Friday, February 28, 2014

PMO Creation - Week 2

The creation of the PMO is not my full-time job. I am still working on projects, making sales calls and staying on top of our operations. But I did accomplish a few things this week. I met with the two IT Project Managers who now report to me and are part of this organization. They are two very enthusiastic young PMs who are excited to be granted the structure of a PMO and the ability to assist in the building.

The first thing we did was decide on the mission of this PMO. Only one of my team was with me but we ran the result by the other and made some adjustments to come up with this:

The QPharma PMO will improve Project Management by:
  1. Prioritizing internal projects
  2. Authorizing baselines
  3. Communicating progress
  4. Managing change control
  5. Managing interdependencies
  6. Distributing templates
  7. Training Senior Staff, Project Managers and Team Members
  8. Facilitating monthly steering committee meetings
  9. Managing RAID (Risks, Assumptions, Issues, Dependencies)
  10. Tracking financials
  11. Assessing completed deliverables
  12. Storing documents and lessons learned
I typed this up and distributed it to my team and the company owner. No complaints so far!

Monday, February 24, 2014

Dear PM Advisor. Feb 24, 2014

Dear PM Advisor,

I'm having a real problem getting the documents we produce on our project approved. More people want to review the documents in the second round than who reviewed it in the first round. Any suggestions?

Runaround Sue in Cambridge, MA

Dear Runaround Sue,

A great tool for this is the Responsibility Matrix. The Cadence version takes teh activities shown on the Work Breakdown Structure and determines who will provide active contribution to the completion of each task. This visual tool can help you explain your problem to the management who can do something about this.


When they see, graphically, that rather than funneling down the review from a large number to a subset to one or two who approve the document, a broadening of reviews, they should understand your concern. If not, ask them the question: "Won't I be wasting time on the first set of edits if the whole set of reviewers doesn't look at it the first time?"

Good luck,

PM Advisor

Send your questions to Bruce@RoundTablePM.com

Sunday, February 23, 2014

Eightieth excerpt from 'Twelve Towers'

          When the sun’s early rays woke him and he flexed his sore back from lying on the rune all night, he was happy to find that Grainne’s face was still snuggled in the crook of his arm. His heart swelled with love at finding this woman still with him. Did this signal a change in our relationship?
         They made love again, long and languorous, and Gwilym noticed that for the first time, Grainne let herself go. This time was wonderful because it felt like there was real love being expressed on both sides for the first time. It reminded him of more the comfort he had found in Kaitlyn’s body than the excitement he had found in Fatima’s.
         They lay together, kissing, not speaking, caressing, stroking until they heard someone walking up the stairs of the tower. They rose and dressed. They heard Jac’s voice below them. “Da, will you come to break fast with us?”
         Gwilym looked at Grainne with a question. She nodded and they both went down and walked together toward the tavern. He greeted his Dad with the usual morning kiss and hug, and then held out his hand to Grainne. “Good morning Miss Grainne. Did you sleep well?”
         “No I did not, Jac.” He looked shocked. “Your father and I have been up talking most of the night, and I have decided to join you boys on your travels to the next tower. It is near my home so I’ll let you escort me there. Then, while your Da is building the next tower, you can play with Madoc and Brice. Will that be fun?”
         Jac’s eyes widened at this and he looked at his father. Gwilym was staring in disbelief at Grainne who looked with a placid expression at Jac. Gwilym was first to break the silence. “That’s wonderful, Grainne. I’m looking forward to the travels. And where is this next tower?”
         “I should let Sir Kay tell you. He will arrive by dinner. Now, I’m famished, Jac. What will they serve us in the tavern?”
         “Eggs and turnip mash. But you can sometimes ask the man to cook eggs the way you like it.”
         “And what is your favorite way?” she asked.
         “I like it fried soft so I can mix it with my turnips. I don’t like the taste of turnips. Llawen likes his boiled hard. Bleddyn likes to scramble his when he fries it.”
         “What does your father like?”
         “Oh, he’s nice. He will take it any way we like it so that we get turns getting it made our way. But he puts hot spices on his eggs, not salt.”
         “Is that so?” she asked, looking at Gwilym with new eyes. “And does he spice a lot of food?”
         “Aye. Sometimes too much for me but other people like it. Father Drew liked it a lot. Are you going to marry my Da?” He stopped and looked stricken at his father.
         Grainne reached out and held Gwilym’s hand with one of hers and patted Jac on the head with the other. “Perhaps so. But he hasn’t asked me yet so I’ll wait until then.”
         “Sorry, Da,” whispered Jac to his father as they entered the tavern.

         After Sir Kay and his three men had inspected the tower and were satisfied, he told Gwilym of his new assignment while handing him the new charter. “The steeple of the Abbey of Glastonbury has become damaged and must be rebuilt. We also would like to make it taller and add a capstone to the top. Go there now. We are finishing the King’s new castle nearby in Camelot. You can come to us for regular reports and get a monthly budget allowance. We cannot give you all the gold up front since we are preparing for a major war with the Saxons this year or next.”
         The next morning, both families packed up. Grainne drove Gwilym in the first cart. Bleddyn drove the second cart with his four brothers inside.
         None of them were prepared for the ordeal that faced them in their travels to Glastonbury.


