Enterprise Project Management Methodology EPMM Training for New Program Development

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Enterprise Project Management Methodology (EPMM)
Trainingfor New Program Development

• Execution Control Phase

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Blueprint
Definition
A blueprint establishes the requirements or
specifications for the policies, business
processes and infrastructure necessary to build
and deploy a new program
Importance
Key Tasks
Deliverables
Best Practices
The blueprint closely aligns with the goals of
the new program established in the Project
Charter
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Why is Blueprinting Important?
Definition
To fully describe the details of the new program
Importance
Key Tasks
To insure the new program reflects the needs of
stakeholders
Deliverables
Best Practices
To insure the new program accomplishes its goals

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Blueprint

• Convene workgroups of appropriate staff (likely
  already identified and provisioned during the
  Governance and Resource Assessment activities) to
  complete the tasks necessary to produce each
  business process and their outputs.
• Reference the goals in the Project Charter.
• If not already developed, write specific
  objectives for each goal.
• Objectives are ends, conditions or states that
  are intermediate steps toward attaining a goal.
  They should be achievable and, when possible,
  measurable and time-specific.
• Each objective could reference a major
  initiative, activity or sub-program.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Blueprint

• Design a business process for each objective.
• Use a cross-functional flowchart to define the
  steps in the process
• Associate specific employee roles for each step
• Define the output of each business process, which
  is the end result of the work done by the people
  involved in that process.
• Identify the IT, data, policy and/or HR
  requirements necessary to produce the output.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Blueprint

• Assign the appropriate staff resource to complete
  the business processes.
• Track progress by including the Blueprint
  activity as a deliverable in the Work Plan and
  Schedule, with its associated tasks, resources
  and timeline.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Blueprint
Definition
Importance
Key Tasks
Deliverables
Best Practices
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View Blueprint Example
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View Business Process Example
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Blueprint

• Avoid creating business processes by
  organizational unit.
• They should be aligned with the overall programs
  goals and objectives. The organization and
  staffing will follow later after the business
  processes are defined.
• Involve all necessary subject matter experts in
  the workgroups they can and should be
  inter-disciplinary.
• Avoid over-committing individual staff resources
  by using software tools like Clarity or MS
  Project to manage this resource pool.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Learning Activity

• Break up into small groups and flowchart the
  business process associated with the objective of
  creating an Integrated Re-Entry Plan, showing the
  roles associated with each step. Use the policy
  and planning documents available, including the
  draft list of plans developed during the Strategy
  Phase.
• For training purposes, limit your business
  process to less than ten steps.

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Discussion/Questions
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Build
Definition
The build activity involves the actual
development of the outputs defined in the
Blueprint.
Importance
Key Tasks
Deliverables
Best Practices
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Why is Build Important?
Definition
To create the actual outputs that collectively
comprise product of the project, the new
program
Importance
Key Tasks
Deliverables
Best Practices
To create a program that remains aligned with
the original goals and objectives
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Build

• Workgroups involved in the Blueprint activity
  should complete the tasks necessary to produce
  each output.
• Each workgroup should add a set of specific tasks
  in the existing Work Plan and Schedule to insure
  an orderly completion of the outputs. The
  project manager needs to analyze the updated Work
  Plan to insure
• individual resources are not over-utilized
• the tasks for each workgroup do not conflict
• the timelines do not exceed the deadline for the
  Build activity
• the costs of the tasks do not exceed the project
  budget.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Build
Definition

• Provide the executives on the Steering Committee
  a walk-though of the new program demonstrating
  completed outputs in the form of prototypes,
  documents, examples, mockups, facilities,
  systems then refine the outputs based on
  feedback.
• This could be a briefing combined with a tour of
  a facility or demonstration of a computer system

Importance
Key Tasks
Deliverables
Best Practices
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Build

• Obtain signoff of a document describing each
  output by executives on the Steering Committee or
  appropriate level of governance.
• In order to avoid any bureaucratic delays, this
  approval can be given orally by the executives
  and recorded by the project manager in the Status
  Report
• Executed contracts or approved procurements can
  also suffice for approvals
• Track and report on the progress of each
  workgroup in the status reports identified n the
  Performance activity.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Build

• Walk-through for executives
• Executive approval of outputs

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Build
Definition

• Plan for enough time to complete this work,
  creating a project change request if the work
  takes longer or costs more than originally
  planned.
• Continue to hold project team meetings involving
  the leads of each workgroup, so the disparate
  work in this activity can be coordinated, and
  issues resolved at the team level.

