The Project Status & The Portfolio
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The document discusses the importance of effective project status reporting and its impact on project management. It emphasizes understanding the complexities of audience communication and offers strategies for managing stakeholder expectations based on their power and interest levels. Additionally, it outlines best practices for creating a Project Health Status Report to streamline communication and keep all parties informed.
The Project Status & The Portfolio
- 1. Ned Johnson Director, Project Management - Team Detroit @nedjohn 1 Project Status & the Portfolio
- 2. STATUS 2
- 3. • Importance of status • The complexity around audiences for project status and their priorities • Sample Project & Portfolio Level Reports • Open conversation 3 Topics
- 5. Because, after all, don’t let anyone tell you a PM job is just about status reports. 5
- 6. If you do status right then you can focus on the real work of project management. 6
- 7. Thinking two steps ahead Team building Barrier busting Relationship management Strategic thinking Planning 7
- 8. Always knowing who is supposed to do what by when (and making sure they know it too…) 8
- 9. You do all that stuff well, then you… 9
- 10. earn your place at the center of a project… 10
- 11. Status and the complexities of your audience 11
- 12. Team size and communication channels 12
- 13. 13 clients PM account qa tester art director UXA analytics copywriter developers strategist
- 14. business analyst clients account qa tester art director UXA analytics copywriter developers strategist 14 business analyst clients account qa tester art director UXA analytics copywriter developers strategist pm Project 1 Project 2
- 15. 15 qa tester account UX art director copywriter analytics finance developers Senior mngt hr qa tester account UX art director copywriter analytics finance developers Senior mngt hr Seo ola pm Agency Sr. Mngt. Internal Operations Client Sr. Mngt Muckety-mucks
- 16. N(N-1)/2= your communication links N is the number of people interested in your 16
- 17. Things get complicated quickly 17 2(2-1)/2=1 3(3-1)/2=3 4(4-1)/2=6
- 18. 18 200 180 160 140 120 100 80 60 40 20 0 0 5 10 15 20 25 Communication Links Those interested in your project(s)
- 19. Different people have really varying levels of interest in project status 19
- 20. What your audiences are thinking I am paying a lot of money for this. It better be cool and done on time. My boss is paying a lot of money for this. It better be cool and done on time. I promised a lot when I sold it. It better be cool and done on time. 20 This is about to start costing the agency money. What’s going on? Can you keep them off my back. Let me work and I promise it will be cool. Not sure about the on time or money thing.
- 21. Power & Interest Keep Satisfied Regular, high level communications. Is it Red, Yellow or Green and when. (Sr. Level Client, Agency Leads) POWER Interest Manage Closely Focus your efforts here. Daily communications. (Your day to day team, including client.) Monitor A courtesy phone call or email occasionally. Keep Informed Generally weekly, but detailed information. (Other department leads, agency operations.)
- 22. Audiences and Channels of Communications •High power, interested people: Manage closely. 22 •Daily standups, actionable meeting minutes, tickets/tasks, issue and change logs, status meetings and reports •High power, less interested people: Keep satisfied. •Steering committee, monthly report outs, workstream and portfolio level reports •Low power, interested people: Keep informed. • In-Person quick updates, status reports, email of important activities •Low power, less interested people: Monitor • Occasional email, quick in-person update
- 23. 23 200 180 160 140 120 100 80 60 40 20 0 0 5 10 15 20 25 Communication Links Those interested in your project(s)
- 24. Power & Interest Keep Satisfied Regular, high level communications. Is it Red, Yellow or Green and when. (Sr. Level Client, Agency Leads) POWER Interest Manage Closely Focus your efforts here. Daily communications. (Your day to day team, including client.) Monitor A courtesy phone call or email occasionally. Keep Informed Generally weekly, but detailed information. (Other department leads, agency operations.)
