Program Management

Challenge

Many organizations have programs, but often a program means different things to different people.  A program can refer to ongoing operational or functional work, a program can refer to a big project, or a program can represent a strategic objective. The first step to success is creating a common understanding of what a program is: A group of related projects to realize benefits.

The first and foremost challenge in program management is running a program as if it were a project. When managers focus on objectives and products, without considering the benefits, the program is destined for failure.

Programs, like projects, are initiated. However, program management also includes the initiation of projects within the program in order to optimize benefits. Therefore, it is important that both programs and projects are aligned with strategic drivers.

Since programs are collections of projects, programs tend to be larger in scale. This makes communication and reporting significantly more complicated. Organizations need simple ways to understand the complexity and status of the work being performed within programs.

Most projects are intended to deliver benefits.  However, if employees are not held accountable, the organization is not likely to achieve the  project goals. In addition, programs may not deliver the desired benefits when the governance board does not review the delivery and benefits at every stage of the program using effective program management techniques.

Solution

The Microsoft Enterprise Project Management (EPM) Solution helps organizations effectively manage their programs and realize the program benefits.

Identify benefits

The ability to list, organize, and relate all project activities allows project managers to focus on the deliverables and objectives. Now project managers can also enter the project benefits with the same ease of use. Quantitative (e.g., expense reduction) or qualitative (e.g., increased customer satisfaction) benefits can be entered for time periods during or after the project. Making project benefits visible allows the organization to make better “go or no-go” decisions.

Initiate programs and project

Programs and projects can be listed online for identification and consideration using suitable program management tools. A business case can be created for each program and project, consisting of general information, a cost budget, a resource budget, strategic impact, risk rating, etc. The detailed write-up of the business case and any supporting documentation can be made available using Windows SharePoint® Services version 3.0 within the Microsoft Enterprise Project Management Solution. Both projects and programs can be prioritized and selected based on data from current and/or future fiscal years.  Program managers also have the ability to select a program and consider the goals of the underlying projects, allowing them to choose those projects that optimize the benefits of the program.

Manage deliverables and status

The projects of a program can be related through shared budgets, resources, deliverables, or other aspects. Because of the size and complexity of most programs, it is difficult for program managers to monitor progress and have confidence in program spend without effective program management tools.

In a typical program there are many deliverables and each deliverable may have relationships with multiple projects. Listing the deliverables online allows each project manager the ability to create relationships between deliverables from their own project plans. This data can then be leveraged to notify other managers of changes or to create a program report with all inter-project relationships and variances.

Program managers need to have the capability to easily find and gather program information to fulfill federal reporting, program reporting or internal reporting requirements. Depending on the needs, program progress can be measured with simple or advanced implementations of earned value management, allowing the program manager to report by facts rather than faith.

Apply roles and responsibilities

Within an organization the governance board plays an important role by creating an environment where programs can successfully be delivered. Based on the role that each member performs in the program and the program stage, members can be tasked with specific responsibilities to drive the success of the program. The Microsoft Enterprise Project Management Solution provides the program management tools necessary to enable program success on a project by project basis.

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