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Re-Planning of project Portfolio in crisis (ENG)

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Sergiy Potapov
Sergiy Potapov

This document discusses how to re-prioritize a project portfolio in times of uncertainty. It recommends focusing limited resources on the most important tasks by (1) re-prioritizing projects based on delivery dates, cash flow and value; (2) re-designing project scopes to focus on mandatory and "good enough" deliverables; (3) identifying the constraint or critical resource and maximizing help for it; (4) making aggressive time estimates using techniques like three-point estimates; and (5) attempting to accelerate projects by buying speed-up where possible, while freezing lower-priority projects until operations can be run more efficiently.

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Re-Planning in Force-Majeures what is good to do with your projects in extreme circumstances 04-2020
Goal and main outcomes You must be able to adapt your Project Portfolio to the current uncertain situation! We’re going to discuss: How to Re-Prioritize your projects Portfolio What are useful advice to Re-Plan Projects with the highest priority How to focus your limited resources on the most important tasks
Sergiy Potapov Capacity builder – Achieve more. Faster! 15+ of managerial experience. CCPM in Ukrainian IT. Scrum in Ukrainian reforms (Prozorro) Effectiveness for business, Couching for NGOs, Developing of Civil society, Support for reform teams, through the Project Management Systems implementation. Lecturer at LvBS, KSE, A-DTEK and more…
Example of «Black Swan»: small probability ≠ impossible • Why your Risk Management didn’t work? low probabilities and avalanche impact • Will your business model survive? Concert tickets or FFP3 respirators • Did your strategic goals change? 5* Hotel or Food Delivery service • How Environment influences your business? where are your goods in today’s supply chains • Are you able to adapt extremely fast? Nobody is guilty, But we have to react!
How does current reality impact your project Portfolio? • What is with your clients? • What do we have to deliver? What should we add? «if the horse is dead, dismount!» • What is your planning horizon today? 2 days? 2 weeks? 2 months? 6 months?!! • What are the requirements for the outputs? do you still have to deliver the same scope and quality? • What is the priority? what can you deliver faster? No impediments? cash-flow maximization (considering penalties) • How alive are your suppliers/subcontractors? can you use the force-majeure paragraph in a contract? Re-Prioritize Portfolio & Freeze its bottom!
Changing Project Scope (What?) • Value Breakdown Structure (VBS) what is Mandatory to deliver Value? • Requirements to the Deliverables what is Good Enough today? • Network Diagram Break dependencies – try to parallel execution Overlap tasks – intermediate result usually is enough Reduce Quality – until it impacts the Value Add resources – try to intensify execution • Prototypes and Hypothesis Tasks with the highest uncertainty we’ll try to deliver “tomorrow” • Closure / Finish / Go Live Try to re-define DoR/DoD with clients Re-Design WHAT!
Changing resources (Who?) — 5 focusing steps in TOC • Does the delivery and execution depend on…? it is hard to find a constraint if you are overloaded • 100% value-add activities the case of “Blue Light” Matrix “I want – I must” • Maximum help to the critical resources what you CAN NOT delegate, why? • Skill is more important than Qualification would you prefer to wait for the senior or help to the middle? • Focus on speed meetings, e-mails and messengers, task switching, remaining duration units, “how can we help you?” Effectiveness or Efficiency?
Work during Quarantine • What can you not deliver remotely? Offices and office work were overvalued  • Does your infrastructure let you work remotely? Modern priority in IT-architecture requirements • Online interactions Personal findings: Discord, Miro • Safety and Healthcare Additional safety initiatives from employers • Bus-factor ≠ 1 Plan to share project expertise through the company A dedicated team is not the best solution at this time WHO must work safely?
Changing Time estimates (When?) • Check complexity of tasks with Cynefin • Synchronize complexity and Qualification Obvious – junior (delegation?) + instruction Complicated – middle + mentor Complex – a group of experts with parallel hypothesis testing • Be sure work is in a single-tasking mode • Concerted DoD (Good Enough) and Full-Kit agreed Exit Criteria by all parties all needed for execution prepared in advance • 3-points estimates and risks minimization “Longtail” between the median and safe time you can “cut the tail” by preparation We have some tools to push WHEN to the left!
Work during Quarantine - 2 • Decrease the number of meetings do you really need a group discussion? • Agility for employees with children I really love schools… with the current level of learning • Asynchronous and Synchronous channels a structured e-mail with check-boxes or the mind-flow in slack/viber/… • Group-work on a single task usually, the task could be decomposed deeper to the operations and than assigned considering qualification • Early problem finding and escalation everyday monitoring of Remaining Duration Units with an immediate decision about support/escalation Foster productivity
Changing Budget (How much?) • Will you get money for the project? When? Payment delays influence your decisions • Do you need additional purchases? Usually, you have to pay to suppliers earlier • Can you buy speed up today? It is important to finish the project earlier!!! • Compare VBS with project Cost and Price What if you will deliver just mandatory elements? • Remember «sunk costs» «a sum paid in the past that is no longer relevant to decisions about the future!» How much tomorrow ≠ How much in one month
Summary • Re-Prioritize your project Portfolio (due date, cash-flow, value) • Re-Design Project Scope (mandatory, good enough, DoR/DoD) • What is your constraint (100% blue light, skills, focus on velocity)? • Aggressive time-estimates (cynefin, 3-points estimates, full-kit) • Try to buy speed-up for your projects Freeze non-priority projects until you get single-tasking operations in constraint
Q&A Sergiy Potapov s.potapov.gm@gmail.com @potapovsergiy @potapovsergiy @spotapov “Your persistence to ensure your resources are busy is one of the biggest generators of waste” E. Goldratt Achieve more Faster