- 25. Levels of Status Tool Who & Purpose Frequency None - The team and I are inseparable. Does a status report even matter to them? Project Health (PHS) Status Report Workstream Project List Total portfolio view 25 Project Team – We communicate all day, everyday. Manage Closely, Keep Informed – The project story, with gory details. Project stories at a glance. What’s going on in my kingdom. Ongoing Spend quality time once/week. If you do PHS well this should be automatic. If you do PHS well this should be automatic.
- 26. If you set up a few rules, keeping all those audiences happy doesn’t have to mean a unique, customized report for each audience. 26
- 27. The Project Health Status Report 27
- 28. Project Health Status Report Manage 28 Core Project Information What just happened, and what’s happening next. Key project milestones. A common language. Risks and issues. OK, you want the truth? Closely Keep Informed
- 29. Core Project Information: • Common naming, numbering scheme • Key project member names • Project health color • High level project summary • Description of key project issue if yellow or red Red There is a problem and at this time we do not have a plan to correct it. Yellow There is a problem, but we have a plan to correct it. Green All is well. Project Health Status Report Manage Closely Keep Informed
- 30. Project Health Status Report What just happened, and what’s happening next. • Key accomplishments • Planned activities • The status of those planned activities. 30 Manage Closely Keep Informed
- 31. Common Milestones • Key milestones, using the same naming convention on each project • There can be additional milestones in the plan • Assume many items will run simultaneously Manage Closely Keep Informed Project Health Status Report
- 32. Project Plan Core Project Information • Key milestones, using the same naming convention on each project • Project Plan milestones populate portfolio level charts
- 33. Workstream Project List (e.g. Ford Truck) Keep Satisfied Keep Informed Core Project Information Key project milestones. A common language. 33 Milestone Project Name PM Client Name Project Manager Account Manager Percent Complete Project Health Project Health Project Summary Project Goals SOW Approval Wireframe Approval Analytics Plan Creative Review Creative Approval EHO QA Handoff Acceptance Testing Go Live 5785-E-MYCO-Lincoln 2016 MKZ MYCO Jim Peters Sharma; Gunjan Miser; Paul 2/17/2015 2/27/2015 4/7/2015 4413-B-SITE-Lincoln 2014 Concierge 2_5 Discovery Jim Peters Sharma; Gunjan Miser; Paul 10/15/2014 11/13/2014 1/23/2015 1/23/2015 2/20/2015 3/27/2015 5/12/2015 5/28/2015 4414-B-SITE-Lincoln Conierge 2_5 Desgin - Deploy 2015 Jim Peters Sharma; Gunjan Miser; Paul 10/15/2014 11/13/2014 1/23/2015 1/23/2015 2/20/2015 3/27/2015 5/12/2015 5/28/2015 4415-B-SITE-Lincoln 2015 Concierge Ongoing Maintenance Jim Peters Sharma; Gunjan Miser; Paul 10/15/2014 11/13/2014 1/23/2015 1/23/2015 2/20/2015 3/27/2015 5/12/2015 5/28/2015 4416-B-SITE-Lincoln AEM Transition and Concierge 3_0 Discovery Jim Peters Sharma; Gunjan Miser; Paul 10/15/2014 11/13/2014 1/23/2015 1/23/2015 2/20/2015 3/27/2015 5/12/2015 5/28/2015 4417-B-SITE-Lincoln 2015 AEM and Concierge 3_0 - Design to Development Jim Peters Sharma; Gunjan Miser; Paul 10/15/2014 11/13/2014 1/23/2015 1/23/2015 2/20/2015 3/27/2015 5/12/2015 5/28/2015 • Core project information from Project Plan meta data fields (pull down menus) • Project Plan milestones populate portfolio level charts • Project Plan health indicator populates portfolio level charts
