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Project Health Checks How to proactively mitigate the risk of project failure Torsten J. Koerting (Manager, Program Office...
Project Health Check Agenda <ul><li>Project Health Check as part of an effective Project Governance </li></ul><ul><li>Why ...
Effective Governance Structure   Ready for Project Delivery Ready for Project Planning Ready for Initiation Ready for Proj...
Why check on Project Health <ul><li>Comprehensive analysis of a project </li></ul><ul><li>Instant summary of the current s...
Project Health Check Benefits <ul><li>For the Project Manager </li></ul><ul><ul><li>The project manager receives immediate...
Different Methods and Tools to conduct a Project Health Check <ul><li>Quick Assessment (self conducted) </li></ul><ul><ul>...
Quick Assessment Overview <ul><li>14 Questions in different areas, examples: </li></ul><ul><ul><li>The Delivery Team outpu...
Project Health Check Elements <ul><li>Cover Page </li></ul><ul><ul><li>Name of Project, Key Figures and Description of pro...
Project Health Check Areas to be checked <ul><li>Initiation, Investment, Business Case </li></ul><ul><li>Project Hand Over...
Project Health Check Questionnaire and Assessment <ul><li>Questionnaire Identical questionnaire in all areas, adjusted to ...
Project Health Check  Questionnaire Input Mask
Project Health Check Moderation during the assessment <ul><li>A Project Management Expert as a neutral instance during the...
Project Health Check The Assessment Input <ul><li>Project Documents </li></ul><ul><li>Steering Group Presentations </li></...
Project Health Check Result View <ul><li>All relevant areas according to Project Method used within the specific Company a...
Project Health Check Comparison <ul><li>Comparison of a certain project to </li></ul><ul><ul><li>best practice </li></ul><...
Project Health Check  Practice Experience <ul><li>Means of transportation of project method throughout the organisation </...
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Project Health Checks

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The presentation describes approaches how to effectively check project health. Whether as an audit or as a proactive method to mitigate risk of project failure.

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Project Health Checks

  1. 1. Project Health Checks How to proactively mitigate the risk of project failure Torsten J. Koerting (Manager, Program Office, Virgin Blue Airlines) http://www.linkedin.com/in/torstenkoerting www.torstenkoerting.com Australia, August 2008
  2. 2. Project Health Check Agenda <ul><li>Project Health Check as part of an effective Project Governance </li></ul><ul><li>Why check Project Health and the Benefits </li></ul><ul><li>Different Methods of Project Health Checks </li></ul><ul><li>The Quick Assessment </li></ul><ul><ul><li>Overview </li></ul></ul><ul><li>The comprehensive Health Check </li></ul><ul><ul><li>Overview and Elements </li></ul></ul><ul><ul><li>The Questionnaire </li></ul></ul><ul><ul><li>The Assessment </li></ul></ul><ul><ul><li>The Results and the Comparison </li></ul></ul><ul><li>Practice Experience </li></ul>
  3. 3. Effective Governance Structure Ready for Project Delivery Ready for Project Planning Ready for Initiation Ready for Project Closure Project Closed Health Check & Post Imp Review Gate / Checklist Steering Group HC / mini HC 6 weeks after Planning Gate HC / mini HC called by exception Individual Cycle after Prio Gate, but not less then every 6 weeks Departmental Control Groups 2 to 4 week cycle / routine depending on category of project Starts with Planning and Ends with Project Final Delivery Quality Gates Milestone Gate 1 Ready for Pilot Ready for Production Post Imp Review Post Post Imp Review PLANNING INITIATION DELIVERY CLOSURE BENEFITS REALIZED DEMAND Status & General Reporting Portfolio Mgmt Project Management Special Functions Facilitator HC / mini HC called by exception
  4. 4. Why check on Project Health <ul><li>Comprehensive analysis of a project </li></ul><ul><li>Instant summary of the current situation </li></ul><ul><li>Identification of weaknesses and a generation of package of measures </li></ul><ul><li>Identification of Best Practices used </li></ul><ul><li>Equal comparison of projects </li></ul><ul><li>Project Manager Competence development based on several assessments </li></ul><ul><li>Management oversight project governance </li></ul>
