I. Summary
Our project management services helped to deliver a Project/Program Management tool that client uses to orchestrate, prioritize, and drive projects to achieve/align with the Business objectives. This tool represents a single platform that enables to manage the entire project lifecycle and make more informed strategic investments. It provides the unified, comprehensive project management capabilities to deliver quality initiatives on time and within budget.
Type of provided services: Project Management Services, Change Management Services
Core business platforms: Clarity PPM
Project hours: More than 700 project hours
Used methodologies: PMI PM BOK, ADKAR, Internal PM methodology
Type of engagement: as a direct contractor and project contract with client
EPPM role in the project: Complex Project Management, Change Management
II. Introduction
As part of our services, we dealt with the deployment of a new PPM Tool Clarity in client environment that covered six countries CZE, SVK, POL, ITA, SRB, ROU. Our involvement covered setup of new project management processes (Demand/Idea Management, Finance Management, Resource Management) and automatization. This project required huge change management activities that reflected Covid19 situation and internal organizational changes. The project was completely managed by virtual, and we used hybrid (agile/waterfall) delivery of services. We migrated hundreds of projects and setup new way of working. Project was successfully transferred to operations.
III. Needs/Problems
The client used PMO Tool internally called “Athena” to support and manage the portfolio of projects throughout the whole Group that was based on platform of “Easy Software”. It was a main point for all project managers and managers to access, view and edit their project portfolio or view their tasks. Due to the company's growth and new requirements was no longer fully compliant and client decided to implement new solution. The main needs included the following areas:
complex system
minimal system modifications
easy integration into the clients’ environment
extension and use of the idea phase for the portfolio of projects
access control and use across the group
IV. Goals/Objectives
The goals and objectives that address the needs/problems stated above:
Goal 1: Replacement Athena with advanced PM Tool till May 2021.
Goal 2: Train Ambassadors and prepare Train to Train environment
Goal 3: Train end Users by Ambassadors / trainers
Goal 4: Align PM Processes with countries
Goal 5: Support
V. Procedures/Scope of Work
Procedures and scope of work that we oversaw:
Stage 1: Basic Configuration:
Kick-off of Initial stage, project organization setting, High level specification and Requirement’s clarification. On Premise Environment preparation. Management Clarity PMM Installation and Basic settings (as sprints). It covered Demand and Project Management, Basic Resource Management and Basic Finance Management. Initload of migrated data and basic integration with AD. System administration training and Onboarding of users.
Stage 2: Automatization:
Extension (as sprint) of Portfolio management, Advanced Resource and Finance management and Automation processes. Organization of Detail specification workshops, trainings, and testing.
Complete Integration:
Initiation and participation on Integration with Jira, Sharepoint/MS365 and DWH.
Key Risks:
external risks Covid-19, project approach - a hybrid agile delivery, Time-Material Contract, Licenses, Data sources from different countries, SSO, Transfer knowledge, Integrations, and User’s resistance.
Key Enabler:
expiration of Athena licenses; quick setup of team and roles, communication
Critical Success Factors:
The business project would not have been successful without the help of companies such as Catta Consulting that covered the entire knowledge of PPM Area. Internal split of team and decision to have in team seasoned process manager and a fully utilized MS Teams platform.
Core PPM platform:
Broadcom.com - Clarity
VI. Timetable
Detailed information on the timetable of the project:
| Description of Work | Start and End Dates |
Phase One | Stage 1: Basic Configuration | 01/Jan- 10/Mar |
Phase Two | Stage 2: Automatization | 10/Mar-21/May |
Phase Three | Complete Integration | 21/May-30/Jul |
VII. Budget
From the project point of view, we have delivered more than 700 project hours. The controlling and monitoring of the budget took place on the basis of implementation according to individual milestones and in the form of time-material.
VIII. Key Personnel
List the key personnel/teams who were responsible for completion of the project, as well as other teams of the project as visible on high level chart. During the project, there were regular communication of about 4 dozen of people with an impact to 6 countries.
Steering Committee:
Coordinated the steering committee as the highest IT project management body that directed the IT project and took decision
Core Project Team:
Reviewed the status of the IT project with the team on weekly basis. Including update on team progress, Risks and Issues, potential scope changes.
Vendor Team:
Functional and Technical Consultants of CLARITY
Process Implementation Team:
PM individuals or PMO groups who were assigned to and worked on the project, related to the project management processes
Technical Implementation Team:
IT Individuals or Opps groups who were assigned to and worked on the IT project in area of security, server, database, access to environment
Integration Implementation Team:
IT Individuals, Architects or SME groups who were assigned to and worked on the IT project in area of integration of solution with other systems based on agreed SoW
Test Team:
IT and PM Individuals and groups who were assigned to and worked on the IT project in area of testing of solution in relevant process and IT areas
Ambassadors:
PM Individuals and groups who are assigned to and worked on the IT project in area of testing, training of end users, promoted solution into client’s group countries.
Used tools for Project and Change Management:
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IX. For Further Information
Visit our website, www.eppm-services.com, or contact Miroslav Czadek, EPPM Services, s.r.o. In case of direct client reference about how we managed project or details about our involvement we will share direct contact on request.