1. You just need to have a plan

2. Agenda: City of Bostons Program Management Office What is a project? Project Statistics Why do Projects Fail? Project Success factors Project Management based on what? City of Boston Department Benefits What is your investment? Resources Q&A

3. Pre-Program Management Office 2006 - 2007 2006: Mayor Menino hired Bill Oates from Starwood to become the Citys first CIO . Mr. Oates purchased CA Clarity to be used as the project management tool. 2007: Dave Nero contacted a number of people across the City to help configure the tool. 2008: Alice Santiago hired to create the Citys first Program Management Office. What is wrong with this picture?

4. Program Management Office Established in 2008 @ DoIT Developed a flexible process for working on projects Customize tools to facilitated project management Create and deliver training Provide resources to promote project management Develop custom reporting on project management data

5. What is a Project? A project is a temporary endeavor undertaken to create a unique product, service, or result. The temporary nature of projects indicates definite beginning and end. The end is reached when the projects objectives have been achieved or when the project is terminated because its objectives will not or cannot be met, or when the need for the project no longer exists. Temporary does not necessarily mean short in duration. Temporary does not generally apply to the product, service ,or result created by the project, most projects are undertaken to create a lasting outcome.http://www.pmi.org

6. Succeeded: Ontime, budget, all Standish Group Chaos Project Numbersrequirements metChallenged: Over budget 2011and/or delivered lateand/or fewer features 2009than requested 2006Failed: Cancelled or neverused once completed 2004 2002 2000 1998 0% 10% 20% 30% 40% 50% 60% 1998 2000 2002 2004 2006 2009 2011 Succeeded 26% 28% 34% 29% 35% 32% 37% Challenged 46% 49% 51% 53% 46% 44% 42% Failed 28% 23% 15% 18% 19% 24% 21% http://blog.standishgroup.com/

7. Look familiar? http://www.ibmsystemsmag.com/power/Systems-Management/Workload-Management/project_pitfalls/project_success_or_failure/Why do projects Fail?Project management (54%)Activities defining and controllingthe IT projectBusiness (21%)Aspects of the project dealing withproject funding, internal rate ofreturn and business dataPeople (14%)The team that carries out the ITprojectMethod (8%)The dimension involvingapproach, procedures and toolsTechnical (3%)Aspects of the project regardinghardware and software, testing andinterfaces between components http://cacm.acm.org/magazines/2009/12/52846-why-did-your-project-fail/comments

8. Albert EinsteinInsanity: doing the same thingover and over again and expectingdifferent results.

9. Project Management Success FactorsPM ResourceMethodologyConsistencyTool(s)Sponsor

10. Project ManagementMethodology Phases

11. City of Boston Project Management Approach 4.1 Develop 4.2 Develop 4.3 Direct and 4.6 CloseMethodology: Based on Project Project 5.1 Collect Manage Project or Charter Management Project Phaseindustry standard, Project Requirements Plan ExecutionManagement Body of Knowledge 5.2 Define Scope 5.3 Create(PMBOK 4, PMI) WBS 6.3 Estimate 6.1 Define Activity Breadth vs. Depth Activities Resources 6.2 Estimate 6.4 Sequence ActivityPhase 1 Activities Durations13 Steps across All Process 6.5 Develop 7.1 EstimateGroups Schedule Cost 9.3 Develop 9.2 Acquire Project TeamPhase 2 Project 9.4 Manage Team12 Steps In Planning and Project Team 10.2 Plan 10.3 DistributeExecuting 10.1 Identify Communicati Information Stakeholders ons 10.4 Manage StakeholderPhase 3 Expectations 11.2 IdentifyFocused Training (Human RisksResources, Quality, Risk, Cost, Change Control, etc.) 12.1 12.2 12.3 12.4 Plan Conduct Administer Close AS of 2010 32 out of 42 Steps covered Procurements Procurements Procurements Procurements

12. DoIT Capital Funding$20,000,000.00$19,000,000.00$18,000,000.00$17,000,000.00$16,000,000.00$15,000,000.00$14,000,000.00$13,000,000.00$12,000,000.00$11,000,000.00$10,000,000.00 $9,000,000.00 $8,000,000.00 $7,000,000.00 $6,000,000.00 $5,000,000.00 $4,000,000.00 $3,000,000.00 $2,000,000.00 $1,000,000.00 $- 2007 2013 Capital Funding $2,750,000.00 $19,500,000.00

13. Project Central

14. PMO Center of Excellence Opened on October 3rd, 2011 Accommodates 61 people 3 Large conference rooms 3 Small conference rooms Kitchen and work room

15. City Department BenefitsOutcomes Training Capture all Project Work Project Management I (15 hours) Idea Approval Process Project Management II (15 hours) Project Approval Process Project Communications (1 hour) Reports from Clarity Data Work Breakdown Structure (4 hours) Resource Management Workbench (8 hours) Budget Plan Stakeholder Identification and Analysis (1 hour) Running Team Meetings (2 hours) Status Reporting (3 Hours) Risk and Issues Management (3 hours) Lessons Learned (2 hours) Project Shutdown (1.5 hours)Resources Templates Job Aids Clarity Licenses Project Consultation Project Manager Mentoring Project space at Project Central City of Boston Project Management User Group

16. Available to all City DepartmentsPM ResourceMethodologyTrainingTool(s)SpaceSponsor

17. What is the investment? Your time to customize the process Your dedication to follow the process through Dedicated time for training Assigning Resource/Liaison to PMO Cost for training, software, support?

18. SCHOLARSHIPS FOR GRADUATE LEVEL PROGRAMS WHO MAY APPLY? Only full time City of Boston employees, in participating departments, are eligible for scholarship consideration.* Applicants must have been City employees for at least one year. Programs at the masters level and graduate level certificate programs at Boston University and Northeastern University may be covered by the scholarship program. HOW IS A SCHOLARSHIP AWARDED? Scholarships are awarded based upon (1)the needs of the City, (2) anticipated benefit to the City, (3) the employees record of on the job performance and potential. HOW DOES ONE APPLY? Applications for admission must be made directly to the graduate school of the applicants choice. Applications for scholarship must be received by July 1. If the applicant is accepted to the Scholarship Program, he/she will be notified between July 15 and August 1. Scholarship applications are available on the HUB under Document Library or by contacting Dana Webber at 617-635-2221. Contact: Dana.Webber@cityofboston.gov

19. Resources Blog: http://pmo@cityofboston.gov Email: pmo@cityofboston.gov alice.santiago@cityofboston.gov http://pmi.org http://www.bu.edu/met/programs/graduate/project- management-certificate/ http://www.cps.neu.edu/degree- programs/graduate/graduate-certificates/certificate-in- project-management.php