  5. 5. Project Health Check Benefits <ul><li>For the Project Manager </li></ul><ul><ul><li>The project manager receives immediate findings about room for improvements in all the areas of his project and measure proposals to optimize the processes and project deliverables. </li></ul></ul><ul><ul><li>He identifies chances to arrange support activities with the stakeholders and project sponsors </li></ul></ul><ul><ul><li>Via the moderation he receives neutral feedback from experts in the areas of planning and delivery and receives exchange of expertise. </li></ul></ul><ul><li>For the Company, the Business, Stakeholders and Project Sponsors </li></ul><ul><ul><li>Immediate option to mitigate risk of project failure </li></ul></ul><ul><ul><li>Short term findings about the quality of the practised project management identify the need for action on project as well as organisational level </li></ul></ul><ul><ul><li>Planning and Forecast reliability are increased by optimizing the project management processes (e.g. Risk Management) </li></ul></ul><ul><ul><li>Measures and tasks could be immediately identified and executed to increase project management quality </li></ul></ul>
  6. 6. Different Methods and Tools to conduct a Project Health Check <ul><li>Quick Assessment (self conducted) </li></ul><ul><ul><li>Based on 15 key questions around risk, team, commercials, management and scope </li></ul></ul><ul><ul><li>Could be done in 10 to 15 minutes </li></ul></ul><ul><li>Mini Health Check based on Knowledge Areas or Stages </li></ul><ul><ul><li>For low risk profile and small projects </li></ul></ul><ul><ul><li>Approximately 40 questions </li></ul></ul><ul><ul><li>1 hour </li></ul></ul><ul><ul><li>Moderation is optional </li></ul></ul><ul><li>Full Health Check based on Knowledge Areas or Stages (moderated) </li></ul><ul><ul><li>For high risk profile and large projects </li></ul></ul><ul><ul><li>Approximately 150 questions </li></ul></ul><ul><ul><li>3 – 4 hours </li></ul></ul><ul><ul><li>Moderation is mandatory </li></ul></ul>
  7. 7. Quick Assessment Overview <ul><li>14 Questions in different areas, examples: </li></ul><ul><ul><li>The Delivery Team output will match the requirements </li></ul></ul><ul><ul><li>The Business Case is still valid and understood </li></ul></ul><ul><ul><li>The Delivery Team understand what needs to be delivered and when </li></ul></ul><ul><ul><li>Project progress is monitored </li></ul></ul><ul><ul><li>Project monitoring is accurate </li></ul></ul><ul><ul><li>… . </li></ul></ul><ul><ul><li>… . </li></ul></ul><ul><li>Answers between 0 and 10 </li></ul><ul><ul><li>0 – no confidence for that area </li></ul></ul><ul><ul><li>10 – maximum confidence for that area </li></ul></ul><ul><li>Benefit </li></ul><ul><ul><li>Simple to use </li></ul></ul><ul><ul><li>Quick overview of project </li></ul></ul><ul><ul><li>Below 70, immediate action </li></ul></ul><ul><li>Result View </li></ul>
  8. 8. Project Health Check Elements <ul><li>Cover Page </li></ul><ul><ul><li>Name of Project, Key Figures and Description of project and Health Check participants </li></ul></ul><ul><li>Result Page </li></ul><ul><ul><li>Overview on each area </li></ul></ul><ul><ul><li>Summary on areas of improvements and risks </li></ul></ul><ul><ul><li>Spider Diagram to compare to target results or another project or prior assessment or Department standard etc. </li></ul></ul><ul><li>Tabs for the specific areas </li></ul><ul><ul><li>Questions, Description of questions and areas for Tasks, measures and Notes </li></ul></ul><ul><li>Tab - Roles and Responsibilities </li></ul><ul><ul><li>Key roles required for any project in the company / department </li></ul></ul><ul><li>Tab - Required Documents </li></ul><ul><ul><li>Key documents required for any project based on Project Method used </li></ul></ul>
  9. 9. Project Health Check Areas to be checked <ul><li>Initiation, Investment, Business Case </li></ul><ul><li>Project Hand Over </li></ul><ul><li>Project Planning </li></ul><ul><li>Project Organisation </li></ul><ul><li>Work Packages </li></ul><ul><li>Staff Management </li></ul><ul><li>Communication Management </li></ul><ul><li>Project Start </li></ul><ul><li>Change Management </li></ul><ul><li>Quality Management </li></ul><ul><li>Project Management </li></ul><ul><li>Project Controlling </li></ul><ul><li>Project Closure </li></ul><ul><li>Business Satisfaction </li></ul><ul><li>Documents </li></ul><ul><li>Roles </li></ul>Initiation Planning Delivery Closure General
