Improving project management capacity Printworks Conference Centre, Dublin Castle 19 th December 2016
Item Time Speaker Opening Address 10.00 – 10.20 Mr Martin Fraser (Civil Service Reform Programme) Secretary General to the Government Introduction to the Project Managers’ 10.20 – 10.40 Aidan O’Driscoll Network Secretary General Department of Agriculture, Food and the Marine Project Management in the 10.40 – 11.15 Maurice Quinn; Secretary General Department of Defence Department of Defence Vice Admiral Mark Mellett; Defence Forces Chief of Staff Brigitta O’Doherty; White Paper Project Office, DOD Colonel Seán Clancy; Strategic Planning Branch, DFHQ Break 11.15 – 11.35 Launch of the Project Management 11.35 – 12.05 Derek Tierney Handbook for the Civil Service Department of Finance Training supports for Project 12.05 – 12.35 Eilish Keegan Managers Department of Public Expenditure and Reform Upcoming Events 12.35 – 12.45 John McKeon Department of Social Protection Buffet Lunch 12.45
The Defence White Paper Implementation Process: Use of Project Management - Governance and Reporting
S ECRETARY G ENERAL D EPARTMENT OF D EFENCE M R M AURICE Q UINN
T O PROVIDE FOR THE MILITARY DEFENCE OF THE S TATE , CONTRIBUTE TO NATIONAL AND INTERNATIONAL PEACE AND SECURITY AND FULFIL ALL OTHER ROLES ASSIGNED BY G OVERNMENT . Minister . Secretary Chief of General Staff MANAGEMENT GENERAL STAFF BOARD
W HITE P APER ON D EFENCE – E XTERNAL S TAKEHOLDERS
W HY P ROJECT M ANAGEMENT IS I MPORTANT TO THE D EFENCE O RGANISATION Effective and cost efficient delivery of Defence Outputs Drive innovation and excellence through Civil-Military synergy Effective governance
D EFENCE F ORCES C HIEF OF S TAFF V ICE -A DMIRAL M ARK M ELLETT DSM
CHANGING OPERATIONAL CONTEXT
Equality, Diversity, & Inclusion Reflective of Society
7,520 1,094 886 DEFENCE FORCES 2025 2 X Bde – All Arms Capable Min 8 Ship Flotilla Rotary & F/W Platforms DF Training Centre Multi-Role Maritime Patrol 2 x Coastal Patrol Vessel Armour Upgrade Programme 3 x ISTAR Platforms Armoured Logistics Fleet 1 x Multi-Role Vessel Armoured Utility Vehicles Counter-Mine / Counter-IED Examine Combat / Intercept LTAVs / Air Defence Radar Surveillance
7,520 1,094 886 DEFENCE FORCES 2025 2 X Bde – All Arms Capable Min 8 Ship Flotilla Rotary & F/W Platforms DF Training Centre Jointness C 2 & JFC Review Multi-Role Maritime Patrol 2 x Coastal Patrol Vessel Armour Upgrade Programme & C4ISR & Cyber 3 x ISTAR Platforms Armoured Logistics Fleet 1 x Multi-Role Vessel Capability Development Armoured Utility Vehicles SOF Counter-Mine / Counter-IED Examine Combat / Intercept LTAVs / Air Defence Radar Surveillance
Programme Management = White Paper Implementation 2013 2015 2025 Implementation Phases Strategy Green Paper White Paper Statement
W HITE P APER J OINT I MPLEMENTATION T EAM M S B RIGITTA O’D OHERTY C OL S EAN C LANCY
P ROGRAMME A SSURANCE Engagement by Sec Gen and COS Joint (Civ/Mil) White Paper Implementation Facilitation Team established responsible for strategic support/oversight for the programme Alignment with Strategic & Business Plans Program continuity – vital with 88* separate projects Reporting to Strategic Management Committee (SMC) and General Staff / Management Board via a Highlight Report
T HE J OINT W HITE P APER I MPLEMENTATION F ACILITATION T EAM Role of the Joint Team: To facilitate the implementation of the White Paper on Defence through the use of Project Management methodologies across all the identified WP Projects. Core Functions of the Joint Team: • Support – Project Teams; Management Board & General Staff (SMC), and Minister • Report - SMC and Minister
I MPLEMENTATION F RAMEWORK GENERAL MANAGEMEN SMC STAFF T BOARD Civilian-Military Higher Level Management JOINT WHITE PAPER IMPLEMENTATION FACILITATION TEAM Project Team – Project Team – Project Team – Lead Lead Lead Implementation Implementation Implementation Task (Project) Task (Project) Task (Project)