Importance
Key Tasks
Deliverables
Best Practices
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Discussion/Questions
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Prepare
Definition
The prepare activity involves an early, phased
roll out of the new program, so it can be tested
and problems fixed before full deployment
Importance
Key Tasks
Deliverables
Best Practices
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Why Is Preparation Important?
Definition
To work out the bugs at an early phase at a
lower impact and cost compared to fixing
problems later after full deployment
Importance
Key Tasks
Deliverables
To insure program staff, customers and systems
are properly prepared to handle their tasks
once the program is fully deployed
Best Practices
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Prepare

• Provide key stakeholders, including affected
  managers and line staff a walk-though of the new
  program demonstrating completed outputs in the
  form of prototypes, documents, examples, mockups,
  facilities, systems then refine the outputs
  based on feedback.
• This could be a briefing combined with a tour of
  a facility or demonstration of a computer system
• Train the employees who will work in the new
  program.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Prepare
Definition

• Conduct a pilot of limited duration and scope.
• Evaluate the pilot and make appropriate
  improvements.

Importance
Key Tasks
Deliverables
Best Practices
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Prepare
Definition

• Walk-through for stakeholders
• Completed pilot

Importance
Key Tasks
Deliverables
Best Practices
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Prepare

• Plan the pilot for a geographic area and group of
  affected employees and customers who are
  committed to the success of the new program,
  thereby improving chances of success and setting
  a model for the full deployment.
• Provide just in time training close to the time
  the pilot begins and the program is deployed, so
  the lessons learned by employees are fresh in
  their minds when they go to work in the new
  program.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Prepare

• Use the most skilled and enthusiastic employees
  from the pilot to train other employees who will
  work in the new program in the later deployment.
• Convene focus groups of employees, managers and
  customers to learn what went right and what could
  be improved from their experience in the pilot.
• Consider using free resources from the OA
  Bureau of Management Consulting to facilitate the
  work of the focus groups.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Discussion/Questions
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Deploy
Deployment involves complete roll out of the
new program, including cutover from legacy
policies, processes and infrastructure, and
support for employees and customers during the
deployment
Definition
Importance
Key Tasks
Deliverables
Best Practices
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Why is Deployment Important?
Definition
To provide the service for the intended
customers without interruption
Importance
Key Tasks
Deliverables
To achieve the goals of the new program
Best Practices
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Deploy

• Engage your Communications Plan to inform
  stakeholders and customers about the forthcoming
  changes before deployment.
• Pre-position key staff (perhaps persons who
  participated in the Blueprint and Build
  workgroups) at locations in the geographic area
  in which the new program will offer services
  (possibly statewide) to
• monitor the first days or weeks of the deployment
• collect data for the performance measures
  identified earlier during the Performance
  activity
• offer support and guidance to employees
• serve as a funnel for information between the
  executives and managers in the central office and
  field offices
• troubleshoot issues

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Deploy

• Consider developing a cutover plan for those
  processes and systems that will suddenly move
  from the old program to the new program (if any).
• Create a way for employees and customers to raise
  issues and lodge complaints. Consider giving
  employees the ability to log issues on your
  Issues Management web site.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Deploy
Performance Report
Definition
Issues Report
Importance
Key Tasks
Deliverables
Best Practices
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Deploy

• Celebrate quick wins.
• Communicate success in specific areas to
  stakeholders it will create confidence in the
  new program, spur employees to their best
  performance, and reward them for good work.
• Address issues immediately using the
  communication channels set up between on-site
  monitors and program executives.
• Consider moving key employees temporarily from
  locations where the deployment has occurred
  without incident to problem areas.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Discussion/Questions