Advanced Program Management
Advanced Program Management Getting Started: Embarking on Your Program Management Journey: Welcome to the Advanced Program Manager’s Guide. This comprehensive resource will expertly lead you through the fundamental steps necessary to successfully initiate and manage a project. From its inception to closure, you will uncover invaluable insights, utilize work breakdown structure templates, and gain expert tips to ensure the triumphant execution of your program.
What is Portfolio versus Advanced Program Management
Service portfolio management is the meticulous process of overseeing a comprehensive service portfolio, which constitutes a thorough catalog of services under the purview of a service provider. This service portfolio serves as the central tool for effectively governing the entire lifecycle of all services.
Operational at the highest echelons of an organization, Service Portfolio Management is concerned with the adept management of an assemblage of projects and programs meticulously tailored to harmonize with the organization’s strategic objectives. This portfolio encompasses a diverse array of strategically vital programs, projects, and initiatives, each meticulously selected to align with the organization’s overarching goals.
Axelos guidelines for building a Service Portfolio.
Modern Examples of Service Portfolio Management
Modern Examples of a Service Portfolio includes Hybrid Work Model, ITSM Portfolio, Cloud Services Portfolio, Digital Transformation Business Services Portfolios.
Program Management: Navigating Complexity
Program management, operating below portfolio management, focuses on orchestrating a cluster of related projects united by specific strategic goals. Programs, typically broader and more intricate than individual projects, demand a higher level of involvement.
The Role of Program Managers
Program Managers, situated within an enduring Program Management Office, handle and dissect intricate programs that involve a greater degree of uncertainty and complexity.
Project Management Institute reference includes Roles, responsibilities, & skills in program management
Key Aspects of Program Management
Program management involves overseeing multiple interrelated projects, aligning them with organizational goals, and ensuring they collectively deliver intended benefits. This approach emphasizes the broader picture, optimizing resource allocation, and addressing strategic objectives.
Successful Program Management
Successful program management is pivotal for navigating the complexity, planning, and resource allocations of projects. Employing specific tools, techniques, and processes is imperative for managing larger, more enduring, and less certain projects.
Alignment with Organizational Goals
Ensuring each project and program directly contributes to organizational objectives requires establishing a robust governance framework. Regular reviews and validation of alignment maintain focus on the bigger picture.
The Agreement Process: 3 Steps to Achieve Buy-in (isixsigma.com)
Reporting Progress and Benefits Realization
Implementing a comprehensive reporting system that tracks project milestones and measures actual benefit realization provides a holistic view of progress. Utilize Key Performance Indicators (KPIs) and relevant metrics to bolster transparency.
Benefits Realization Management Framework | PMI
Avoiding Scope Creep and Conflicting Messaging
Employ rigorous change control processes to evaluate proposed changes thoroughly. Assess their impact on the program’s scope, schedule, and budget. A formalized process for evaluating and approving scope changes is paramount.
Scope Creep: 5 Ways Product Managers Can Reduce It
Resource Optimization with Program Changes
A dynamic resource allocation model facilitates flexibility in reallocating resources when program priorities or requirements shift. Implement a resource management system for visibility into availability and constraints.
What Is Resource Optimization? Techniques & Best Practices
Risk Management and Contingency Planning
Developing a comprehensive risk management plan, integrating advanced techniques like scenario analysis and Monte Carlo simulations, is vital. Establishing contingency plans for high-impact risks safeguards program objectives.
Contingency planning as a necessity – risk assessment process
Benefits Management
Implementing a benefits realization framework to track and measure the achievement of intended benefits over time is crucial. Employ techniques like Earned Value Management (EVM) to quantify delivered value.
Earned value management systems (EVMS)
Stakeholder Engagement and Communication
Conduct regular stakeholder analyses to identify evolving needs and expectations. Tailor communication plans for different stakeholder groups, ensuring they receive relevant and timely information.
Harvard Business Review: How to Create a Stakeholder Strategy
Change Management and Adoption
Employ advanced change management methodologies like ADKAR (Awareness, Desire, Knowledge, Ability, Reinforcement) to facilitate smooth transitions during program implementation. Focus not only on managing change but also on ensuring its successful adoption.
Change management for product managers
Innovation and Continuous Improvement
Foster a culture of innovation within the program team. Encourage creative problem-solving and provide channels for team members to propose and implement process improvements.
Strategic Alignment Reviews
Conduct regular strategic alignment reviews with executive stakeholders. Highlight risks and blockers to ensure the program remains aligned with the evolving strategic direction of the organization. Use these reviews to validate program objectives and adjust course if needed.
3 Strategic Misalignment Moments
Modern Examples of Advanced Program Management
Some modern examples of Program Management include Digital Transformation, Employee Experience, and Generative Artificial Intelligence.
Project Management
Project management, on the other hand, concentrates on individual endeavors. It encompasses planning, execution, and control of specific tasks to achieve predefined objectives within set constraints like time, cost, and scope.
Modern Examples of Advanced Program Management
Some examples of Project Management might include deploying technology, Software Project Management, Knowledge Management Projects, Predictive Intelligence Projects, Data Center Migration Projects.
Work Breakdown Structure (WBS)
A Work Breakdown Structure (WBS) is an indispensable tool for project planning, breaking down the project into manageable components.