- 34. Portfolio View 34 Keep Satisfied Keep Informed • All data driven from project plans • All active and planned projects available with filters • Project Plan start and end dates • Health, % Complete, Go Live Dates Project Owner Name PM Project Health Project Name Percent Completed Status Go Live Nykiel; Debbie Red 5624-E-SITE-Ford 2014 CMS Content Migration - Phase 3 18 9/12/14 - This project covers UI development; change mgmt and content migration from NGBS to AEM. Specifications UAT to complete by 9/16 - migration to Husted; Tracy Green 8521-G-PLTF-Ford 2015 Ka Directors Chair Global Digital Launch 87 QA in progress with FPO assets. Tech team still waiting on videos from the TVC to implement. Delay of receiving videos is putting this project at risk. 10/15/2014 Ormos; Natalie Yellow 9191-O-TSUV-Ford 2015 Expedition Launch - OLA 44 Paid Digital Advertising production in support of the 2015 Expedition Launch. Yahoo making updates from our feedback. No I/O issued yet and production can't begin 10/20/2014 Sheibar; Andy Yellow 4285-B-SITE-Ford 2013 Social Redesign 54 10/30/2014 Kalousdian; Katherine Red 9193-O-CCUV-Ford 2015 Mustang Launch Display - OLA - Mobile 74 Mustang Launch OLA plan. STATUS: New In market date is Oct 8th. Design assets are routing and being revised as 10/31/2014 Brzuszek; Elaine Yellow 4384-B-ONGO-2014 Content Studio - Coastal Beat 70 Content Studio always on for Super Segment Sustainment. Green bag creative ready for 7/26 onsite live date. Working on social posts as well as VOX proposal. 11/12/2014 House; Leslie Green 5761-E-MYCO-Lincoln 2015 MKC Black Label - PDM Reveal 0 BP @ MYCO. 11/21/2014 Brzuszek; Elaine Green 9188-O-ONGO-Super Segment Sustainment - OLA 75 Overarching plan for the ongoing support of the Super Segment Sustainment project Core team. Updates in status 12/11/2014 House; Leslie Green 5765-E-MYCO-Ford 2016 Medium Duty - PDM Reveal 0 PDM Project only. Possible scope change to include configurator. No BP configuration requested for CY 2014. 12/18/2015 Levine; Heather Red 4398-B-ONGO-2014 Content Studio - Coastal Beat Good Cities 76 Sustainment coastal beat project with good.IS. Team is working on influencers list, timing, and deliverables with the vendor. SOW to be completed next week with the final 12/19/2014 Sheibar; Andy Green 4325-B-SITE-Ford 2014 YouTube Channel Consolidation 56 12/9/2014 Paruszkiewicz; Steve Green 8504-G-ASTS-Ford 2015 Ka Rich Media Assets 69 4/16/2015 Ditto; Dean Yellow 5634-E-SITE-FL 2013 Mobile CPO Refresh 46 Yellow due to aggressive timeline 4/22/2015 Dupuie; Jody Yellow 9180-O-TSUV-Ford 2015 F-150 Pre-Launch - OLA 76 We Test, You Test Campaign. Missing some go live dates due to traffic, CMP changes and vendor issues. 4/7/2014 House; Leslie Green 5651-E-MYCO-Ford 2016 Explorer- PDM Reveal 0 Brand team working to provide H&As. BP reveal 11/18. 5/29/2015 Dutton; Emily Yellow 4397-B-SITE-2014 Ford Trucks YouTube Refresh 76 You/We Test YouTube Refresh 8/29/2014 Woloszyk; Diane Yellow 4395-B-SITE-2015 Lincoln MKC Launch Campaign 90 TEN content launched via maintenance task 8.4.14. Client approval of MM content week of 8.11. 9/5/2014
- 35. • Take time in your company to define your own unique set of core project information. • Educate clients and all audiences on level of information they should expect and when. • Make it part of job expectations for project managers to maintain your organizations preferred level of common project details. • The rock stars figure out how to fill in the grey areas through other formal and informal communications on a project by project. 35 Takeaways
- 36. If you do status right then you can focus on the real work of project management. 36