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Improvement Roadmap for EPMO Robi Axiata Limited

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A knowledge technology

companyWhere knowledge is

cultivated

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2 Proposed Updates

① Definition: Organizations wide project definition (Major Changes: “Business Case” Added)

② Developing Project Management Lexicon③ Project Buckets④ Selection Process of Strategic Projects ⑤ Selection Process of Functional Projects⑥ Project Life Cycle (Time duration of Initiating stage is not finalized

yet, shown as RED MARK, @PPT Slide 9)⑦ Structure of Change Control Board⑧ Control Documents (Templates)

a. Project Charterb. Project Plan Except the “Risk management Part” (Attached as DOC file)

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3 Definition – Project and Project Management

A project is a temporary team that is created for the purpose of delivering one or more business products according to an agreedBusiness Case.

Project management is the planning, delegating, monitoring and control of all aspects of the project, and the motivation of those involved, to achieve the project objectives within the expected performance targets for time, cost, quality, scope, benefits and risks.

Project Management

Plan

Delegate

Monitor

Control

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4 Rationale

Simple to differentiate Project against Operational Activities

To ensure every projects financially viable and business value to Robi

Ensuring benefit realization

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5 Definition – Project and Project Management

A project is a temporary team that is created for the purpose of delivering one or more business products according to an agreedBusiness Case.

Project management is the planning, delegating, monitoring and control of all aspects of the project, and the motivation of those involved, to achieve the project objectives within the expected performance targets for time, cost, quality, scope, benefits and risks.

Project Management

Plan

Delegate

Monitor

Control

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6 Definition – Strategic and Functional Project

Project that is initiated to deliver outcomes and benefits related to the organization’s (RAx) strategic objectives.

Project that is initiated to deliver significant step change from existing processes and require extensive collaboration between multiple divisions having a minimum weightages defined by EPMO scoring model can be proposed to become a Functional Project for EPMO.

Strategic Project

Functional Project

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7 Project Management Lexicon

In concert with the organizational definition of a Project, Robi should consider the creation of a full lexicon of project management terms that will have consistent meaning organization-wide.

A full lexicon will provide a solid foundation for consistent communications to drive organization wide clarity.

We can start with Project Management Lexicon from PMI.

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8Types of Project in EPMO (Based on Project Approach)

Projects at EPMO

Strategic Projects

Outsourcing Projects

IT Projects

Tech Projects

Others (MO, FIN)

Functional Projects

IT Projects

Tech Projects

Others (MO, FIN)

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9 Rationale for Project Bucket

It was a direct requirement from EPMO

It will facilitate to create PMs of different expertise and domain

Will help to develop PMs

Knowledge, templates, lessons learned categorizations

In the future we can develop different life cycle, processes, tool and techniques, templates for different buckets

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10Selection of Strategic Projects

Preparing a Project Inventory/Catalogue through Project Bridge once for a year

Initiation of Project Bridge

Strategic Pillar wise Workshop

Strategic Pillar wise

Project Drafting

Consolidation of Project Concept

MC Approval for Annual

Project Catalogue/In

ventory

1

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11Selection of Strategic Projects

MC

Proposal from Divisions

Strategic Opportunities

Project Mandate Charter Developed by EPMO

Review with MC

Call for Project Plan or Termination

2

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12 Rationale for Strategic Project Selection

o Option 1: To create project catalogue/Inventory for the whole year

Can be published in the Portal

Will help to resource mapping and control at EPMO end

o Option 2: To grab/meet strategic opportunity/challenges

Define how strategic project will come to EPMO

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13Selection of Functional Projects

Proposal from Divisions (Quarterly)

Specific Charter section need to be completed by divisions

EPMO Selection process for MC

approval

EPMOs internal process for prioritizing projects

Final Approval From MC

EPMO Update

Assigning Project Manager for selected projects and update information to notify respective divisions

P1

P2

P3

P1

P2

P3

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14 Rationale for Functional Project Selection

Maximizing organizational benefits selecting priority projects

Filtering/selecting right functional projects for EPMO as early as possible

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15 Project Life Cycle

Initiating Stage Planning Stage Execution Stage Closing Stage

Mandate or Business Case

Approved Charter

Approved Charter

Approved Project Plan

Approved Project Plan

Deliverable Acceptance Records

Deliverable Acceptance Records

Project Archive and LL Update

1. 5 working days (Strategic)

2. Quarterly for Functional Projects

Based on Charter’s Call Maximum 25% based

project duration

Based on Project Plan’s Call

As per project Plan

Monitoring and Control

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16 Rationale for Replacing IDEAS

Its not standard (Proprietary to Robi)

Complex to understand for other divisions and new employees

Sometimes misleading (Charter deadlines, Requirement Docs, Project Brief)

Scope of improvement is limited (as it is Proprietary)

Skill development and tracing is gray (Initiating belongs to FL/MC, Planning belongs to PM, execution belongs to assigned resources etc.)

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17 Project Control Documents

Project Brief Project Requirement Document

Replaced/Updated

Project Charter (Updated) Project Plan Traceability Matrix

Introduced/Updated

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18 Rationale for Control Documents

Mandate/Business case is a must for Charter Kick off date for plan approval is incorporated Signed document has reduced to two Simple but Standard Project Plan structure introduced

initially which can be improved step by step Given more emphasis on planning for simplifying execution

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19 Project Organogram and Roles and Responsibilities

Management Committee

Resource Leader

Project Sponsor

Program Manager

Project Team Members

Change Control Board

Functional Lead

Project Selection Board

Project Assurance Team

Enterprise Program Manager

EXISTING ADDITIONAL (NEW)

Project Support

Project Steering Committee

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04/13/2023

20 Project Selection Board

•Project Assurance will do the scoring•EVP, PgM, Required PM (Expert) will take the decision

Project Selection

Board

EVP, EPMO PgM Project Assurance PM

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04/13/2023

21 Change Control Board

Change Control Board

Project Sponsor EVP EPMO Functional

CXO

Requester

PM Functional Lead PgM

Change Approver

Change Requester

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22 Project Charter

Project Name Project identification Number/Code number

Project Type: (Strategic/Functional) Project Sponsor: Functional lead/User:

Project Manager: Program Manager: Resource Pre-assigned: (Must for functional project given by Function lead/User)

Project Objectives (Specific and Measurable)

Project Purpose of Justifications: (1. For strategic project, mandate from MC must be attached for 1st Phase. During 1st phase business case may develop (FL/Users will be responsible, EPMO will follow-up)) (2. For functional Project Approved Business case must be attached by specific functions or divisions.)

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23Project Charter (Continued……)

Key Stakeholder Additional Requirements or Requests Project Role

Example: BTRC (If BTRC impose anything) (External) Example: Operation (If they have any issue) (User)

Project constrained Example: 3G Project need to finished by 31st July (Imposed by BTRC, External)

Estimated Budget:

Summary Milestones: Date (Completion of Project Plan and Kickoff date) (Must be written for charter approval)

(Expected Project End Date) (Sponsor may Impose)

Deliverables: (Deliverables that are wanted) (1. For Strategic project, mandate from MC may be included for 1st Phase for developing business case)(2. For Functional Project, Division need to mention their specifications (High-level) )

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24Project Charter (Continued……)

ApprovalFunctional Lead: Project Manager:Program Manager: Sponsor:

Name of Attachments Type and Format of the Documents (If Applicable )

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25

Thank you