  10. 10. Project Health Check Questionnaire and Assessment <ul><li>Questionnaire Identical questionnaire in all areas, adjusted to the relevant knowledge area and project management method used and the assessed stage (Invest, Initiation, Planning, Delivery, Closure) </li></ul><ul><li>Assessment 5 step rating : </li></ul><ul><ul><li>0 to 4 or “not relevant” </li></ul></ul><ul><ul><li>0 if not available or not accomplished / implemented </li></ul></ul><ul><ul><li>4 only if relevant result and deliverable is complete </li></ul></ul><ul><ul><li>traceable documented according to the requirements </li></ul></ul><ul><li>Maximum can be reached </li></ul><ul><ul><li>rated 4 in all areas would be a best practice </li></ul></ul><ul><ul><li>project with adoptable best practice approaches </li></ul></ul><ul><ul><li>that contribute to the Project Method and can be reused in other projects </li></ul></ul>
  11. 11. Project Health Check Questionnaire Input Mask
  12. 12. Project Health Check Moderation during the assessment <ul><li>A Project Management Expert as a neutral instance during the interview provides the objective assessment as well as practical measures and tasks </li></ul><ul><ul><li>A lot of questions leave room for interpretation </li></ul></ul><ul><ul><li>A self assessment require a precise knowledge of the project method used in the Company </li></ul></ul><ul><ul><li>A moderation ensure a common interpretation of the requirements of the project method </li></ul></ul><ul><ul><li>The terminology is as neutral as possible; it need to be adapted adhoc to certain projects and situations </li></ul></ul><ul><ul><li>Only with a comparable understanding of a substance of a question has been generated and is used, the project team is capable to compare and assess it self. </li></ul></ul><ul><ul><li>Moderation assist the clarification as well as the decision process </li></ul></ul><ul><li>For a High Profile and Categorized Project a member of the Risk and / or Audit Department might attend if available and if appropriate </li></ul>
  13. 13. Project Health Check The Assessment Input <ul><li>Project Documents </li></ul><ul><li>Steering Group Presentations </li></ul><ul><li>Former Health Check Assessments and results </li></ul><ul><li>Former Action Logs, Tasks and Measures </li></ul>Agenda <ul><li>Action Log from last Assessment </li></ul><ul><li>Assessment </li></ul><ul><li>Result Sign Off </li></ul>Attendees <ul><li>Risk / Audit (lead / moderation) </li></ul><ul><li>Project Manager </li></ul><ul><li>Portfolio Manager of the relevant arm </li></ul>Output <ul><li>Assessment Result </li></ul><ul><li>Action Log </li></ul><ul><li>Status Report to Stake Holders </li></ul>Supportive Docs Cycle, Time, Duration, Location <ul><li>Recurrence – AdHoc / Exception / Check Points </li></ul><ul><li>Time – to be defined </li></ul><ul><li>Duration – 4 hours </li></ul><ul><li>Location – to be defined </li></ul><ul><li>Action Log </li></ul><ul><li>Health Check Tool </li></ul><ul><li>Result PDF </li></ul>
  14. 14. Project Health Check Result View <ul><li>All relevant areas according to Project Method used within the specific Company are covered and assessed </li></ul>Benchmark Result
  15. 15. Project Health Check Comparison <ul><li>Comparison of a certain project to </li></ul><ul><ul><li>best practice </li></ul></ul><ul><ul><li>To other projects </li></ul></ul><ul><ul><li>To a former assessment of the same project </li></ul></ul>Result
  16. 16. Project Health Check Practice Experience <ul><li>Means of transportation of project method throughout the organisation </li></ul><ul><li>Structured view on project situation in sense of processes and methodologies used as well as roles and documents facilitated </li></ul><ul><li>Catalyser to facilitate communication and clarification of open points within the project management team </li></ul><ul><li>Fixation of measures and tasks that implicit have been scheduled but got never executed because of the daily business </li></ul><ul><li>Might cause some awkward but important strategic measures (e.g.: involvement of top management) </li></ul><ul><li>Biggest advantage achieved by repeating assessments (first assessment after signing the Project Request) </li></ul>
  17. 17. Thank you for your attention. Any questions?

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