Project management performance improvement initiatives can take many forms; they can be targeted toward specific areas within the organization, or they can be more complex, involving a broad approach across the entire organization. In either case, the primary objective is often to increase the maturity of the project management organization.
This is often accomplished through a systematic assessment process so as to identify, and ultimately implement, greater performance and results. Ulteig’s Project Management Services offer three levels of performance improvement assessment opportunities for its clients. These assessments include:
- Project Management Maturity Assessment Workshop (PMMAW)
- Project Management Maturity Assessment Initiative (PMMAI)
- Organizational Project Management Maturity Model (OPM3)
The Ulteig PMMAW is a rapid, seven-day assessment of client’s resources, organization, processes, and technology. Each of the 10 Project Management Institute’s knowledge areas are considered including: integration, scope, time, cost, quality, human resources, communications, risk, procurement, and stakeholders. Generally speaking, this workshop is comprised of three steps. They include:
Step 1: Orientation and Goal Setting Session
Ulteig meets with and shadows key client personnel for the purpose of gaining firsthand knowledge of the project management organization and processes. Ulteig leads a goal setting work session with client key personnel focused on establishing a linkage between the various levels of organizational goals, including corporate, departmental, project management office, and workshop objectives. The purpose of this session is to ensure that the baseline performance objectives are identified, linked, and validated.
Step 2: Project Management Office Documentation Review and Stakeholder Analysis
Ulteig will review all of the project management organization and process documentation and familiarize itself with the resources and technology being utilized. Additionally, Ulteig will lead an evaluation of key project management stakeholders. This will include evaluating stakeholders based on influence, impact by change, and commitment to change. The purpose of this targeted stakeholder evaluation is to better understand each key stakeholder as they relate to change.
Step 3: Conduct Project Management Maturity Workshop (PMMAW)
Ulteig facilitates a rapid, two-day assessment of the project management organization. The purpose of this assessment is to determine the current maturity level of the organization and to make recommendations targeted toward incrementally moving the organization to a higher level of maturity. Ulteig has considerable experience with organizational assessments. The flow of this two-day workshop is integrated so that each module will build off of the knowledge gained and information generated in Steps 1 and 2.
The general agenda and workflow of the PMMAW will include the following:
- Review project management goals and define success
- Conduct strengths, weaknesses, opportunities, and threats analysis
- Identify key learning opportunities
- Identify and prioritize critical project management business processes within project initiation, planning, execution, control, and close-out
- High level assessment of current performance levels within PMI knowledge areas to determine project management maturity level. The five levels of maturity are:
Level 5 – Optimizing Process
Level 4 – Managed Process
Level 3 – Organizational and Institutionalized Process
Level 2 – Structured Process
Level 1 – Initial Process
The second and more in-depth assessment Ulteig offers its clients is our Project Management Maturity Initiative (PMMAI). Ulteig leads a systematic seven-step process to thoroughly assess and make recommendations focused on project management performance improvement. Our PMMAI includes the following:
Step 1: Collect and Assess Information
Ulteig will collect and review existing project management information and materials including but not limited to current methodology, tools, organizational structure, project reporting, project plans, roles and responsibilities, communication plans, risk assessment methodology, policies, and quality plans.
Step 2: Conduct Leadership Kickoff Meeting
The purpose of this meeting is to kick-off the PMMAI. The Ulteig team works closely with this leadership team through the assessment life cycle. A project charter will be defined and include: purpose, objectives, how assessment success will be measured, risks, deliverables and schedule.
Step 3: Prepare and Release Corporate Communication
The Ulteig team works with the client to prepare a message to the client’s organization that clearly communicates the purpose and objectives of the PMMAI. This message is vital in that it demonstrates to the organization the importance of this initiative. It is the first step in organizational change management.
Step 4: Stakeholder Interviews and Current Situation Assessment
The Ulteig team works with the client to determine key stakeholders in the project management processes. Our team of professionals will interview these stakeholders to determine the current state of the project management organization. Interviews will focus on the Project Management Institutes (PMI) 10 knowledge areas. Oftentimes, these interviews can help define the short and long-term objectives for the improvement initiative and to assist in understanding the issues related to successful institutionalization within the company.
Step 5: Conduct Gap Analysis
Once a clear picture of the current state of the client’s project management people, processes, organization, and technology has been established, the Ulteig team conducts a gap analysis using multiple sources of best practices including PMI, client industry parameters, and Ulteig experience.
Step 6: Determine Key Findings and Develop Recommendations
When the project management gaps have been identified, the team will develop the key findings and begin to define the recommendations. Ulteig works collaboratively with its clients to determine the desired level of recommendation detail including prioritization. Generally information could include: recommendation, objectives, value, cost to implement, and expected savings.
Step 7: Develop Implementation Roadmap
The final step in the PMMAI is for the team to develop a milestone schedule showing who will lead and participate in the implementation of the project management improvement recommendations.
Future Ulteig Project Management Maturity Assessments will include the Project Management Institute’s Organizational Project Management Maturity Model (OPM3). This assessment integrates knowledge, organization strategy, people, and processes. This detailed project management assessment is focused on evaluating the current state against industry best practices. The results can be used as either a comparative, design, or improvement model.
Ulteig project management professionals work closely with our clients to determine which assessment would be the most appropriate for their organization. Once the assessment phase has been completed, Ulteig works collaboratively to develop a recommendation execution plan along with milestone schedule, providing professional leadership, guidance, and support as each recommendation is acted upon. Implementation should be well-integrated with organizational change management being considered at every step.
Typically, implementation of project management maturity assessment recommendations yields significant insight into performance opportunities specific to resources, organization, processes, and technology. This value has included:
- Early and accurate scope definition driven by early project team involvement
- Enhanced on-time delivery of projects through implementation of best practices
- Reduced cost of project management resources through proper allocation
- Consistent management of projects by developing clear roles and responsibilities
- Improved project cost management as a result of proper planning and controls
- Reduced project risk as a result of a properly staffed project team
- Enhanced accountability and communication through successful change management
The Ulteig Project Management Services team understands that all organizations have different challenges facing them. We have the expertise to recognize these challenges and to work with our clients to develop an assessment model that fits their needs. The resulting recommendations are customized for each organization and take into account the change management required to successfully institutionalize performance improvement.
With every challenge there is an opportunity waiting. Ulteig project management maturity assessments are targeted to first find that opportunity. Then navigate through successful implementation and realize dynamic performance breakthroughs.