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Enhancing ESS Project Management Practices: Minimum Standards and Recommendations

This document outlines the essential criteria and recommendations for improving project management practices within the ESS framework. It aims to establish a strong project management culture that emphasizes performance, budget adherence, and timely delivery of project objectives. The background includes earlier reports suggesting reforms and a structured approach to project management, focusing on evaluation, approval, planning, and monitoring processes. The proposed minimum standards include project selection criteria, communication methods, and evaluation metrics to ensure the effective management of projects.

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Enhancing ESS Project Management Practices: Minimum Standards and Recommendations

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  1. ESS Project Management Practices -Minimum Standard Criteria and Recommendations • Objective • Background • ESS Minimum standards • ESS Recommendations • LSD Actions • SPS Update, Changes and Issues

  2. Objective • Strengthen ESS project management practices • Instill a project management culture • a competitive project selection environment • focus on performance, cost and time objectives • not only outcomes, but delivering on budget and on schedule. • Provide minimum standard criteria • Promote SPS as an important tool and essential linkage • Need SMT approval to implement

  3. Background • Feb. 1999 AEB report on ESS project mgmt. culture and practices • requested by ADM • recommends a reform to ESS project management approach • July 1999 report - Managing Research Projects - by Samson & Ass. • basics on project management • analysis and improvements to ESS project management • including development and implementation of performance measurement criteria

  4. Background • phase 1 recommended actions: • develop minimum project mgmt. Criteria • survey practices at division / branch level • identify gaps with the minimum criteria • phase 2 recommended actions: • action plan to rectify gaps. • build project management tool kit (ie. SPS) • foster project management culture

  5. Background • Oct. 13, 1999 PPCD presents progress to SMT • Nov. 23, 1999 memo to SMT - proposed min. standard criteria and recommendations • Jan. 5, 2000 memo to SMT - proposed min. standard criteria, recommendations and implementation process (up to March 31, 2000); • SMT approves proposal

  6. Project Management Criteria - ESS Minimum Standard • Project Planning • in place, scoped, budgeted • Project Proposal • scope, objectives, method, impacts, benefits, HR, funding, milestones, client satisfaction measurement • Project Evaluation • in place, fits ESS policy ...goals, objectives and strategies • Project Selection and Approval • selection criteria - compatibility, relevance, capacity, potential • documented, communicated and scheduled review.

  7. ESS Minimum Standard • Project Control and Review • regular monitoring, reporting, communication of variances, performance • Project Communication • documenting results by ‘appropriate means’ (ie. ResSources) • Project Post-mortem Evaluation • performance review, lessons learned, criteria review, client evaluation • Project Impact Assessment • identification of projects requiring impact assessment study

  8. Project Management Practices - ESS Recommendations • Project Management Culture • focus not only on outcome but also delivering on budget and on schedule • indicators of such a culture • Project Management Practices • project leader practices - project cycle, team and interested parties. • Management of the Project Life Cycle • use appropriate planning approach and tools • improve evaluation and approval decisions by adopting set criteria

  9. ESS Recommendations • Next Steps • implement improved project management • structured and systematic approach • process (min. standards) • tools (promoting SPS) • Implementation Plan completed by March 31, 2000 • ESS Intranet site with project management information, linked with the SPS; • survey of project management practices on a division basis; • gap analysis; • division action plans to eliminate any gaps

  10. LSD Project Management Practices • Project Planning Manual (Dec. 1995) • followed for non-operational survey projects • exceeds ESS min. standards on paper • appropriate tools to meet need • micro project mgmt. • Local or regional PMS • large projects - MS Project • macro project mgmt. • SPS - standard activities; GPS#=SPS#?

  11. LSD Actions - What • Survey of project management practices • overview of operational survey and mapping projects • review of other specific projects • review of SPS - use, adherence, concerns • Gap analysis - current practices vs. min. standards • Rationalize gaps and develop action plan • report to MB - review by email • Forward to ESS - summary of gaps, rational and action plan (March 31)

  12. SPS Version 3 update • .ESS Mandatory Fields condition for approval. • Tombstone data : Project Leader, Project Title,ESS Goals,Branch Activity, Start Date, End Date • Project information: Objective, Description, Method, Impact, Risk, Environmental Assessment. Geographic Area • http://s-601-ora2.gsc.nrcan.gc.ca:5100/ess_sst/pic/pic4.log • Project input process responsibility of project leader (proposed and approval pending status) • Project Leaders submits to SPS Coordinator for SPS approval • LSD designates SPS Coordinators

  13. SPS Version 3 update • New SPS Coordinator Component • controls to set the project status, adjust the scheduled start and end date of a project and link the project to the SPS Time Reporting Component (TRC). • Provides customization of Centre/Division project input form. • http://s-601-ora2.gsc.nrcan.gc.ca:5100/ess_sst/pic/Coor4.log • Help information - location sensitive

  14. SPS changes • ADM behind initiative for improved project management using SPS • ESS project revision process • ESS project approval process • Areas under development • more user friendly Personnel and Cost fields • project review module • improved on-line user help • detail query and reporting in SPS Coord. Component

  15. SPS Issues • LSD review of existing SPS projects? • Complete Information and status • What projects should LSD enter into SPS? • LSD SPS Coordinators - all Managers? • Review LSD’s SPS activities? • Standard for LSD’s SPS project numbering? • LSD project # = GFS project # • LSD’s SPS mandatory fields? • Slow access for north?

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