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DATARA MANAGEMENT SOLUTIONS TH!NK FM 2018 - How to Session Formulate your strategy and set out your project plan for processing data to achieve meaningful outputs
DATARA MANAGEMENT SOLUTIONS
TH!NK FM 2018 - How to Session
Formulate your strategy
and
set out your project plan for
processing data
to achieve meaningful outputs
DATARA MANAGEMENT SOLUTIONS
FM Related & Technical Consultancy Services
•Direct & Indirect Client Base
•Below the Radar
•Adapt or Disappear
DATARA MANAGEMENT SOLUTIONS
Big Data – Speed & Direction of
Travel
•80’s – hard drive was 60Mb
•Now - Terabyte 1,000,000Mb
•Cloud - infinity
Take Away – Data appetite increasing exponentially. Allow for Scalability
DATARA MANAGEMENT SOLUTIONS
Formulating Strategy
•Organisation Strategy provide focus on its aims and objectives
•Ultimate success = Enrichment = Stakeholder benefit = Wealth / Social
benefit
•Strategy = Realising Ideas
•Realising the ideas is achieved through successful Projects
•Formulating the Strategy is achieved by a RASCI * Approach ensuring that
the principles of SMART* are applied
Take Away – Responsible, Accountable, Supportive, Consulted, Informed
Take Away – Specific, Measurable, Achievable Realistic & Timely
DATARA MANAGEMENT SOLUTIONS
National Audit Office:
•Absence of portfolio management
•Lack of clear, consistent data to measure performance
•Poor early planning
•Lack of capacity and capability to undertake a growing number of projects
•Lack of clear leadership accountability
Take Away – Prince2 – BIFM do relevant courses
Successful or Otherwise Projects
Communication & Discipline
DATARA MANAGEMENT SOLUTIONS
Project Sponsor
•Project Sponsor will: Support and represent the project - ‘stand on’
•Sponsor - Balanced objective view for Organisational benefit
•Feasibility study undertaken to determine - viability & order of cost
DATARA MANAGEMENT SOLUTIONS
Map Key Process for the Project
Series of sequential / parallel activities
Dependent upon project size maybe before
formation of Project Team or by Project Team
Take Away – Step through using ‘Post Its’
DATARA MANAGEMENT SOLUTIONS
Map Key Process for Interfaces
Take Away – Step through using coloured ‘Post Its’
Dependent upon project size maybe before formation
of Project Team or by Project Team
DATARA MANAGEMENT SOLUTIONS
Big Data Risks & Priorities - RASCI
Pri
ori
ty
Issue Resp
on
sib
le
Acco
un
tab
le
Su
pp
ort
Co
nsu
lt
Info
rm
1 Access controls I I O I O
2 GDPR Compliance I I O O O
3 System Vulnerabilities O I O O O
4 Application Dev Security O I O O O
5 End point management I I O I O
6 Web interfaces I I O I I
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Undertake Impact Probability Matrix
•Use Matrix that is
relevant - 3 or 4 square
•Analyse the: Risk,
Impact / Probability
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Remain SMART...
S – Specific
M – Measurable
A – Achievable
R – Realistic
T – Timely
DATARA MANAGEMENT SOLUTIONS
Programme Manager – Required ...
Programme Manager will oversee a number of projects – maintain
consistency
Role of Programme Manager:
•Ensure the Project Manager updates the Project Initiation Document (PID)
•Keeps the sponsor up to date
•Seeks to resolve any project interface issues
•Ensure the Milestones are reported correctly (including costs)
•Oversees
For a SME a Programme Manager may not be relevant
DATARA MANAGEMENT SOLUTIONS
Project Manager
Role of Project Manager is to drive the process and team to achieve
the project objectives:
Skills & Attributes:
•Experience of Project Management, preferably similar project
•Have a good understanding of the Project - what it is about
•Be a good communicator - provide control
•Take a firm approach
•Belbin – Be a Shaper and Implementor
Take Away – Project Manager is closely involved - needs to engage team
Take Away – Do not underestimate people’s ability to make a project stall
Size/complexity will determine when Project Manager appointed
DATARA MANAGEMENT SOLUTIONS
Shaping Session
The purpose of the Shaping session is to start to bring some definition
To include identifying:
•Project scope
•Stakeholders
•Primary activity
•Interfaces /relationships with other projects or systems
•Closer costs
‘Shaping’ will inform who the Project team members are
Shaping will be used to form the basis of the PID
In a BIG DATA project team members will be IT experienced include a lead IT architect
DATARA MANAGEMENT SOLUTIONS
Project Initiation Document – PID
Gathers and references together other project related documents and
determines the approach to undertake the project
PID includes:
•Deliverables - what does success look like & whether Critical or Desirable
•Milestones
•KPIs and SLAs
•Risks analysis – What could go wrong/likelihood/impact – mitigation
•Options considered
•High level Project plan - Top Down
•Project Team members
•Budgetary costs +/- 20% - Top Down as opposed to Bottom Up
DATARA MANAGEMENT SOLUTIONS
Project Plan
Strategy, Sponsor & PID in place - Project Manager & Team members
identified - project ‘Anchored’
Take away – Ensure you understand who the key team players are - develop rapports
Take Away - Ensure successes are Celebrated
Project Plan detail will identify:
•At a ‘descriptive title level’ the project activities that need to take place
•Timings of activities
•Interfaces and dependencies between activities
•Milestones and ‘turn gates’
•Those responsible internally and externally for the activities
•Critical path – shortest time when activities best sequenced
DATARA MANAGEMENT SOLUTIONS
Managing a Project
The ‘keys’ to successfully managing a project are:
•Sharing of information
•Maintaining Version control
•Updating project plan & documents on a central accessible depository
•Meaningful meetings where and when appropriate
•Maintain and monitor Financial control and progression vs budget’
•Weekly RAG reports
•Monthly project board meeting
Take Away – Meetings – Initially longer to understand, progressing to Short & sharper
Communication & Discipline
DATARA MANAGEMENT SOLUTIONS
Typical Project Plan
DATARA MANAGEMENT SOLUTIONS
Plan-Do-Check-Review
1 Define Objectives
2 Plan
3Brief
4Monitor / support
5Evaluate
7Re-Plan
8Re -Brief
6Re-Define Objectives
9Re-Monitor
10Re-Evaluate
DATARA MANAGEMENT SOLUTIONS
Plan - Do - Check – ReviewKey Actions Task Team Individual
Define Objectives Identify Tasks &
Constraints
Hold Team Meetings
Share Commitment
Clarify Objectives
Gain Acceptance
Plan Gather
Information
Consider Options
Check Resources
Consult Encourage Ideas Development
Suggestions Assess Skills
Decide Priorities
Time Scales
Standards
Structure Allocate Jobs
Delegate
Set Targets
Brief Clarify Objectives
Describe Plan
Explain Decisions Listen Answer Questions
Enthuse Check Understanding
Monitor Support Assess Progress
Maintain
Standards
Coordinate
Reconcile conflict
Recognise Effort
Advise / Praise
Assist / Reassure
Counsel
Discipline
Evaluate Summarise
Review Objectives
Re-plan if necessary
Recognise & Gain
from Success
Learn from Mistakes
Appraise
Performance
Guide & train Give Praise
DATARA MANAGEMENT SOLUTIONS
Thank you
Please get in touch if you have any questions
07867 900876
www.datara.co.uk
