Phil Howe
October 2015
CREATING A BETTER CONTROL & VISIBILITY
OF A PROJECT PORTFOLIO
Implementation & Roll-out
Who am I ?
• 32 Years with in the Controls industry for
Commercial Buildings
• 32 Years with Honeywell
• In last 10 years have been part of the Project
Operations Function and involved in the managing
many large projects e.g. Terminal 5, Wembley
Stadium and Olympic Games
• Broad knowledge of policies, systems and
processes within Honeywell and external controls
e.g. SOX
• Hobbies are comedy, films, music and tracing my
family history
© 2015 by Honeywell International Inc. All rights reserved.
© 2015 by Honeywell International Inc. All rights reserved.
© 2015 by Honeywell International Inc. All rights reserved.
Honeywell Building Solutions
Are Worldwide
A lot of travelling, communications and projects …
The Problem
Lots of systems …
Folders
Risk
Register
Reports
Compliance
Lots of
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Duplication of entry
Excel Spreadsheets
Sources of information
Possibilities for misinterpretation / error
Missed opportunities to “see” early warnings
Time taken to update systems and report, rather than work on the project
Costs associated with maintaining those systems
© 2015 by Honeywell International Inc. All rights reserved.
The Problem
Whatever solution we found …
Initiation
Planning
Execution
Monitoring & Control
It must
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Be configurable to our methodology
Minimise changes required to user processes
Be easy-to-use – so that it doesn’t “scare-off” the user
Provide simple, configurable reporting
Easy to deploy - intuitive
© 2015 by Honeywell International Inc. All rights reserved.
Closeout
The Problem
Financial Control is important …
It must
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Show Planned vs. Actual clearly
Provide early warning of Overspend (and underspend)
Integrate to SAP – real-time cost information
Provide visibility of spend in the future (cashflow)
© 2015 by Honeywell International Inc. All rights reserved.
The Problem
Document Storage is critical …
It must
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Store common project documentation – e.g. Contractual Documents
Be able to integrate forms, templates and common project lists
Integrate to SharePoint
Eliminate team members storing documents on laptops, network drives etc.
© 2015 by Honeywell International Inc. All rights reserved.
The Problem
Resource/Capacity Management critical …
It must
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Show workloads (individuals and groups) and critical over-resourcing
Identify where capacity exists and where extra projects can be handled
Identify Capacity issues – especially in planning stage
Increase capacity – through less time on information processing
Enable Global Engineering
© 2015 by Honeywell International Inc. All rights reserved.
The Problem – in Summary
3. Resource/Capacity Management
Who can do what, when
2. Too Many Systems
Consolidation, eliminate double-entry, one source
of truth
1. Deviation - overspend
Current visibility was not providing the necessary
early warning.
The Selection process
We looked for 5 things
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Experience
UX Design
Ability to configure
Ability to integrate
Future Functionality
We evaluated over 30 systems with the above criteria, held a number of
workshops. Looked at internal stakeholder requirements. Carried out
Proof Of Concept designs with 3 systems and made a final selection in
May 2015.
© 2015 by Honeywell International Inc. All rights reserved.
Project Timeline – Phased deployment
2015
Jul
Aug
Sep
2016
Oct
Nov
Dec
One stop shop for three key Honeywell
processes
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Bid Risk Review (and the 6 associated documents
used in that review)
Project Review (and the 4 associated key
documents
Risk and Opportunity including contingency
management
This Phase will also include:
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GCAT (Global Category Assessment Tool)
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4Blocker, 9Blocker and Global dashboard.
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Document Storage
Apr
Tollgate
Phase 1
Rollout
Complete
Phase 2
Roll Out
Complete
May
Jun
Phase 3 + 4 deployment
Tollgate
Phase 3 & 4
Roll Out
Complete
Phase 2
To implement:
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© 2015 by Honeywell International Inc. All rights reserved.
Mar
Tollgate
For all category projects in the Project and Service LOB
to cover three key processes:
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Feb
Phase 2 deployment
Phase 1 deployment
Phase 1
Jan
Language capability
Rest of items not prioritised in phase 1 to
enable full Project Manager’s use of
ProjectVision
Templates digitised in tool with automated
workflows as appropriate.
System prompts and workflows to guide
the User to the urgent and outstanding
actions
Business Intelligence reporting and
dashboards
Change order management, approvals
workflow
Project planning. scheduling
More preconfigured reports
Customer Satisfaction (surveys)
Senior manager landing page
Phase 3
Implementation of EAC process
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GEAT (Global Estimating
Adjustment Tool) including EAC
(Estimate at completion) process
Associated preconfigured reports
Phase 4
Implementation of:
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Project forecasting to replace the current
forecasting processes
Service contract management & forecasting
SIOP (Strategic Inventory and Operations
planning) and revenue forecast output
Resource Planning
Associated preconfigured reports
The Solution – Systems Reduced
© 2015 by Honeywell International Inc. All rights reserved.
Future Vision – the desired result
Platform for driving Projects business,
Incorporating PM methodology, key policies &
procedures
Single tool for Project
Managers to manage the
execution of their project
portfolio with single data entry,
better visibility and control
© 2015 by Honeywell International Inc. All rights reserved.
