- Review and Incorporate Organizational Factors and Processes
- Authorize the Project
- Develop a Project Plan
- Lessons Learned
This chapter is from the book
This chapter is from the book
This chapter is from the book
Authorize the Project
Implementation of an EPM solution requires an investment in software tools and resources to implement the tools, train the staff, and integrate the solution into the processes of the organization. It requires the commitment of all the system users, including the leadership that approves the scope and authorizes the project, the PMO and project managers who will lead the effort, and all the resources who will contribute to the projects.
This project should be run like any other large-scale, important effort. It should be initiated with a scope and charter, a business case and cost/benefit analysis should be performed, milestones and goals should be established, and adequate resources (internal staff, external expertise, hardware, and software) should be allocated. Because an EPM implementation will affect the entire organization, care must be taken to adequately plan for it.
Define Your Preliminary EPM Implementation Scope and Charter
The EPM implementation will have an impact on processes, structures, people, and tools. The scope of the project should be based on what the organization can reasonably expect to accomplish in a given timeframe. It is typically wise to plan for a staged rollout of the EPM solution so that the amount of change can be managed in an orderly fashion.
It is important for managers and executives to understand that by participating in an enterprise system, some of the ways they were doing business so far might not apply anymore because an EPM solution seeks to standardize methods, procedures, rules, and structures throughout the organization. Stakeholders must be aware of the fact that by implementing an EPM solution they gain access to a wealth of information and data not available to them before. Also, data reporting is now more complex, and it relies on the discipline of each participant in the project management process.
The beauty of an EPM solution is that it makes it easier to spot project issues, and increases the visibility of all projects and resources and their assignments at the organizational level. In the beginning, the organization must identify all common business practices, structures, and terms for projects and resources and identify gaps that must be closed for users to fully leverage the EPM solution functions.
Deploying an EPM solution requires the discipline of all participants and a long-term commitment to project management practice. It cannot be emphasized enough that introducing an EPM solution requires planning and regular review of the system to make sure that it reflects the organizational reality at all times.
Defining the scope of the deployment helps the organization manage the expectations of end users of the system and those of the sponsors. It helps set the appropriate criteria for project acceptance and determines how the project should be measured. A detailed project plan and schedule will have to be developed at a later stage. Setting the scope and expectations during this preliminary step will prevent misunderstanding and lay the groundwork for a successful deployment.
Develop Business Justification
It is important for the organization to understand the intent of deploying an EPM solution and the associated benefits that will result from a successful implementation. The organization can expect that project managers, together with functional managers, portfolio managers, and executives, will identify the best practices and the most suited project management methodology for the organization in the context of the EPM solution. The organization might also decide to use the EPM solution to manage work that normally falls outside the boundaries of project management, such as operational work, very small projects, and maintenance activities. It might decide that there is value in tracking all time through the system and might even decide to integrate the EPM solution with other line-of-business solutions.
Each of the preceding decisions brings benefits as well as additional costs to develop the solutions, train the staff, and become effective in the use of the solution. It is important to complete a thorough analysis of costs and benefits so that no unexpected expenses arise and so that the timing of solution integration properly aligns with the needs of the business.
Clarity regarding expectations and costs provides the necessary balance for moving forward with your EPM solution.
Obtain Authority to Proceed
The project sponsor has the ultimate responsibility for the success of the project and usually is the primary liaison with the senior leadership team of the organization. It is imperative for the project manager of the EPM implementation project to build a strong relationship with the sponsor. This relationship will make it easier for the sponsor and the project manager to communicate properly with all the project stakeholders. Depending on the size of the organization and the size of the deployment, the number of stakeholders can vary largely from one organization to another.
Budget Authority
The budget for this project should be clearly defined and include enough funding for software, hardware, consulting support, and internal resources to effectively complete the project. This is a major enterprise project, so it must be properly funded to be successful.
Resource Authority
Resources from many organizations have to be included in the EPM implementation project. An EPM solution touches people across the organization and the impact on them should not be minimized. The resource impact has to be shared with the sponsor and stakeholders and approved as a part of launching the project. Inadequate resourcing will lead to confusion and miscommunication.