Forbes Advisor: Work Breakdown Structure (WBS) In Project Management
Dartmouth Engineering Presents the Five-Level Work Breakdown system:
| X.X Phase | X.Y WBS Activity Stream | X.Y.Z Sub-stream |
| 1.0 Initiation | 1.1 Define Objectives and Scope 1.2 Stakeholder Identification and Analysis 1.3 Risk Assessment and Management 1.4 Resource Identification and Allocation 1.5 Establish Communication Plan | 1.1.1 Product Strategy 1.1.2 In/Out Scope 1.1.3 Business Case 1.1.4 Product Vision 1.1.5 Product Roadmap 1.2.1 Stakeholder Action 1.2.2 RACI Diagram 1.4.1 BA, Dev, SecOps, IAM 1.5.1 Engagement Comms 1.5.2 Executive Highlight 1.5.3 Weekly Cadence |
| 2.0 Planning | 2.1 Develop Work Breakdown Structure (WBS) 2.2 Create Schedule and Milestones 2.3 Allocate Budget and Resources 2.4 Define Quality Standards 2.5 Develop Procurement Strategy | 2.1.1 Track 1, Track 2… 2.2.2 Jobs to be Done 2.2.3 Complexities Schedule 2.3.1 Weekly Burn Rate 2.4.1 DMAIC New 2.4.2 DMADV existing 2.5.1 License Validation |
| 3.0 Execution | 3.1 Team Onboarding and Training 3.2 Task Assignment and Tracking 3.3 Stakeholder Communication & Engagement 3.4 Monitor and Control Progress 3.5 Risk Mitigation and Issue Resolution | 3.1.1 Process Demo/Training 3.1.2 PreUAT Training 3.1.3 Go Live Training 3.2.1 Project Management 3.3.1 Stakeholder Action 3.3.2 Thought Process Map 3.4.1 Progress Call Outs 3.5.1 Risk and Issue Review |
| 4.0 Monitor & Control | 4.1 Performance Metrics and KPIs 4.2 Status Reporting and Dashboards 4.3 Change Management 4.4 Quality Assurance and Compliance 4.5 Issue Escalation and Resolution | 4.1.1 Best Practice 4.1.2 Requirements 4.2.1 KPI Review 4.3.1 Change Acceleration 4.4.2 Change Control 4.5.1 Escalation Matrix |
| 5.0 Closure | 5.1 Delivery Verification and Acceptance 5.2 Lessons Learned and Best Practices 5.3 Documentation and Reporting 5.4 Handover to Operations or Next Phase 5.5 Celebrate Achievements & Recognitions | 5.1.1 Review/Approve 5.2.1 After Action/ Improve 5.3.1 Post Mortem 5.3.2 Knowledge Review 5.4.1 Production Plan 5.4.1 Go Live 5.4.2 Post Go Live Extra Care |
Advanced Program Management Tips and Tricks
Effective Communication:
Delivering Effective and Transparent Communications
Transparent communication is vital in program management. Establishing clear channels ensures that stakeholders are kept well-informed of progress, risks, and any changes that may arise. Additionally, it’s crucial to guarantee that all relevant parties receive timely updates. This fosters a culture of trust and transparency within the program.
Adaptability:
Developing Adaptability in Program Management
In the dynamic landscape of program management, adaptability is a cornerstone of success. It’s imperative to be prepared to adjust plans as necessary. This involves not only anticipating potential challenges but also swiftly responding to unexpected developments. By instilling a culture of adaptability, program managers equip their teams to navigate uncertainties effectively.
Risk Management:
Addressing Critical Issues in Risk Management
One of the biggest issues in risk management is the failure to log risks as they occur. Transparency in reviewing and managing risk issues, dependencies, actions, and changes is paramount. Proactively identifying, assessing, and mitigating risks is crucial to keep the project on track. Employing advanced risk assessment techniques, such as probabilistic modeling, enhances decision-making and ensures the program remains resilient in the face of uncertainties.
Team Empowerment:
Fostering Team Empowerment for Success
Empowered teams are the driving force behind successful outcomes in program management. Trusting your team’s expertise and delegating responsibilities is key. Encourage open communication, provide opportunities for skill development, and foster a collaborative environment. This not only boosts team morale but also significantly enhances overall productivity.
GE Change Acceleration Process – Mobilizing Commitment
Lessons Learned:
Leveraging Insights for Continuous Improvement
Regularly reviewing and documenting lessons learned is an invaluable practice for future projects. Moreover, ensure that these insights are seamlessly integrated into the program’s knowledge repository. This not only facilitates continuous improvement but also serves as a foundation for making well-informed decisions in subsequent projects. By doing so, program managers lay the groundwork for ongoing success.
GE Change Acceleration Process – Making Change Last
Resources
- After-Action Review Library – National Policing Institute
- Best Tools – The Product Manager
- Brainstorming Session Template & Free Examples
- Career Ladders for Product Managers at 8 Top Technology Firms
- Expert Tips to be a Master in Microsoft Project – The World Financial Review
- Figma: Add a little magic to your files
- Free eLearning Courses | PMI eLearning
- Guide to Effective Product Management
- How CAP Can Revolutionize Your Organization’s Change Management – isixsigma.com
- How Lean Six Sigma Helped Grupo Bimbo Stay Relevant and Retain Global Market Share
- Governance Risk and Compliance Program 5-Step Policy-Compliance Risk Management
- Microsoft Project Tips and Tricks | Developer.com
- Predictive Intelligent Situational Awareness
- PMBOK Guide | Project Management Institute
- PMI Most Influential Projects 2022 | #MIP2022
- Review and Approve Knowledge
- The Top 10 Deliverables of Product Managers
- US National Institute Of Health- “Application impact analysis: a risk-based approach..” for the Journal of Business Continuity Emergency Planning by Beth Epstein and Dawn Khan (Simmons)
- Value Stream Mapping Helped Increase a University’s MBA Enrollment by 70%