WP P ROJECTS O VERVIEW : B RANCH R ESPONSIBILITIES (C IVIL )
WP P ROJECTS O VERVIEW : B RANCH R ESPONSIBILITIES (M ILITARY )
R OLE OF THE IPA Informal partnership in the development and QA of Project Management framework Facilitation of Programme Training Support and advice to the Defence Organisation Support to the Strategic Management Committee
C RITICAL P ROJECT F ACTORS AND C ONSTRAINTS Cost (Resource) Quality Scope Time (Deliverable) (Schedule) (C) Institute of Public Administration 2014
W HERE WE ARE IN PM L IFE C YCLE
W HITE P APER J OINT I MPLEMENTATION T EAM M S B RIGITTA O’D OHERTY C OL S EAN C LANCY
W HY P ROJECT M ANAGEMENT IS I MPORTANT TO THE D EFENCE O RGANISATION Knowledge Transparency Continuity
T HE P ROJECT I NITIATION D OCUMENT /P ROJECT C HARTER The PID is a critical document because it: o Forces a period of reflection, ( we are NOT going to ‘jump in ’ ) o Is a form of contract between participants ( gets buy-in ) o Sets the project in an organisational strategic context o Assigns Relative Importance o Commits Resources o Sets boundaries on the project o ‘Authorises’ the project
P ROJECT P LANS Project Plans = Next Step • PIDs: Conceptual • Project Plans: Concrete – the how of the Project Project Teams with ‘live’/active projects must submit a Project Plan before their project commencement date
W ORK B REAKDOWN S TRUCTURE
R EPORTING Why? o To present progress for the consideration of the Minister o To situate the White Paper Implementation within delivery of overall Defence Outputs o To facilitate the Management Board and General Staff’s consideration of risks and issues facing projects o To support key decisions on White Paper Projects o To support resource prioritisation and workforce planning o To assist Project Managers with their workload
R EPORTING C YCLE Last Friday of the Month: H/L Reports due Fri: SMC packs Mon/Tues: circulated to Assignment Management of RAGs Board and meeting held General Staff Thurs: Wed: Project Dashboard Teams material informed of calibrated RAGs by and SMC phone and packs mail developed.
R EPORTING C YCLE Last Friday of the Month: H/L Reports due Fri: SMC packs Mon/Tues: circulated to Assignment Management of RAGs Board and meeting held General Staff Thurs: Wed: Project Dashboard Teams material informed of calibrated RAGs by and SMC phone and packs mail developed.
R EPORTING C YCLE Last Friday of the Month: H/L Reports due Fri: SMC packs Mon/Tues: circulated to Assignment Management of RAGs Board and meeting held General Staff Thurs: Wed: Project Dashboard Teams material informed of calibrated RAGs by and SMC phone and packs mail developed.
R EPORTING C YCLE Last Friday of the Month: H/L Reports due Fri: SMC packs Mon/Tues: circulated to Assignment Management of RAGs Board and meeting held General Staff Thurs: Wed: Project Dashboard Teams material informed of calibrated RAGs by and SMC phone and packs mail developed.
R EPORTING C YCLE Last Friday of the Month: H/L Reports due Fri: SMC packs Mon/Tues: circulated to Assignment Management of RAGs Board and meeting held General Staff Thurs: Wed: Project Dashboard Teams material informed of calibrated RAGs by and SMC phone and packs mail developed.
Lessons Learned • Role of the IPA • Support from other PMOs/Network • Changing environment - Being able to adapt. • Importance of communication and provision of training and support. • Version control of documents. • We (the Defence Org) have tailored specific PM methodology e.g. PRINCE II to suit our Project Management requirements. • Top down Sponsorship (SG and COS) - a critical success factor. • Resilience/Relentlessness of a dedicated resource
QUESTIONS
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