The ideal choice for deploying a Project Management System often comes in the form of a comprehensive, turnkey implementation. This approach yields a robust software and methodological framework that empowers your organization to efficiently manage its entire project portfolio. However, various factors might deter a company from immediately embracing a fully operational project management system. These include:
- Budget constraints that limit the funds available for a full-scale implementation.
- A lack of understanding or perceived need for a comprehensive project management system.
- Overwhelming workloads that prevent key employees from dedicating time to the system’s implementation.
- Resistance to change among employees, potentially creating barriers to implementation.
- A preference for steady, gradual growth, yielding tangible results at each stage of implementation, rather than a swift overhaul.
- The desire to assess the competency of consultants before entrusting them with a comprehensive implementation task.
Recognizing these potential hurdles, our team at PMDoc has crafted a unique approach to project management system implementation. Our process is comprised of eight distinct deliverables, each designed to be quickly created, cost-effective, and immediately beneficial. The process is flexible, allowing you to pause or stop at any stage of implementation, with the assurance that any completed deliverables will continue to serve your needs.
To further enhance the implementation process, we incorporate Artificial Intelligence (AI) tools and techniques. These innovations streamline the process by providing data-driven insights, optimizing resource allocation, and facilitating change management. For instance, AI can help prioritize requirements, predict risks, and adjust implementation strategies dynamically. Additionally, AI-powered chatbots and virtual assistants support employees during the transition, reducing the resistance to change and ensuring faster adaptation.
This approach not only accommodates Agile Project Management principles, fostering iterative progress and enabling quick response to changes, but also encapsulates a robust Project Governance framework. It ensures the alignment of the project with business strategy, providing consistency and assurance of organizational standards and quality.
Advantages
- Each deliverable represents a standalone unit of work, allowing for implementation to be suspended if necessary while retaining the benefits of the completed deliverables.
- The implementation is rooted in project management methodologies, yet it flexibly adapts to the unique needs of your organization.
- The service is modular, meaning you can select the deliverables that best serve your needs.
- AI-driven tools ensure data-driven decisions, enhance resource utilization, and provide predictive insights into risks and opportunities.
- Our approach allows for a budget-conscious implementation plan that considers the full financial capabilities of your organization.
- The gradual introduction of deliverables supports an evolutionary change in project management practices, fostering acceptance and reducing resistance among employees.
- AI facilitates efficient change management, offering real-time feedback and enabling the system to evolve seamlessly with organizational requirements.
List of Deliverables
(The deliverables are clickable)
- PMIS Software Package
- Regulations for Project Management
- Project Planning Function
- Dashboards and Reporting
- Portfolio and Program Management
- Project Portfolio Risk Management
- Multi-Resource Management
- Knowledge Management
The systematic sequence of the deliverables implementation is illustrated in the diagram.
The first four mandatory deliverables (highlighted in blue) enable the system to work with data preservation, statistical accumulation, appropriate methodology, and feedback incorporation.
The next three deliverables (shown in yellow) are delivered based on the customer’s needs and preferences, enhancing the system with capabilities for multi-project and multi-resource management, along with risk management.
The final deliverable (depicted in green) ensures the system’s continuous evolution, where lessons learned from current projects immediately impact subsequent projects, benefitting the system as a whole.
Incorporating agile principles and project governance, our solution ensures you’re equipped to navigate today’s complex, dynamic business environment with confidence and control.
Implementation Approach
Our approach to the implementation process leans on the following action plan, designed to empower agility and collaboration. By integrating Artificial Intelligence (AI) into each stage, we further enhance efficiency, decision-making, and adaptability.
1. Assign Product Owners from the Customer’s Team
The client selects one or two internal employees to serve as the Product Owners of the evolving Project Management System (PMS). These individuals should have a comprehensive understanding of the organization’s needs, the project management practices across various departments, and the objectives driving their projects. AI-powered analytics support Product Owners by offering insights into key organizational needs and identifying the most critical functionalities for initial focus.
2. Assemble a Collaborative Project Team
The Project Team will consist of specialists from both the customer and the contractor. These team members should possess the requisite skills and knowledge to ensure that the PMS delivers value to the client. In order to foster shared knowledge and synergy, we’ll host a series of training sessions:
- The client’s experts will educate our team on the existing project management model within the organization.
- Our specialists will in turn coach the client’s team on effective usage and further development of the PMS.
Our AI-driven training platform accelerates knowledge transfer by providing personalized learning experiences and generating role-specific cases. Chatbots can offer 24/7 assistance, answering FAQs and reinforcing training concepts.
3. Designate a Project Manager from the Contractor’s Side
We will appoint a dedicated Project Manager responsible for planning and monitoring project execution. The Project Manager ensures that all necessary meetings occur, assists in overcoming work obstacles, and maintains the momentum of the project.
4. Develop a Backlog of PMS Requirements
The Backlog is a dynamic list of all PMS functions, sorted by their value to the customer. It is a flexible document that can be supplemented, revised, and reordered as needed. Some functions may even be developed in parallel. The Product Owner will be responsible for task prioritization, keeping in mind the needs and preferences of the PMS users. AI algorithms analyze historical project data and user preferences to recommend optimal prioritization of backlog items. Our analytics can identify potential risks associated with specific requirements and suggest mitigation strategies.
5. Implement Project Tasks in an Iterative Fashion
Our combined implementation project team will then begin executing the tasks. We’ll conduct Backlog reviews every 2-4 weeks to revisit function priorities and make necessary adjustments. At the end of each 2-week sprint, the team showcases the completed PMS components. Whether it’s a fully developed module or a specific function, the key is that the result immediately comes into play, offering value to the customer. AI-driven project management tools automate task tracking, generate detailed sprint reports, and provide real-time feedback on completed deliverables.
6. Regularly Reassess Backlog Priorities and Function Feasibility
Our team views each Backlog feature as a distinct task and addresses the following considerations:
- Is the task feasible? Do we have sufficient information to execute it?
- Can we estimate the resources needed for its completion?
- What criteria determine the task’s readiness?
- Can we demonstrate the result of each task?
This agile, AI-enabled approach ensures a seamless integration of the project management system, effectively accommodating the specific needs and pace of your organization. The addition of Artificial Intelligence (AI) not only enhances decision-making and operational efficiency but also facilitates a more responsive, adaptive implementation process tailored to your evolving requirements.