Project Status Reviews
APM SWWE Event, 31/01/2012
Pete Ricketts FAPM
Babcock Marine, Technology, Systems & Equipment
Babcock International Group Plc
www.babcock.co.uk
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• How can we have confidence that a
project is on track to deliver the agreed
outcome?
• Can this confidence be gained by just
looking at the project managers monthly
report, or should we be delving deeper?
• This session will provide an overview of the
process in use at Babcock to enable those
present to understand how this might be
implemented within their own organisation.
Babcock International Group Plc
www.babcock.co.uk
Agenda
•
•
•
•
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What we do at Babcock S&E, Bristol
Assurance Review process
Results of reviews
Overall findings
Questions
Babcock International Group Plc
www.babcock.co.uk
Status Review Process
Babcock International Group Plc
www.babcock.co.uk
SH1200241636 V0.05
Background to implementation
• The process was developed on the back of a
detailed review of a project.
• Process was then documented and trials
undertaken.
• The trials threw up interesting results….
• So we’ve carried on doing the reviews.
Babcock International Group Plc
www.babcock.co.uk
Different to Quality Reviews
Quality Audits
Project Status Reviews
Audits are conducted to
The CSR is a structured
confirm compliance with
process for reviewing
our Quality
where a project
Management System.
currently is, and the
plans going forward.
Also to identify areas of
good a practice and
The CSR is complimentary
improvements to our QA
to the CCPR process in
procedures
terms of assessing
whether the project will
be delivered
successfully and meet
the agreed objectives.
Babcock International Group Plc
www.babcock.co.uk
Review Process – in 3 Parts
• Undertaken in three (1.5hr sessions) and
examines evidence that;
– The project manager understands what he
needs to do,
– He has a plan for doing it,
– Reviews where the project is against the plan.
• Ten assessment areas within each part.
• No preparation required by the PM
Babcock International Group Plc
www.babcock.co.uk
Review Process (con’t)
• The reviews look in detail at whether good project
management practice is being applied.
• Based on the evidence seen, apply a “score” to
each of the ten areas reviewed.
• Enables a view of whether the project is likely to
be delivered successfully (or can identify early
warning signs).
• Is an opportunity to mentor and share good
practice across the teams.
Babcock International Group Plc
www.babcock.co.uk
Scope of review areas – sample questions
1) Evidence that Technical Requirements are
clearly defined, understood and
disseminated?
2) Evidence that Scope of Supply is clearly
defined and understood, including
Hardware, Documentation, Test Equipment?
3) Evidence that the Acceptance Events are
clearly defined, understood and
disseminated?
4) etc
Babcock International Group Plc
www.babcock.co.uk
Scoring based on Evidence
No Evidence
• As it suggests, no meaningful evidence supporting
the matter in question.
Some Evidence
• Some evidence indicating an attempt to address the
matter in question, but a long way short of fully
satisfying the assessment criteria.
Clear Evidence
• Evidence that indicates a good endeavour to address
the matter in question, but some minor shortfalls
observed.
Full Evidence
• Evidence that fully satisfies the assessment criteria.
Babcock International Group Plc
www.babcock.co.uk
Results Captured and Recorded.
• Projects are scored and results plotted.
No Evidence
Some Evidence
Clear Evidence
Full Evidence
10%
40%
70%
100%
Some criteria not scored
Babcock International Group Plc
www.babcock.co.uk
0%
Part 1, Understanding of Requirements
1) Technical
Requirements
2) Scope of Supply
3) Acceptance Events
4) Terms and
Conditions
5) Delivery Dates
Babcock International Group Plc
www.babcock.co.uk
6) Interfaces
7) Quality
Requirements
8) Packaging
Requirements
9) Security
Requirements
10) Export Licence
Part 2, Evidence of project planning
1) Project schedule
2) WBS, PBS
3) Budgets
4) Task instructions
5) Procurement plan
Babcock International Group Plc
www.babcock.co.uk
6) Manufacture, Assy
and Test plan
7) Risk Register & Plan
8) Dates align with
Contract dates
9) Key Event Milestones
10) Resource plan.
Part 3, Progress against the Plan
1) Project progress
2) Confidence in dates
3) Logical critical path
4) Metrics/KPIs in place
5) Budgets not exceeded
Babcock International Group Plc
www.babcock.co.uk
6) Risks being managed
7) Risks reviewed
8) Sub-contractor
management
9) Technical issues
being managed
10) Overall confidence
in meeting contract
Results of Reviews, sample
Babcock International Group Plc
www.babcock.co.uk
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Part 1, 1
Part 1, 1
Project
Average
Requirements
100
Export License
75
Scope of supply
50
Security
25
Acceptance
0
Packaging
Ts & Cs
Quality
Delivery Dates
Interfaces
Babcock International Group Plc
www.babcock.co.uk
Results UID 243121
Overall Findings
Babcock International Group Plc
www.babcock.co.uk
SH1200241636 V0.05
Findings, Process
• Process in place for 12+ months, now accepted.
• Process also used/initiated where Senior
Management has sensed problems in a project.
• Approach by Reviewer(s) influences the success/
benefits of the review.
– Constructive not critical approach is key
– A platform for PM’s to be very open
• Is an opportunity to coach and share experiences.
– Assistance in the resolution of issues
Babcock International Group Plc
www.babcock.co.uk
Findings, Results
• Has identified instances/areas where PM needed
support – that otherwise may not been identified.
• Where low scores seen, opportunities to improve
how project is run have been proposed.
• Has seen PM’s increase their skill level /
performance.
• Not in anyone’s interest to over score or hold
anything back.
• Health Warning – Technical matters not reviewed
Babcock International Group Plc
www.babcock.co.uk
Conclusion
• The process has demonstrated to be
beneficial and will continue.
• Are currently involving more Reviewers
– So that the process gets further embedded
– And they get an opportunity to see other projects.
• Beginning to see more consistency
• But doesn’t prevent some projects from
struggling
Babcock International Group Plc
www.babcock.co.uk
Any Questions?
Babcock International Group Plc
www.babcock.co.uk
SH1200241636 V0.05