Programme start up document - Optimised Programme Methodology

Programme Start up

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Author: [Author]Your Business Name

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Version Date Authorised by Narrative1.0

1.0 Purpose

The purpose of this document is to communicate the programme strategy. This document will communicate the business area process and identify the approach, the people involved and methodologies that will be taken to improve the current performance indicators.

2.0 Vision and Mission statement

3.0 Strategic positioning

4.0 Business process (SIPOC)

5.0 Performance Indicators “As is” V “To be”

Programme start up document Version:Author: Date:

Page 2 of 8

CAYP1049, 27/10/10,

Please enter the purpose for this document. You may wish to use the default text or use your own

CAYP1049, 27/10/10,

Insert a high level SIPOC diagram (a process map for the organisation as a whole / area or an area of the business the programme is being run for) If possible identify the time, cost and quality factors for each process. This should be no more than 8 boxes

CAYP1049, 29/10/10,

Please enter the strategic positioning of the organisation and how this programme fits in.

CAYP1049, 29/10/10,

Please enter the mission statement of the company and explain what this means.

5.1 “As is” V “To be” key performance indicators

Measurement Current (As is) Future (to be) Variance

Source:

5.2 Area of focus

5.3 List of key benefits of focus

5.4 Programme plan of benefits realisation

Activity to realise benefits / “To be” performance indicators Plan date

6.0 Weighted Objectives


Page 3 of 8

CAYP1049, 29/10/10,

Please list the objectives for this programme. Using this system you will be able to provide weighting to the most importance objectives. This table with then provide a ranked objectives list in which all decision will be based upon

CAYP1049, 01/11/10,

Please enter the balanced score card that represents the current state (as is) and future state (to be) for the organisation and how you are going to close the gap via the road map Provide a list of performance issues based on the data and provide a commentary where the focus needs to be

6.1 Mandatory objectives

These objectives are mandatory and must be achieved in any project.

6.2 Ranked Objectives

The below objectives are required but may be flexed if other objectives are achieved. These objectives are therefore not mandatory and will be ranked as such:

7.0 Quality / Critical to success

7.1 Critical to Quality

7.1.1 Customer focus

7.1.2 Quality of outputs

7.2 Quality assurance

7.3 Responsibilities of quality assurance


Page 4 of 8

CAYP1049, 27/10/10,

Provide a list of quality factors that must be taken into account for the programme and for the business processes. Also provide details of the quality techniques and standards to be applied, monitored and managed.

7.4 Reporting on quality performance issues

8.0 Approach – Framework

8.1 Programme Management

The programme framework will be initiated with the “Programme start up” document. Once the objectives have been identified and ratified, then a “Programme improvement plan” will be written and a project portfolio (listing all projects in the programme) will be managed.

8.2 Project Management

Every project in the portfolio will be initiated with a “project start up document” and reviewed periodically through the “project delivery report” and then reviewed and handed back to the business through the “project closure report”

8.3 Programme / Project tools

The programme and associated projects will utilise the following tools:

- Risk log (used to list potential problems that could impact the business, programme or project)

- Issues log (used to list all issues affecting the business, programme or project)

- Lessons learned log (used in everyday working to take learnings into the future)

- Exception reports to request a change in the a) deliverables, objectives, targets or b) changes to the timescales, costs or quality aspects of the project plan.

- Change request logs (used to list all the requested and approved changes to the programme / project)

- Stakeholder schedules (This will be used to engage people and manage communication)

8.4 Process Review

A business process map will be documented for the areas where the most benefit is expected. The process map will detail the people involved, time taken, quality consideration and flows of information

8.5 Organisation


Page 5 of 8

CAYP1049, 01/11/10,

Document the approach and chosen methodology that is going to be taken by this programme You may wish to use the default text or use your own. The headings give guidance based on the MSP, Prince2, Lean and Six Sigma frameworks but may not be necessary for your area of focus

There will be a clear focus on the organisation structure and in particular: workforce have the right capability through training and development Caseloads / workloads is manageable objectives for the department and individuals is aligned to strategy communication between departments is clear and concise

8.6 Technology

The use of technology will be reviewed to ensure that it is always available and downtime is controlled and organised. There will be a review of other technologies to see what improvements may be made to the efficiencies of the organisation and business processes in order to deliver the expected benefits / objectives. 8.7 Information

This programme will look at the information and how it is used to measure performance of each business process. The information review will also look at workflow of information, how it is passed onto other people / departments, controls in place and media used. There will be a focus on freedom of information and data protection acts.

9.0 Project portfolio strategy

Projects will be identified within the “Project Improvement Plan” and will be listed on the project portfolio log. The projects will be measured against the objectives identified in section “6.0 weighted objectives”

The projects within the portfolio will need to reviewed and agreed by the programme sponsor with the programme manager before commencement and resources allocated.

Once the project portfolio has been agreed, projects will be started via “Project stat up” documents and their status’ will be communicated through “project delivery reports”.

10.0 Programme team10.1 Programme team


Page 6 of 8

CAYP1049, 01/11/10,

Please complete the organisation chart for the programme and detail their roles and responsibilities for the programme

CAYP1049, 01/11/10,

Please provide details of how projects will be identified, managed and controlled throughout the programme management lifecycle and how each project will be handed back to operations You may wish to use the default text or use your own

10.2 Roles & responsibilities

10.2.1 Programme Sponsors

The programme sponsors will be responsible for the overall direction of the programme and to ensure it is aligned to the organisations’ objectives. They will grant permission for resources to be allocated against the chosen projects.

The programme sponsor will also be responsible to approve any change requests and for the amendments to the objectives “to be” key performance indicators for the programme.

10.2.2 Programme Manager

The programme manager will be responsible for the execution of the programme improvement plan and to oversee the project portfolio. This will be to ensure the organisations’ objectives are achieved.

The programme manager will be responsible for communicating and engaging with the identified stakeholders to ensure that their needs are identified and met by the project portfolio.

The programme manager will be responsible for the communication of any exception reports that may affect the overall direction of the programme.

The programme manager will issue the programme delivery reports and all associated issues / risk logs.


Page 7 of 8

Programme SponsorName

Programme ManagerName

Senior UserName

UserName

TitleName

11.0 Stakeholders, communication and reporting

11.1 Stakeholders for the programme

11.2 Reporting and review

12.0 Issues and risk managementThe programme and business issues / risks will be listed in the “programme issues log” and “programme risk log”. All mitigating actions will be identified and agreed by the programme team as specified in section “10.0 Programme team”

The programme risks and issues will also be communicated via the “Programme delivery reports”


Page 8 of 8

CAYP1049, 01/11/10,

Please provide details of how issues / risks will be logged, prioritised, communicated and mitigated If you are using a separate document to manage risks and issues then please specify the location for these files You may wish to use the default text or use your own

CAYP1049, 27/10/10,

Please provide a list of the stakeholders that will be considered within this programme

Date post:	25-Dec-2014
Category:	Business
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