         “That was better; it looks like the threat worked.”
         “Was that the threat or was it genuine? And is she breeding again?” asked Merlin.
         “Yes, the man is potent and her timing is perfect. All those lovers she’s had, yet only Gwilym can quicken her with children.”
         “What will you do with her oldest? He is too old for Avalon.”
         “Foster him out,” replied Viviane
         “She’ll refuse.”
         “What about letting her leave? She seems to like this Gwilym.”
         “That will never work, there are too many differences.”
         “Either way, the boy cannot return to live in Avalon.”
         “Have you given up on her, Viviane? Who will follow you?”

         “Someone loyal.”
  
To read the entire first draft in one shot, click here:

Friday, February 21, 2014

PMO Creation - Week 1

While I've been the head of Project Management at my company for the last 13 years, the owner has not wanted the 'bureaucracy' of a Project Management Office. I've busied myself with many other tasks in the meantime: Training our PMs, running projects and programs, planning customer projects etc.

But last week the owner asked me to set up a PMO for the commercial operations portion of the business. He has a lot of IT projects that are either for internal purposes or for sale to our customers and he has recognized that the lack of discipline here is delaying these projects. He gave me almost carte blanche to set it up in the way I thought best. He told me I could be dictatorial in handing down rules in which we should operate.

The downside is that the owner is very entrepreneurial and may chafe under these new rules so I expect a few fights in the future. Nonetheless, I am stepping forward to create this PMO from scratch.

Seems like a perfect source for some interesting posts on how this works versus the plan. So here goes. Check in as I post on a weekly basis showing my strategies, tactics, successes and disappointments, challenges and triumphs.

The first challenge will be getting these IT projects prioritized, fully resourced and completed on schedule. Wish me luck!

Wednesday, February 19, 2014

Pope shows how to lead with humility


Pope Francis has been exciting Catholics and non-Catholics worldwide through his humble dealings with the laity and his tough dealings with the Vatican bureaucracy. Yet this humble man is concerned with the rock-star following he is receiving due mainly to his humble approach to the public. He now has a celebrity magazine bearing a centerfold in each issue. 

Still, he relishes his ability to reach the public, even reaching out to atheists recently. He uses his popularity to good effect, and is making important changes for the better in the church and the world at large. Three cheers for a wonderful example of servant leadership. 

Monday, February 17, 2014

Dear PM Advisor, Feb 17, 2014

Dear PM Advisor,

I’ve been taking practice PMP tests and struggle with ones where they ask me something is a tool or technique in one of the processes. Other than memorizing every single tool, technique, input and output in every process, how am I supposed to know these?

Feeling like a tool in San Diego.

Dear Tool,

And I mean that in the nicest sense of the word. There are a few tricks I’ve discovered to help you with this problem. The first one is, as you’ve suggested, memorizing every input, tool, technique and output in every process. I have a cheat sheet that you can memorize linked here
It will take a normal person about five hours to do so. If you are willing to spend the time on this, bring it with you in your mind and spend the first 10 minutes of your four hours taking the test transcribing this on the pieces of paper they give you. Then, when you are faced with these questions, look them up and you know you got another question right.

For those who’d rather spend their time doing other things, here are some hints:
Quite often, the test will ask you which of the following is not a tool or technique in a particular process. The first thing you need to do is decide if one of the answers is not even a tool or technique. You can determine that by looking at these two rules:
  • Tools or Techniques = doing something
  • Inputs or outputs = something you can hold

So if you look at an option, picture it in your mind. Is it something you do or something you can hold after someone has done something? If it is the former, it's a tool or technique. If the latter, its either an input or an output. 

Let's look at an example randomly flipped to in the PMBOK. Here is the Perform Qualitative Risk Analysis Process.
Inputs 
  • Risk Management Plan
  • Scope Baseline
  • Risk Register
  • Environmental Enterprise Factors 
  • Organizational Process Assets

Tools & Techniques
  • Risk Probability and Impact Assessment
  • Probability & Impact Matrix
  • Risk Data Qualification Assessment
  • Risk Categorization
  • Risk Urgency Assessment
  • Expert Judgment

Outputs 
  • Project Document Updates

Do you see how the Tools and Techniques groups are things you do? Assessments, Filling out a Matrix, using Expert Judgment, Categorizations. 

This trick won't help in all cases but it should narrow your choices to one in half of those types of questions. 

Good luck,

PM Advisor

Send your questions to Bruce@RoundTablePM.com

Wednesday, February 12, 2014

India's efficient space program

India has a space program with project budgets less than the movie 'Gravity.' They have successfully launched a spaceship that arrives in Mars orbit this September. Cost? $75 Million! Wow!
mars
How do they keep costs down? 
Although costs for engineers are $1000 a month, that alone cannot reduce the costs to the level they need. So they use a lot of typical Indian cost savings:
  • Repurposing old technology into new. Rather than starting from scratch, they refine 1970's propellant technology to work today. 
  • Modularity. Everything fits together like lego blocks across all their projects.
  • Less testing. (Yikes!)
  • Younger engineers
  • Unpaid overtime due to a motivated workforce
The projects seem to be working and I believe there is a lot we can learn from this program.