More Related Content

Re-Planning of project Portfolio in crisis (ENG)

  • 1. Re-Planning in Force-Majeures what is good to do with your projects in extreme circumstances 04-2020
  • 2. Goal and main outcomes You must be able to adapt your Project Portfolio to the current uncertain situation! We’re going to discuss: How to Re-Prioritize your projects Portfolio What are useful advice to Re-Plan Projects with the highest priority How to focus your limited resources on the most important tasks
  • 3. Sergiy Potapov Capacity builder – Achieve more. Faster! 15+ of managerial experience. CCPM in Ukrainian IT. Scrum in Ukrainian reforms (Prozorro) Effectiveness for business, Couching for NGOs, Developing of Civil society, Support for reform teams, through the Project Management Systems implementation. Lecturer at LvBS, KSE, A-DTEK and more…
  • 4. Example of «Black Swan»: small probability ≠ impossible • Why your Risk Management didn’t work? low probabilities and avalanche impact • Will your business model survive? Concert tickets or FFP3 respirators • Did your strategic goals change? 5* Hotel or Food Delivery service • How Environment influences your business? where are your goods in today’s supply chains • Are you able to adapt extremely fast? Nobody is guilty, But we have to react!
  • 5. How does current reality impact your project Portfolio? • What is with your clients? • What do we have to deliver? What should we add? «if the horse is dead, dismount!» • What is your planning horizon today? 2 days? 2 weeks? 2 months? 6 months?!! • What are the requirements for the outputs? do you still have to deliver the same scope and quality? • What is the priority? what can you deliver faster? No impediments? cash-flow maximization (considering penalties) • How alive are your suppliers/subcontractors? can you use the force-majeure paragraph in a contract? Re-Prioritize Portfolio & Freeze its bottom!
  • 6. Changing Project Scope (What?) • Value Breakdown Structure (VBS) what is Mandatory to deliver Value? • Requirements to the Deliverables what is Good Enough today? • Network Diagram Break dependencies – try to parallel execution Overlap tasks – intermediate result usually is enough Reduce Quality – until it impacts the Value Add resources – try to intensify execution • Prototypes and Hypothesis Tasks with the highest uncertainty we’ll try to deliver “tomorrow” • Closure / Finish / Go Live Try to re-define DoR/DoD with clients Re-Design WHAT!
  • 7. Changing resources (Who?) — 5 focusing steps in TOC • Does the delivery and execution depend on…? it is hard to find a constraint if you are overloaded • 100% value-add activities the case of “Blue Light” Matrix “I want – I must” • Maximum help to the critical resources what you CAN NOT delegate, why? • Skill is more important than Qualification would you prefer to wait for the senior or help to the middle? • Focus on speed meetings, e-mails and messengers, task switching, remaining duration units, “how can we help you?” Effectiveness or Efficiency?
  • 8. Work during Quarantine • What can you not deliver remotely? Offices and office work were overvalued  • Does your infrastructure let you work remotely? Modern priority in IT-architecture requirements • Online interactions Personal findings: Discord, Miro • Safety and Healthcare Additional safety initiatives from employers • Bus-factor ≠ 1 Plan to share project expertise through the company A dedicated team is not the best solution at this time WHO must work safely?
  • 9. Changing Time estimates (When?) • Check complexity of tasks with Cynefin • Synchronize complexity and Qualification Obvious – junior (delegation?) + instruction Complicated – middle + mentor Complex – a group of experts with parallel hypothesis testing • Be sure work is in a single-tasking mode • Concerted DoD (Good Enough) and Full-Kit agreed Exit Criteria by all parties all needed for execution prepared in advance • 3-points estimates and risks minimization “Longtail” between the median and safe time you can “cut the tail” by preparation We have some tools to push WHEN to the left!
  • 10. Work during Quarantine - 2 • Decrease the number of meetings do you really need a group discussion? • Agility for employees with children I really love schools… with the current level of learning • Asynchronous and Synchronous channels a structured e-mail with check-boxes or the mind-flow in slack/viber/… • Group-work on a single task usually, the task could be decomposed deeper to the operations and than assigned considering qualification • Early problem finding and escalation everyday monitoring of Remaining Duration Units with an immediate decision about support/escalation Foster productivity
  • 11. Changing Budget (How much?) • Will you get money for the project? When? Payment delays influence your decisions • Do you need additional purchases? Usually, you have to pay to suppliers earlier • Can you buy speed up today? It is important to finish the project earlier!!! • Compare VBS with project Cost and Price What if you will deliver just mandatory elements? • Remember «sunk costs» «a sum paid in the past that is no longer relevant to decisions about the future!» How much tomorrow ≠ How much in one month
  • 12. Summary • Re-Prioritize your project Portfolio (due date, cash-flow, value) • Re-Design Project Scope (mandatory, good enough, DoR/DoD) • What is your constraint (100% blue light, skills, focus on velocity)? • Aggressive time-estimates (cynefin, 3-points estimates, full-kit) • Try to buy speed-up for your projects Freeze non-priority projects until you get single-tasking operations in constraint
  • 13. Q&A Sergiy Potapov s.potapov.gm@gmail.com @potapovsergiy @potapovsergiy @spotapov “Your persistence to ensure your resources are busy is one of the biggest generators of waste” E. Goldratt Achieve more Faster