141101 short intro on pactify-v7-bv
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Transcript of 141101 short intro on pactify-v7-bv
An introduction
Pactify is a methodology and web based tool that focuses
on the execution of transformation projects
-2- © 2013 Pactify Software. All rights reserved.
The
design
of the
idea’s
Turning
idea’s
into
projects
The execution The
result
Focus of Pactify
Pactify is a tool and methodology to support project teams
and sponsors to achieve transformation objectives
• Simple and neutral platform to
maximize adoption across
departments/ regions
• Deep reach into organization
(web based)
• Always there
-3- © 2013 Pactify Software. All rights reserved.
Connects
teams across the
organization
Guides
teams to make progress
and sponsors to steer
• Solid methodology
‒ Stage gate
‒ Milestone planning
‒ Impact measurement
• Balance big pic vs detail
• Real time steering
• Automated administration
1 2
The teams themselves work, from day 1
• The platform guides the teams to take up autonomy themselves
• Much more true bottom-up co-operation from within the teams
• Much less “pushed” from the top (sponsors, PMO)
Engages
teams to become more
and more self-driven
• From day 1 : the teams
themselves operate the system
• Fully transparent system
• Gradually guide teams from
100% re-active to 100% pro-
active
3
Pactify provides a permanent platform to configure
transformation-specific connections
-4- © 2013 Pactify Software. All rights reserved.
Existing structures/ departments
Scope of change/ transformation
Characteristics of
transformation
Requirements for
connectivity
Runs across existing org
structures/ systems/
processes
Requires co-operation
between people not used to
co-operate traditionally
Need for a neutral, simple
and permanent platform
• To organise specific
structures, teams, projects
• Connect the specific teams
• Provide a specific place to
work
• Easy to use to maximise
adoption
• Permanently there
Connects
1
Pactify provides guidance to teams and sponsors
• Define
sponsor&objective
• Create sub-program
structure
• Define/ upload project
idea’s
-5- © 2013 Pactify Software. All rights reserved.
Structure your
program
Configure & plan your
project
Execute, re-forecast (and
automated reporting)
• Describe objective and approach
• Allocate the team
• Plan key gates
‒ Documented
‒ Justified
‒ Decided
‒ Implemented
• Plan project milestones
‒ Specific interim results,
deliverables
• Target KPI impact at completion
• Assign and execute tasks
– In function of milestones
• Update forecast and status of
planning and target impact
– Hereby also allowing automated
reporting
• Provide regular executive summary
statuses
All continuous steps, with real-time output, and flexibly modifiable (steering decisions, changing context, …)
Guides
2
Traditional New
The Pactify methodology aims at guiding team behavior
from 100% reactive to 100% proactive (FLOW)
-6- © 2013 Pactify Software. All rights reserved.
“Target
oriented”
Own the milestone plan
• Break objective into milestones
• Plan milestones specifically
(description/ owner / date)
Own the set-up and process
• Get the right people on the team
• Understand and follow methodology
• Frequently hold internal team meetings
• Present progress themselves in steerco
“Organised”
Own the progress (vs plan)
• Respond to steering from the top
• Re-forecast outcome frequently
“Responsive”
1
0
3
2
4
5
“In flow (100% pro-
active)”
Fully immersed in the challenge
• Team fully focused into the job
• Everybody “in the zone”: skill vs
complexity matched the whole way
• Steering from top not needed –
self driven teams
Level of autonomy of teams
“Connected
& aware”
Starting point
• Basic acceptance and understanding of project
• Get familiar with the team
• Accept ownership of status reporting (not at PMO level)
“100% Re-
active”
Only move/ act
upon push from top
Engages
3
“Add-on”
functionality:
“PACT-ify” projects
Pactify’s methodology and tool supports teams to
“move up” and optimally deliver on their projects
-7- © 2013 Pactify Software. All rights reserved.
“Connected
&aware”
1
3
“Target
oriented”
2
“Organised”
4
“Responsive”
5
“In Flow”
Pactify guides
(“operating system” for transformation)
Pactify engages
Pactify “base” functionality
Engages
3
How to move from “responsive” to “in flow” team
behavior in Pactify ?
-8- © 2013 Pactify Software. All rights reserved.
“Connected
& aware”
1
3
“Target
oriented”
2
“Organised” 4
“Responsive” 5
“In Flow”
?
The team pledge : to “Pactify” a project
• Voluntary but explicit team commitment to help each other stay in flow:
‒ Isolated from the outside (no distractions)
‒ Focused on the challenge
‒ Keeping up the curiosity to solve the problem
‒ Staying intrinsically motivated by matching skills vs complexity for all activities
• The project becomes a “pact” among the team
The real-time, goal based feedback system : the Pact Value (actual, target, forecast)
• Related to your goals
• Immediate : while you are doing it
• Also including forecast to allow for steering
Engages
3
How can teams make the transition to Flow in
Pactify?
