieve outstanding results.

10. Framework vs. Methodology
 Methodologies, on the other, hand resolve many of the issues
and risks inherent in frameworks but are often more difficult to
implement because they leave little to the imagination.
 People with low experience tend to adapt to methodologies
better than experts in a field, who tend to believe their ways are
best.

11. Just tell them the outcome
desired, provide them with
a well-equipped kitchen and
properly stocked pantry
and let them run
Requiring to create
predictable meals, chef
tends to favor a formal
methodological approach;
ones that staff can follow
without ever wondering
“what to do” or “how to do
it”.
Think about it THIS WAY!

12. Which one to choose ?
Which is more attractive and appropriate for any given
organization, is outside the scope of this session, but there exist
factors like:
• The culture
• Maturity level
• Resident expertise
• Tacit and explicit Knowledge level
• Strategic Objectives
• Among other factors….

13. What is Project Management
Framework (PMF)?

14. WHAT IS PMF?
 A Project Management Framework (PMF) is a
combination of processes, tasks, and tools used
to transition a project from start to finish.
 PMF is a general term to explain what key
components are included in managing and
governing a project.
 PMF is used by the management team to get
insight into the major structural elements of the
project in order to initiate, plan, execute, control,
monitor, and terminate the project activities
throughout the management life-cycle.

15. PMF components
Regardless of the type, size and nature of projects, a typical
PM framework includes:
 Project phases and stages
 Templates
 Checklists
 Processes
 Activities
 training material
 work guidelines
All this information is organized into a structure allowing managers
and planners to control progress of their projects throughout the PLC.

16. Now let's dive deeper into the three
parts of a project management
framework: lifecycle, control cycle,
and tools and templates.

17. Parts of a Project Management Framework
Lifecycle: Provides guidance on the common stages and
steps and stages involved in the project and what needs to be
done at each stage.
The aim is to establish a common framework for the
management of projects.
It allows the management team to make adjustments and
customize the stages based on the size and scope of the
project.
Key Success: Variety and Freedom to customize

18. Parts of a Project Management Framework
Control Cycle: The project control cycle describes how each
stage in planned and managed. Bases on a simple plan, do,
check act process the control cycle ensures that each stage has
the appropriate plan, controls and corrective actions in place.
 The aim: The project control cycle acts as a navigation system
for the project through
the roadmap defined by the lifecycle.

19. Parts of a Project Management Framework
Tools and Templates: Simple tools and templates support
the implementation of project management within an
organization. Making these relevant to the size, risk and scope
of the project is essential to ensure they are effective in
supporting the project managers.
The Aim: Using standardized templates can support a
common language and processes.

20. Why adopt PMF?
40 Years of Great Projects!
https://www.youtube.com/watch?v=lNqDHjuIcnA

21. Why adopting a defined PMF ?
GENERIC
FRAMEWORK
Initiation:
when the
project starts
Planning:
when all of the
key decisions
are made
Execution:
when project
work actually
takes place
Control: when
adjustments
are made to
the plan
Monitoring:
when project
progress is
checked
Termination:
when the
project comes
to an end
Each stage of this process
involves the completion of many
tasks by project team members
using various tools.
This generic process is a
project's lifecycle from initiation
to termination, which is one
part of the framework.

22. Why adopting a PMF ?
“Have you ever worked on a project
that was completed smoothly, on
time with great results?
Then you probably had a good project
manager who used a project
management framework to
assuresuccess.”
Brianna Whiting .

23. Why adopting a PMF ?
Often people are familiar with project management – they've done
the training and got the certificate
BUTsometimes project managers drift back into bad
habits.

24. What many organizations do?
As per the Association of Project Management: If you aren't
following a project management method:
The different roles in the project are not clearly defined
Different teams manage projects in their own way, with little
sharing of lessons learned or consistency of approach.
Project teams re-invent the wheel every time, using different
tools, templates and processes.
Some projects are heroically successful, due to the skills,
competence and determination of some project teams, but this
performance is not common for all projects.

25. Benefits of PMF
Following a project management method can help you avoid
these and other common situations that arise from failing to
manage projects properly.
The idea behind the project framework is to:
 Create and share a clear understanding of the basis of a project
(Phases and stages in project lifecycle)
 Avoid nasty surprises
 Structured approach to project delivery (clearly defined roles, a
structured lifecycle and supporting processes).

