Transcript Influence without Authority – or, how to make things happen!

Troubled Project Recovery –
The First Steps
*Developed and Presented By Jerry Perone, PMP *
703-558-3198
[email protected]
www.esi-intl.com
Copyright 2006 ESI International
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Objectives
To present
• On overview of the approaches to troubled projects and their
recovery
• The critical first steps in the recovery process
Copyright 2006 ESI International
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What
WhatisisaaTroubled
Troubled
Project?
Project?
• Troubled: Variance trends have exceeded acceptable levels of
tolerance; project is heading for failure
• Project: A temporary endeavor undertaken to create a unique
product, service, or result.
• Recovery: To save from loss and restore to usefulness; prevent
total failure
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When the Crisis Occurs
• Troubled projects almost always occur towards the back end of the
project life cycle.
Project
Begins
Project
Midpoint
Crisis
Occurs
Project
Deadline
Newtonian principles seem to apply: “a body in
motion stays in motion unless . . .”
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General Recovery Approaches
• Only three fundamental approaches are available:
– Change the scope
The Triple
– Increase productivity
Constraints
– Slip the schedule
• Combining these however yields a fourth approach:
– Change scope where possible, increase productivity as much as
you can, and slip the schedule as necessary.
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Guiding Principles
• Focus must be on the right issue
• Regaining control is the priority
• Do it with speed, accuracy, power, balance, focus
A time for project management basics.
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The First Steps…..
– Assess the situation
• How critical is the deadline
• How willing is the customer to change scope
– Determine each stakeholders’ “Win” needs
– Prepare yourself to fix the project
• Accept that the project is broken
• Accept that you cannot fix it by doing the same things that
you have been doing
• Prepare all stakeholders for significant change
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The First Steps (cont.)
– Ask the team what needs to be fixed
– Be realistic
• When recovery starts, admit you don’t know how long it will take
to finish
– Precisely identify
• Current status - what is really “done”
• Identify major threats, opportunities, and problems
• Staffing and skills - “haves, needs”
• Contractual obligations, penalties, liabilities
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The First Steps (cont.)
– Focus work flow management via micro-management
• Use miniature milestones (Inchstone)
• Prioritize all work
• Execute, monitor and control
• Implement task by task labor tracking system
• Re-calibrate after a short time
– In parallel, begin re-baselining process
• Plans - Identify all work which must be completed
• Controls - Establish a comprehensive project control system
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Recovery – A Conceptual Overview
Recovery Conceptual Overview
Ongoing Workflow
Develop Miniature Milestone Plan
First
Steps
Execute Miniature Milestone Plan
Short term
Long term
Develop Final Project Plan
Develop Preliminary Project Plan
Execute Baseline Plan
Inchstone Plan—A day-by-day, week-by-week plan for each person performing project work.
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Most Common Causes Observed
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Work Breakdown Structure
Critical Path
Updating Actuals
Risk Management
• Management Skills
A time for project management basics.
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Obstacles and Strategies
– Sustaining progress while planning recovery
• Additional temporary resources will be needed
• Project Manager must direct current workflow plus affect the
recovery
– Pressure from stakeholders to commit to new schedule
• Measured progress from Inchstones (miniature milestones) will
help tremendously
• Time is needed to determine work remaining
• Estimating variance data is needed to make accurate forecast
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Obstacles and Strategies (Cont.)
– Accurate assessment of project problems difficult for
PM and team due to lack of objectivity
• Use outside assessment team
• Bring in technical specialists as required
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Overview of Rapid Assessment
and Recovery Process
Assessment Phase
Recovery Phase
Define
charter
Trigger
Develop
assessment
plan
Assessment
charter
Conduct
assessment
Assessment
plan
Develop
recovery
plan
Ranked
findings
1–2 days
Conduct
recovery
Recovery
plan
Exit
review
Finding people
1–3 days
2–5 days
Finding people
5–7 days
3 weeks–6 months
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ESI’s Rapid Assessment and
Recovery of Troubled Projects
LEARN HOW TO:
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Structure and lead the effort to assess project problems rapidly
Determine the root causes of identified problems
Develop a recovery plan for any troubled project
Provide leadership to turn the project around
Use seven key metrics as your guide to success
Identify and manage signs of trouble early in a project
COURSE TOPICS
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Overview of Rapid Assessment and Recovery Process
Developing Assessment and Recovery Charter
Planning the Assessment
Conducting the Assessment
Planning the Recovery
Transition and Stabilize the Project
Avoiding Troubled Projects
3 Days
22.5 PDUs
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Closing Remarks
• Do not declare victory too soon
• Sustained control is necessary
• This is no time to go it alone
• At first sign of any trouble, define problem and solution,
alert stakeholders
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QUESTIONS???
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Troubled Projects Recovery –
The First Steps
Email questions to: [email protected], call at 703-558-3198
or visit our website at
www.esi-intl.com
Copyright 2006 ESI International
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