Project Management Systems: Supporting the Transformation Niall Faris – Head of Project Controls Systems Programme Management Office Agenda • • • • • • • Some London Underground Facts Overview of Capital Programmes Political/Organisational Context The Maturity Journey Current Controls Tool Situation The Future Controls Solution Delivery challenges and Quick Wins Some Facts • London underground is the oldest underground railway in the world, with some parts of the network dating back to the 1850s. • We operate 268 stations and 253 miles of track, along 11 lines. • The network services over 3 million passenger journeys each day. • We have started a programme of major investments to renew and upgrade the entire network • The Capital Programmes Directorate is tasked with delivering this investment, spending £1.4bn per year until 2018 London Underground Programmes We are delivering highly complex and varied projects within tightening constraints ... The Political Context The challenges • Investment constrained by ongoing commitment to reduce Government debt • Demands for significant improvements in efficiency and reliability • Olympics now 266 days away and counting.....plus mayoral election in Spring • Increased scrutiny on getting value for money. UK infrastructure costs 1540% more than in comparable European countries. Organisational Context “The only constant is change, continuing change, inevitable change, that is the dominant factor in society today. No sensible decision can be made any longer without taking into account not only the world as it is, but the world as it will be.” Isaac Asimov • Large consolidation of central functions (HR, IM, Assurance etc.) with significant resource reductions. • Increasing external pressure/influence. LU Projects Organisation Capital Programmes Directorate Strategy and Commercial Upgrades Sponsor Infrastructure Sponsor Stations Sponsor Track & Civils SSR Upgrade 400 Projects 2000 Project Staff Sponsors Programme Managers Project Managers Controls Staff Engineers Stations PMO Power & Cooling BCV Upgrade The Maturity Journey Project Management Maturity Model used to measure our performance Certification Started at 0.8 The Project Management Framework Controls Processes Systems? The Current Controls Situation PRA Primavera Risk Analysis P6 Primavera Schedule Risk Analysis Excel Planning Excel Change Control Excel Issues Management P6 Primavera Microsoft Project Planning Planning ARM Active Risk Manager Risk Management Business Object @risk QRA MPD RIB Cost Estimation P6 Primavera WBAT Accruals Tool Excel Project Cost Management Excel Benefits Management Excel Lessons Learned ASite Contract Management OPM Oracle Portfolio Manager SAP ERP – Financials, Timesheets, Procurement, HR Excel Reporting The current situation The challenges • The business currently operate around 40 different controls tools. • A large amount of the core control processes operate from Excel Spreadsheets stored locally. • Reporting is burdensome, as data is difficult to get hold off. • No single source of the truth. • Labour intensive obtaining an enterprise view of data The Platform for tools • All projects and programmes working from the same project Lifecycle • All projects are operating the same controls processes The Integrated Controls Solution Presentation Layer (BI) – P6 Analytics Reporting OPM Oracle Portfolio Manager PCM Primavera Contract Manager Benefits Management Lessons Learned Contract Management Change Management Project Cost Management P6 EPPM Primavera PRA Primavera Risk Analysis Quantitative Risk Analysis Planning & EVM Issue Management RIB Cost Estimation SAP ERP – Financials, Timesheets, Procurement, HR ARM Active Risk Manager Risk Management The Potential Benefits • • • • • • • • • • • • • All project staff to have access to all systems Project staff will work from desktop project dashboards using up to date data. All software will be linked meaning data will be entered once into the system. Period end reporting will be automatic There will be no Excel working for Project Controls The business will be able to drill down to interrogate projects without disrupting project teams. Data quality will improve Decision making capability improved Business will be able Enterprise wide view of projects will be obtained Standardised training to be introduced Transfer of staff around the business improved System will be easier to support with 8 pieces of software Licence use optimised Delivery Challenges PMS Schedule Overview – Proposed Revised Position Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 LU PMS Programme 3 4 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 P3M3 Level 4 P3M3 Level 4 3 5 4 6 5 6 Phase 1 P6 & Web Front-end Available Concept Design Detailed Design P6 Build, & Test UAT P6 Rollout Service + Test Model Setup SAT & PAT Environments MPD: Impact, Design & Upgrade Deliver Portal Service + Test Model Refine Phase 2 Setup Environ. Detailed Design Phase 2 Concept Design Phase 2 P6 & PCM Available P6 Build, Test & Release P6 Rollout & Embedment PCM Build , Test & Release PCM Rollout & Embedment PRA Build , Test , Release Rollout / Embed PRA Available Lessons Build & Test Rollout / Embed Benefits Build & Test Rollout / Embed Benefits & Lessons Learned Available Analytics & Reporting Pilot Project TfL PPM Programme Agree System Processes Design TfL Single PM Methodology Implement Single PM Methodology Review LU PPM Tools Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Christmas Freeze Close-Out Implement TfL PPM Tools Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Olympics Freeze Delivery Challenges/Lessons Learnt • What does ‘out of the box’ really mean? • Tackle core process issues early • Stay strong and avoid developments wherever possible – ‘we are special syndrome’ • Full stack Oracle knowledge very scarce in UK • Cultural challenge not to be underestimated • Implementation will require a dedicated embedment team Quick Wins: • Get early sandbox set up – proof of concept and stakeholder management/engagement is key • Consider the cloud... 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