-9- © 2013 Pactify Software. All rights reserved.
Requirements be in FLOW … … how Pactify’s design allows it …
• “Isolation” from the outside,
focus on the challenge itself
• Continuously “countering”
distraction
You can “PACT-ify” your project as a team
• Explicit pledge to accept the challenge
• Explicit pledge to help each other stay “inside” the
challenge and in FLOW
• Clear targets
• Immediate feedback
All “Pactified projects” have a real-time feedback KPI :
the “Pact Value”
• Past and forecast feedback versus the target
• Real-time, when you do it
Engages
3
In a pact, team members help each other to fight
the “4 forces of distraction”
-10- © 2013 Pactify Software. All rights reserved.
The Pact
(a team
/ an objective)
Perception of complexity
Over focus on the
reward/ punishment
All the other work to do
Fading curiosity to solve
the problem
4
1
2
3
Engages
3
Execution is “in Flow” when the team helps each other to
balance skill vs complexity along the way – Pacts do that
-11- © 2013 Pactify Software. All rights reserved.
Skill level
Complexity
level
BOREDOM
FRUSTRATION PACT / FLOW
Project stages
Project milestone
Actions / decisions
Team
member
1
Team
member
2
Team
member
3
Team
member
1
All
Team
member
3
Team
member
3
All
Team
member
1
All
Pact
force
Pact
force
Engages
3
Requirements for “Flow”: goals and immediate feedback
Pactify has own goal-based, real-time feedback system
12 © 2013 Pactify Software. All rights reserved.
Milestone Action
TODAY
Forecast Pact
Value
Initial plan
Progress &
forecast
Increase after every action/
milestone achieved,
corrected for deviation vs
plan (+/-)
Pact value if all actions/
milestones achieved
exactly according to plan
Future Pact Value
according to
latest forecast of
remainder of plan
Engages
3
Pact Value : goal-based, real-time feedback system to keep
teams “INTO” the project and help them achieve Flow
-13- © 2013 Pactify Software. All rights reserved.
Key differentiators in our approach
• Push-down of ownership of reporting to the individual teams
– Not done by a PMO / the people do it themselves at every level
• Simple to use tracking tool to connect max # of people, enabling large scale co-operation in a
transparent way
• Rigorous follow-up of projects, based on common sense
– All in 1 place, real-time updates, central and local
– Nothing gets lost
– Tool guiding teams to foster goal based plans and basis for relevant actions
• From idea to high level plan, from high level plan to milestones from milestones to actions
• PMO’s (sole) focus is on facilitation and challenging
– No more on administration
• Unique approach to allow teams to reach their max potential by achieving flow
– Team pledge to co-operate and help each other out – “to PACT-ify”
– Goals based plans
– Immediate feedback algorithm (target, current and forecast Pact Value)
-14- © 2013 Pactify Software. All rights reserved.
Base structure of Pactify : Program / Sub program / Projects
-15- © 2013 Pactify Software. All rights reserved.
Sub-program / taskforce
The program
Sub-program / taskforce
Projects/ initiatives
TO
DA
Y
Do J De I
Projects/ initiatives
“ “ “Sub-program” / taskforce
Projects/ initiatives
Core activity of project teams : planning and execution
tracking of gates, milestones and actions
-16- © 2013 Pactify Software. All rights reserved.
TO
DA
Y
Do J De Im
KPI impacts
4 stages:
• Documented
• Justified
• Decided
• Implemented
1
2
3
4
The 4 components of an initiative/ project:
Actions/ decisions (to achieve the stages and milestones)
Specific milestones (deliverables, required interim results)
To go from idea to a project Updated forecast date (along the way)
1
2
For each item has:
A status
• On track
• Delayed
• Off track
• Done/ Achieved
3
For impacts : re-forecast impact
(per month)
Name, owner, target date (“stick in
the ground”)
4
These team activities are both essential for good execution as well as the
reporting in itself (no separate reporting to be done)
The actual execution of a project
Workload is kept minimal : covering (only) the essential
questions on your project
-17- © 2013 Pactify Software. All rights reserved.
The essential questions on
your project at any time
• What do you want to achieve ?
• How do you want to achieve it
(which milestones) ?
• What is your milestone plan ?
• How are you doing vs plan ?
• What’s your summary ?
(elevator pitch)
1
2
3
5
6
Your responsibility /
workload to cover
Where in Pactify ?
• Describe/ update objective
in text editor
• Describe/ update the
approach text editor
• Describe, pick owner&
date for all milestones
• Update forecast date and
status milestones& actions
• Describe exec summ of
status/ issues in text editor
• Milestone tab
• Summary tab –
update exec summ
• Who needs to do what to
achieve the milestones ?
4 • Describe, pick owner&
target date for all actions • Progress tab
• Summary tab –
project description