15
Benefits / Effect
Objective early indications / views of potential project loss of
control and deviation causing issues
• Earlier support of projects in trouble resulting in
reduced deviation
Storage of project contract documents e.g. correspondence,
- Secondary
Bullet
change
requests
• All available data for strong commercial positions
providing reduction and defence in dispute resolution
• Insert Text Here
 Tertiary Bullet
Resource management planning / capacity management and
enabling the new Engineering Organisation
• Enhanced resource planning and enabling SIOP
Enable integrated forecasting of the backlog / Enable front-log
forecasting and “what-if” scenarios
• Better forecast accuracy and enabling SIOP and
capacity planning
Implementation of Policy rules and easier audit trail and
recording of Policies Compliance
• Standard compliance reporting, enabling quality
control of projects and robust auditing
Control and visibility (real time) of projects that can be rolled
up to district / region and pole
• Easier top down / bottom up view of Projects business
Enable best PM methodology and practice to be used to run
our projects including the Major Projects requirements
• Realisation of training investment and implementation
of the Major Projects approach
More efficient project management reducing internal costs,
standard reporting
Reduction of number of different disparate tools used by PMs
Post Award Savings within the tool enabling clear linkage to
relevant projects and answering “where it was used”
• Lower preliminary costs aiding growth through lower
cost to serve
• Project Management efficiency
• Identification of post award savings linked to projects
with auditable management
© 2015 by Honeywell International Inc. All rights reserved.
Smarter, Faster, Better Visibility and Retention of project data
© 2015 by Honeywell International Inc. All rights reserved.
16
Value / Impact by Role
Bid Managers/
Sales Leaders
• Use toolset for Bid Risk Review Policy items
• Single place to store Opportunity/ Bid documents that are
related to or have an impact on the future execution of the
project. Makes Sales-to-Projects handovers much easier.
Project Managers/
Supervisors
• Use toolset for day-to-day running of his/her projects
• Single place to store project data
• Use toolset to generate the project schedule.
• All Project Reviews will be handled using toolset
rather than by creating separate Powerpoint presentations.
• Toolset will guide through the project life cycle
(incorporation of key project processes)
District Operations
Leaders
© 2015 by Honeywell International Inc. All rights reserved.
• Use toolset for day-to-day visibility of project portfolio
• Ability to track process/ policy compliance in a single tool
• Use toolset to “run” project reviews with their project
managers/supervisors
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Value / Impact by Role
Project Engineers/
Technicians
Regional/ Enterprise
Operations Leaders
HBS Senior
Leadership
© 2015 by Honeywell International Inc. All rights reserved.
• Use toolset tool to update status of their task in the
project plan when completed.
• Use toolset for day-to-day visibility of project portfolio
for the area of their responsibility
• Single place to view project data
• Early flagging of projects in trouble/ deviation reduction
• Ability to track process/ policy compliance in a single tool
• Use toolset to “run” project reviews with their project
managers/supervisors
• Use toolset for day-to-day visibility of full HBS project
portfolio
• Early flagging of projects in trouble – deviation control.
• Quarterly Large Project Reviews will in be done from the PV
tool – no PowerPoint slide generation.
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Training & Deployment Timeline
• Deployment Leaders/ System Administrators training:
- 4 sessions globally – weeks of October 12th & 19th:
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w/c 12th of October: Amsterdam (for Europe & HGR) & HongKong (for AP – India/SEA/HK &Taiwan)
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w/c 19th of October: Morristown, USA (for Americas) & Melbourne (for AP- Australia and New Zealand)
- 4 days training for deployment leaders + 1 extra day for System
administrator
- Following training deployment leaders will start training PMs in their own
district by the end of October.
• November: Start of full training & deployment
- Being broken down in sessions spread over the week if necessary.
• Post- deployment follow-up:
- Weekly “Project Vision helpline sessions” hosted by ProjectVision Core
team members in each Enterprise.
- District follow-up sessions led by assigned deployment leaders
© 2015 by Honeywell International Inc. All rights reserved.
© 2015 by Honeywell International Inc. All rights reserved.
Communications & Change Mgt
• Global Level Communications: Started
- Regular Global BDW updates – 1 slide
- Project ops quarterly town hall meeting calls (Project Sponsor)
- Functional updates (IT, Sales, Finance)
• Leadership teams communications: September
- Enterprise level - (Europe & HGR) / (APAC) / (Americas)
- Regional levels – (Europe & HGR) / (APAC) / (Americas)
• District Kick off Communications: End September start
- District Leadership teams
- Assigned Deployment Leader w/ support from PC Enterprise
deployment leader
- Local works council – DPML/DGM + Local HR leader
- District project ops teams – Assigned deployment leader + DPML
Standard presentation decks available for presenters.
© 2015 by Honeywell International Inc. All rights reserved.
PM Landing Page
© 2015 by Honeywell International Inc. All rights reserved.
Customisable Dashboards
© 2015 by Honeywell International Inc. All rights reserved.
Project Planning Page
© 2015 by Honeywell International Inc. All rights reserved.
Sales Handover Page Example
© 2015 by Honeywell International Inc. All rights reserved.
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Project Details page
© 2015 by Honeywell International Inc. All rights reserved.
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Global Categorisation in PV
© 2015 by Honeywell International Inc. All rights reserved.
Project Risk Matrix
© 2015 by Honeywell International Inc. All rights reserved.