Introduction:
The ability to effectively identify and manage project stakeholders significantly improves the chances of successful project execution. Stakeholders have the power to impede or promote a project and therefore good engagement and communications are key mechanisms to be employed. The project manager’s ability to seek agreement on the goals of the project among the key project stakeholders (including the project team, management, vendors, and the business) serves to engender trust and collaboration that both play a large part in addressing delivery needs and any obstacles that arise.
Problem:
A large company operating in the resources sector collected operations data located in multiple and disparate source repositories housed in different areas of their business. Each area managed data independently with no single source of truth and the information was inconsistent. When data was brought together it was used to report on asset and operations process performance, however the collation was inefficient, posed difficulties in analysis, and was subject to risk of error. Given the importance that accurate data and efficient reporting was to operations decision making, the company gained approval to initiate a project to centralise an operations data store.
Due to limited internal project management resources for this crucial initiative, the business actively sought an experienced, external Project Manager.
Objective:
The myP3 Project Manager’s objectives were to successfully manage all aspects of the project from startup to closure in compliance with their specified project delivery framework.
From a stakeholder and technical perspective, the Project Manager was to ensure the solution was both fit-for-purpose and future-proof for forthcoming business capabilities. The project marked an initial step in the creation of a centralised production data repository to serve as a foundational platform for current and further business needs.
Overview:
In accordance with the client’s prescribed project lifecycle and required management plans, myP3 formulated strategies to address the complexities and risks for the project.
Given the broad impact of the project over multiple business areas, a strong stakeholder analysis and management strategy was required to build support for the project and ensure the right business representation was working on the project team. myP3 then co-developed the project narrative with the Project Sponsor that included the shared project vision, importance, challenges, and opportunities. The goal was to foster a deeper shared understanding of the project complexities and overarching objectives. With increased stakeholder understanding and buy-in, myP3 successfully attained the key resources required for the project across all business segments.
This was followed by engagement with the business representatives to identify solution requirements for the unified repository and its need for multiple integrations to other applications. Equipped with requirements information, myP3 conducted a market scan to identify candidate solutions and vendors. With a procurement process formulated, a Request for Proposal (RFP) was issued to market and resulted in contract arrangements being put in place. Once the selected vendor was engaged, myP3 facilitated collaborative planning workshops that were instrumental in the formulation of realistic plans and creation of a common commitment to achieve objectives and benefits.
Business engagement was pivotal during the Design Phase to ensure that the solution would meet expectations. Careful consideration was placed on communication and the management of stakeholders, while fostering an environment of inclusivity, collaboration, and trust. Business representatives were encouraged to share ideas, navigate the challenges, and work as a team to develop consensus on design.
To ensure optimal project momentum and performance, proactive engagement with both the vendor and the internal project team occurred through regular meetings to provide direction, jointly assess progress, address challenges, and uncover potential opportunities while engendering encouragement and support. This cultivated productive partnerships and strong relationships between all stakeholders.
myP3’s robust engagement with all stakeholders significantly contributed to the early detection of risks and the development of effective treatment strategies, drawing from the team’s collective expertise. Additionally, stakeholders were efficient in their risk ownership and management responsibilities ensuring the implementation of risk responses through to closure.
With the solution delivered to requirements, testing, training, and all business readiness activities were verified and completed. The central operations data repository was successfully transitioned to the client’s live operations.
Outcome:
The client’s implemented solution is fit-for purpose and future-proofed as evidenced by a shared vision across the business and objectives being met for real time data monitoring, better analytics and visualisation, improved operational efficiency, wider integration, and scalability.
The business was well positioned to refine the data sources to the closest permitted source and reduce the duplication of data across old applications.
Recognition by all project contributors that strong team, stakeholder, and vendor management ensured trust, collaboration, and proactivity on every aspect of the project’s management and delivery, including its risks and challenges.