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Ensuring IT Project Success

Learn how to assess and ensure successful outcomes for IT projects amid increasing complexity and failure rates. Understand the critical steps of assessment and recommendations to improve project health.

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Ensuring IT Project Success

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  1. Assessing IT Projects to Ensure Successful Outcomes Kerry R. Wills Project Management Senior Director Cigna

  2. Context "Dead" Man: I'm not. Dead Collector: He isn't. Large Man: Well, he will be soon, he's very ill. "Dead" Man: I'm getting better. Large Man: No you're not, you'll be stone dead in a moment. Dead Collector: Well, I can't take him like that. "Dead" Man: I don't want to go on the cart. Large Man: Oh, don't be such a baby. Dead Collector: I can't take him. "Dead" Man: I feel fine. Dead Collector: Bring out yer dead! [A large man appears with a (seemingly) dead man over his shoulder] Large Man: Here's one. Dead Collector: Nine pence. "Dead" Man: I'm not dead. Dead Collector: What? Large Man: Nothing. "Dead" Man: I'm not dead! Dead Collector: 'Ere, he says he's not dead. Large Man: Yes he is. 2

  3. Context • Projects are failing all around • Some may choose to ignore that they are failing • You don’t want to wind up on the cart • You should assess your health 3

  4. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 4

  5. Context • Trends • Corporations are investing more in IT solutions and projects • Worldwide IT spending in 2013 topped two trillion dollars (Forrester) • We will spend more then $250B on IT development of over 175,000 projects (Standish) • Technology is becoming more complicated • Business is becoming more complicated (products, offerings, processes) • Larger and more holistic corporate strategies 5

  6. Context: Impact of Trends These trends have an impact on the makeup of projects today Trends Project Impacts Decreased Success Rates Bigger Projects and Programs Bigger Bets with Technology (more spend) • 31% projects get cancelled before done • 53% will cost double original estimates • 16% complete on time and budget • Projects deliver 42% of planned scope * Standish 2014 Increasing Technology Complexity Additional Technology Components and Integration Points Increasing Business Complexity More Stakeholders to Manage More Holistic IT Strategies Broader Focus for Projects 6

  7. Context: Need for Assessments • Project failures have many consequences • Delayed market offerings • Impact to customer-facing capabilities • Compliance risk and penalties • Corporate reputation • Stock prices • With corporations investing more money into projects and low success rates with severe implications, it is critical to ensure that projects meet commitments • Perform project assessments 7

  8. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 8

  9. Approach

  10. Approach: Types of Assessments 10

  11. Approach A four step process can be used for project assessments 1. Define Plan 3. Assess and Recommend 4. Package and Present 2. Collect Information • Conduct interviews • Review documents • Determine approach • Develop plan • Document inventories • Plan for assessment • Assess information • Identify gaps • Develop recommendations • Package report • Communication plan • Present report 11

  12. Approach: Considerations • Be practical with information gathered • Timing is important – e.g. gates, cost of defect • Promote safety • Be cognizant and efficient with time • Manage expectations of stakeholders (sponsor, team, PM) • Have credible assessors • Understand culture • Focus on facts • Look for themes • Trust but verify • Have consistent scoring • Be flexible with the plan 12

  13. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 13

  14. Define Plan

  15. Define Plan • Planning has many benefits • Clarity of objectives to level-set team • Begin with end in mind • Focus on high value information • Efficient with time and focus on the targeted information • Manage expectations on timing • Perception and credibility • Tracking and reporting on progress • Eating our own dog food 15

  16. Define Plan: Steps 16

  17. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 17

  18. Collect Information 18

  19. Collect Information: Approach • Approach • They key to a successful assessment is collecting relevant project information • Interview people • Review documents 19

  20. Collect Information: Structure • Description • How the project is structured and governed • Key Information • Considerations • Clarity and alignment of objectives • Business/IT alignment • Stakeholder engagement • Clarity of structure and roles 20

  21. Collect Information: Scope Management • Description • Management of project scope and controlling scope changes • Key Information • Considerations • Single sources of truth • Diligent maintenance • Ensure reviews and signoffs • Dependencies and implications 21

  22. Collect Information: Schedule Management • Description • Identification of the project body of work and management of progress • Key Information • Considerations • Look for structured breakdown • Understand tracking techniques • Maintenance of plans • Dependencies and a “left to right” plan • Involvement of teams 22

  23. Collect Information: Cost Management • Description • The estimation, management and reporting of project costs (resources, materials, operating costs) • Key Information • Considerations • Understand corporate standards • Single sources of truth • Check the math • Specifics and traceability • Alignment to change management 23

  24. Collect Information: Resource Management • Description • Planning and managing of resources required to complete the project • Key Information • Considerations • Clarity of roles • Having the right fit • Morale • Part time focus 24

  25. Collect Information: Communication Management • Description • How the project plans and manages communications with its stakeholders • Key Information • Considerations • Stakeholder awareness and understanding • Metric-based reports • Structure in communications 25

  26. Collect Information: RAID Management • Description • The management of risks, actions, issues and decisions which support commitments • Key Information • Considerations • Living documents • Use for management updates • Easily accessible • Method for following up • Implications 26

  27. Collect Information: Vendor Management • Description • How the project manages key vendors and partners • Key Information • Considerations • Cultural fit • Corporate strategies • Monitor performance • Leverage insight 27

  28. Collect Information: SDLC Management • Description • How the project manages the delivery and quality of IT capabilities • Key Information • Considerations • Reviews and signoffs • Scenarios and end-to-end flows • Look for handoffs • Delivery methodologies 28

  29. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 29

  30. Assess and Recommend 30

  31. Assess and Recommend: Assessment Framework 31

  32. Assess and Recommend: Scoring Frameworks Relative Scoring Numbering Scale Harvey Ball 32

  33. Assess and Recommend: What To Look For 33

  34. Assess and Recommend: Make Recommendations 34

  35. Assess and Recommend: Recommendations • Considerations • Prioritize the recommendations • Identify a sense of effort • Demonstrate and justify the value • Keep them practical • Determine how recommendations will be tracked 35

  36. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 36

  37. Package and Present 37

  38. Package and Present: Report 38

  39. Package and Present: Report Sections Based on the audience, the report can be packaged in several ways 39

  40. Package and Present: Summary of Findings Opportunities/Risks Adequate Needs Improvement 40

  41. Package and Present: Detailed Findings Score: Opportunities/Risks Category: Scope Management 41

  42. Package and Present: Detailed Recommendations Score: Opportunities/Risks Category: Scope Management 42

  43. Package and Present: Implementation Plan 43

  44. Package and Present: Presenting • Consider stakeholders and cadence of presentation • Determine approach (distribute in advance, roles, audience) • Be prepared • Identify clear next steps 44

  45. Key Themes • Tie back to objectives • Be prepared • Look for themes • Look for the “how” • Use facts and examples • Tailor the assessment • Packaging and presentation are important 45

  46. Evolution of the Consulting Model 1. CONSULTIVE SKILLS • Details out the changing landscape • Highlights skills and ways to obtain them • 26 Case Studies • 2. FOCUS ON DELIVERY • Case for consultative approach • Outlines the eight guiding principles • Aligns each principle to the key program functions and supplements with case studies demonstrating them • 20 templates of key deliverables • 3. ASSESS QUALITY • Case for assessments • Approach for assessment • Considerations for each step • Includes case studies and checklists for reference http://kerrywills.wordpress.com kerryrwills@gmail.com 46

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