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Processes and Procedures

Processes and Procedures. Jan. 7, 2014. PMIP PROJECT SPONSOR Eric Palm. PMIP MANAGEMENT TEAM & W.P. DELIVERABLES. PMIP communication plan in place PM communication guidelines agreed and published. PM competencies framework agreed and published

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Processes and Procedures

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  1. Processes and Procedures Jan. 7, 2014

  2. PMIP PROJECT SPONSOR Eric Palm PMIP MANAGEMENT TEAM & W.P. DELIVERABLES • PMIP communication plan in place • PM communication guidelines agreed and published • PM competencies framework agreed and published • PM skills assessment and development plan in place • PM training programmes developed and available • intranet PM process and tools operational • PM MIS reporting application operational • PM software tools (e.g. planning) operational • roadmap (inc procedures & agreed and published • roles &responsibilities agreed and published • NHMFL project governance framework agreed and published • PM reporting templates defined and published PMIP PROJECT MANAGER Tom Cordi PM REPORTING & COMMUNICATION Kristin Roberts PROCESSES & PROCEDURES Sheryl Zavion P.M. SKILLS & COMPETENCIES Tom Cordi IT SYSTEMS & TOOLKIT Scott Hannahs

  3. Roadmap and proceduresagreed and published • Goal Is: • define the PMIP STAR roadmap and procedures to be followed for each type of project. • (Type I, II, III, and IV) is definition will be based on the size, importance, impact and lab wide priority. • Scope: With focus on Type I projects and in conjunction with the PMIP governance framework, seek consensus from departments and senior management of the desired and functional content. Compile/write/create it, publish it to stake holders and seek approval. - Lower level projects will require a subset of information. • Completion criteria: PMIP procedures are agreed upon, required population are trained, and are being followed successfully.

  4. Sept. 2014 Status:roadmap procedures agreed and published • Goal Is: • define the PMIP STAR roadmap Done • and procedures to be followed for each type of project. (Type I, II, III, and IV) is definition will be based on the size, importance, impact and lab wide priority. Needs work • Scope: With focus on Type I projects and in conjunction with the PMIP governance framework, seek consensus from departments and senior management of the desired and functional content. Compile/write/create it, publish it to stake holders and seek approval. - Lower level projects will require a subset of information. • Completion criteria: PMIP procedures are agreed upon, required population are trained, and are being followed successfully. • Comments: Procedures appropriate for NHMFL are not defined. How strict should they be? What are the consequences if not followed? How detailed should they be? Will exceptions be made and if so, should this be documented in the procedures? What rewards should be called out in the procedures? Should the ‘action phase’ be better defined into sections appropriate for NHMFL with milestone gates expected?

  5. roles &responsibilities agreed and published • Goal Is: • define the duties of each type of project member(s) and what they will be held accountable for at the project level. • Scope: Compile the already discussed roles and responsibilities from past PMIP training workshops and if necessary, seek counsel from the PMIP steering committed and other key members to ensure consensus. Write and publish it to stake holders and seek approval. • Completion criteria: definitions are approved and members are trained on their accountable duties. • Criteria is not: all members are performing to their expectations.

  6. PMIP Dashboard Provides quick communication of project progress in minimum time. Should address Quality or Technology, Cost, and Schedule for each work package and overall project. Frequency to update the Dashboards needs to be defined for Type I, II, II, and IV projects. Minimum at each milestone completion during the ‘Action Phase’. Monthly, quarterly?????? Green – Good Shape Yellow – Requires attention Red – Critical Condition

  7. Dashboard Template Example Project: ___________________ Date: _____________________ PM: ______________________ Highlights: _______________________________________________________ Disappointments: _________________________________________________

  8. PROCESSES & PROCEDURESDeliverables • roadmap (inc procedures & IPR) agreed and published • roles &responsibilities agreed and published • NHMFL project governance framework agreed and published • PM reporting templates defined and published

  9. Sept. 2014 Status:roles & responsibilities agreed and published • Goal Is: • define the duties of each type of project member(s) and what they will be held accountable for at the project level. • Scope: Compile the already discussed roles and responsibilities from past PMIP training workshops and if necessary, seek counsel from the PMIP steering committed and other key members to ensure consensus. Write and publish it to stake holders and seek approval. • Completion criteria: definitions are approved and members are trained on their accountable duties. • Criteria is not: all members are performing to their expectations.

  10. Project Teams: Plus: Stake holders, PMIP Approval Board (ALDs), Steering committee (executive Committee, and lab support departments.

  11. NHMFL project governance framework agreed and published • Goal: • Is: Define the NHMFL PMIP rules and guidelines to be followed for the STAR stage gate process with consideration of what Type of project it is. • Define what information will be shared at what level and timeframe. • Define the decision level. • Is not: to be used as a punishment hammer. • Scope: • Seek lab wide consensus from the PMIP steering committee of their desired governance framework and write it up. Publish it and seek approval. • Completion criteria: • PMIP governance framework is agreed upon. Required population are trained. The governance is being followed successfully and properly challenged to ensure continual improvement to meet NHMFL strategic goals.

  12. PM reporting templates defined and published • Goal: Having knowledge of a variety of reporting templates to clearly communicate the project Status. • Scope: Will differentiate about the usage of the various reporting tools based on the specific information that needs to be communicated to the sponsors and key stakeholder management (NHMFL ALDs). Will be a compilation of developed templates and initially focus on Type I projects. Lower level projects will be a subset of information as suitable. • Success Criteria: Reporting templates are approved, key personnel trained, and being used successfully.

  13. templates • Currently have: • POA: • Risk assessment • Top level organization (from maglab site) • PDD: • Quality plan • Milestone table (Work breakdown? Activity plan?) • Health and safety plan • Risk register • Organization structure (from maglab site) • Under production • POA: • Analysis of benefits and costs • Stakeholder analysis • PDD: • Cost/resource schedule • Forming storming norming curve, where are we?

  14. 2:30, Jan. 7, 2014 Platypus meeting • Ask for what you think you willing need, $ and time. That is what management wants. • Add organizational contingency, cost contingency, technical risk contingency which could be platypus held at different levels. • This might be a smaller project, but the next project could be big, 30T NMR. • Risk mitigation, one risk mitigation is to work with Japanese co. Riken.

  15. To put together Phase 1, maybe a year • What are outcomes from each activity with description • For write goals • Page 63 64 65 66 • Forming storming norming performing • Stakeholders analysis page 66 and 67 • Do the g, page gap analysis page 73 • Do brain storming session on where we are • Create a simple gantte chart for each of the deliverable, compile it into the work package gantte, then into the project plan. • THEN the PDD is ready to be filled out. • In next few days circulate to each other what we think we have heard today and yesterday and get feed back before starting to do work break down structures.

  16. 32T milestone meeting on more visibility to Eric • Need a format, see Tom’s iter form of • - statement_level of uncertainty_reason for uncertainty, start with the info which is on this, and optimize the presentation. • Mark wants to see a more detailed gante chart • Does 32T have enough people of the right people?

  17. Possible next visit dates from John de Newtown • Not Easter April 21 • Monday April 7th week of. To the 11th. • Week beginning 12th of May. • Need to decide what the agenda will be. • Concerns of other training necessary • For fall, first week of sept. Labor day is Sept 1st. • Oct 20 – 27th.

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