26. Benefits of PMF
•Project scope is controlled: An effective method will help
manage scope, which is a common cause of cost and time
over-runs.
•The project owner knows what to expect: A project
management method helps ensure that the owner and project
team are in agreement on what will be delivered.
•Better problem resolution: the risk management processes of
a project management method will ensure many risks can be
anticipated and prepared for. The communication processes
also means no one is surprised if a risk does occur.

27. Benefits of PMF
Problem free? No, butit will minimize the
problems and make you better prepared to deal with them.

28. Why the automation of PMF?

29. Why the automation of PMF?
PMF Automation is part of Business Process automation
It is simply a defined way to:
Eliminate manual tasks
Eliminate Time-consuming and costly tasks
Replace tasks with automated processes that work faster
Reducing redundancy in tasks

30. Benefits of PMF
Since projects rely on people, there will always be a level of
uncertainty but being clear about the roles and responsibilities,
behaviors, competencies, processes and templates can ensure:
 Schedule is accurate
 Adequate resources are available
 Everyone understands what is expected of them
 Everyone knows what will be delivered
 Everyone knows how much it will cost

31. Benefits of PMF
Time and information are amongst the most valuable assets for
the success of a project*.
It has become essential for every business to invest its time and
resources in well automated Project Management Tools to
improve the overall performance of the business.
*In a recent survey, the Project Management Institute has found that efficient project
management can deliver higher ROI and increased efficiency for crucial business projects.

32. Benefits of PMF
•Effective decision taking: Clarity on the roles and different
players  enables effective decision taking. Confusion over
who is accountable for what decisions is one of the main causes
of delay in projects.
•Re-use saves money and time: Having a clear road map for a
project supported by a common set of processes that are used
over and over again for all projects speeds up the project
initiation phase and ensures teams and stakeholders know what
is expected of them so projects can be delivered more quickly
and so save money.

33. Benefits of PMF
•It supports the development and replication of accepted
practice.
•Helps communication within the team because of a common
language.
•Streamlines the use of tools and techniques for key project
management processes.
•Establishes a consistent approach which aid to understand the
project management processes.
•Ensure that focus is maintained from the early stage of the
project lifecycle.

34. Benefits of PMF
•Costs are controlled: Clearly defined project with good time
and cost estimates and tracking of actual costs all help to keep
costs under control.
•Struggling projects are more quickly identified: project
management methods reveal those projects that have over-run
on time or budget, or those that are no longer on track to deliver
the expected benefits, so that they can be dealt with early on.
•A happier, more motivated team: projects that are better
controlled with fewer unexpected surprises are more enjoyable
to work on. And a happier team will be better motivated and so
work more effectively, saving (you guessed it) time and money.

35. What’s NEXT? PMIS
•Microsoft SharePoint
•Microsoft Project Server
•Microsoft Project
Professional

36. Case of Middle East Airlines –
OXYGEN Framework

37. MEA Oxygen Framework
This has been resized for confidentiality purposes

38. This has been resized for confidentiality purposes

39. 39
Linking all Projects to project server with different views and
Grouping

40. 40
Stages of project phases

41. 41
Configuring Project Sites for all Projects

42. 42
Configuring Project Sites for all Projects

43. 43
View Requirements

44. 44
View Risks

45. 45
View Issues

46. 46
View Issues

47. 47
Sharing Blogs, Events, Ideas, Opinions. Follow Other Sites

48. MS Project Professional

49. Benefits - ENHANCEMENTS
•Visibility
-Phases / Stages
-Issues
-Risks
-Requirements
•Efficiency
-Fast Automated Approval
Process
•Reporting
-Control reports
-Performance reports
•Monitor Performance
- Project Health
•Collaboration
-Sharing Blogs
-Sharing Documents
-Sharing Schedule
-Requirements
-Blogs
-Chat (Skype for Business)
•Communication (PM, Team,
Top Mgmt)
•Dashboards
-Project
-Programme
-Portfolio

50. 50
Phase I
Some of Phase I Results
Creation of Dashboards - Portfolio

51. Sharing Lessons Learned

52. Lessons Learned
•Get TOP MANAGEMENT Support
•Create a controlling PMO
•Assess the readiness of the organization before
implementation
•Involve Stakeholders (each and every PM)
•Create a Workforce Team to drive change management
•Perform continuous training
•Create a quality control committee for follow up
•Perform continuous Project Performance reviews
•Do not accept non-system generated Progress Report
•BE PATIENT

53. Thank
You!

54. Questions ?

55. Christmas Greetings from PMI
‣ https://www.youtube.com/watch?v=DY1-0sqJE3g

56. www.lasirene.com.lb/www.newhorizons.com.lbwww.mea.com.lb