Project Administration

PROJECT ADMINISTRATION IN HX CHILE

Santiago, November 2015Prepared for: HX Quarterly Meeting in Santiago, November 2015

Carolina Escobar ; Consultant ; [email protected]. (+56 2) 2869-9985C. (+56 9) 6159-2864

Personal Introductions: Our TeamP r e l i m i n a r i e s

Gabriel Barahona; Principal Consultant; [email protected]. (+56 2) 2869-9985C. (+56 9) 8837-1546

One Two Three …

Key MessagesK e y M e s s a g e s

Contents to ReviewP r e l i m i n a r i e s

CHALLENGES & OPPORTUNITIES

SOLUTION CONCEPT

PEOPLE

PROCESSES

TOOLS

SUMMARY

CHALLENGES & OPPORTUNITIES

Driving ForcesC h a l l e n g e s & O p p o r t u n i t i e s

Don’t let the scope clear to the customer and now the client are asking for more work …

A month ago we had to finish the project…

We have to stay late to finish on time…

The proposal it's different now that I know will spend many hours…

I see you are with hard work and I have time to do something else…

They haven’t paid us?? Who did request payments?I have not kept in touch with potential customers…

We delay more time than initially estimated…

We delay more time than initially estimated

Implement practices that facilitate business development and projects, using simple and collaborative tools that allow us to project a clear vision of future and ensure we financially in the market, and generating a continuous learning.

Action StatementC h a l l e n g e s & O p p o r t u n i t i e s

SOLUTION CONCEPT

Business Development

Project Execution

Business and Projects Two Sides of the OperationS o l u t i o n C o n c e p t

Peop

le

Tools

Pro

cesse

s

People, Processes, and ToolsS o l u t i o n C o n c e p t

PeopleHaultrax, Customer, Others

Responsible, Accountable, Consulted, Informed

Experience, Expertise, SkillsTeam, Chemistry

ToolsSoftware, Templates, Meetings

Easy to Use, Cost effectiveCollaborative, Effective, Efficient

ProcessesBest Practices

Reusable, Consistent, UsefulSimple to understand and follow

PEOPLE

Basic Business StructuresP e o p l e

Business Development ManagerName

Opportunity1 Leader

NameSupportive

TeamNameNameName

HX CHL, HX AUS, Professional network

FunctionsDecision Maker

Gate KeeperAdvisor

Opportunityn Leader

NameSupportive

TeamNameNameName

HX CHL, HX AUS, Professional network

InfluencePower Sponsor

CoachNeutral

Anti sponsor

Customer Haultrax

Basic Projects StructuresP e o p l e

Project SponsorName

Administrator Leader

Name

Contract Administrator

Name

Technical Counterpart

Name

Facilitator/ LinkName

Projects DirectorName

Project ManagerName

Technical LeaderName

SME1

Name

SMEn

Name

Steering Committee

Name(s)

Customer Haultrax

PROCESSES

Business DevelopmentP r o c e s s e s

Business plan structure

Pain / Solution approach

Opportunity map

Stakeholders

People

Project pursuit process

Sales funnel structure

Proposal / Quotation structure


Project pursuit process Identify

Assign core team

Qualify

Gather preliminary information

Prioritize

Sales kick-off meeting

Assign pursuit project

Gather missing information

Strategize

Execute sales

Propose

Execute project


Sales funnel structure

Opportunity identification

Opportunity status

Project probability

Success Probability

Sales volume

Booking date

Income in time

Business segment

Opportunity owner

Comments REVENUE

SALES

OPPORTUNITIES

LEADS

MARKETING


Proposal / Quotation structure

Cover page

Version Control

Non disclosure Statement

Executive Summary

HTX introduction

Our understanding of your needs

Our solution

Price

Terms and conditions

Annexes

Fundamentals

• Scenario Characterization

•Change/Challenge Characterization

Execution Strategy

•Main Objectives•Main Resources•Main Activities•Timeframe

Execution Planning

•Resources•Working

packages/tasks•Working schedule•Resources

calculation

Execution Control

• Schedule Progress• Invoicing

Execution Closing

•Meetings•Common Tools

Project DevelopmentP r o c e s s e s

Establishing toolsT o o l s

Productivity SoftwareCollaboration

Software

Large File Exchange

MeetingsDocumentsTemplates

Objectives/ Agenda Focused on work Speak and LISTEN! Invitation Cadence

Spot Regular

Type Communication Kickoff Follow up

Identity Quotation/

Proposal Minutes of

Meeting Gantt Chart Costs/ Prices/

Margins Reports Etc.



Software

Large File Exchange


Objectives/ Agenda Focused on work Speak and LISEN! Invitation Cadence

Spot Regular


Identity Quotation/

Proposal Minutes of





Software

Large File Exchange


Objectives/ Agenda Focused on work Speak and LISEN! Invitation Cadence

Spot Regular


Identity Quotation/

Proposal Minutes of



Office 365 Business Premium: about 12.50 USD user/ month

SUMMARY

…S u m m a r y

THANK YOU … QUESTIONS?

Santiago, November 2015

PROYECTOSS e c t i o n 2

Proyecto

Elaborar un plan

Definir proyecto

Objetivos

Supuestos

Limitaciones

Programación

Recursos

Ámbito

Planear actividades

Tareas – duración Hitos, fases, tareas

Recursos - costos

Dependencias entre tareas

Identificar calidad y riesgos

Resultados

Controlar y administrar

Seguimiento del progreso

Adm programación,

recursos, costos, alcances, riesgos

Identificar problemas

Cargas de trabajo, asignaciones

Identificar varianzas en costos

Informar estado del proyecto

Cierre

Análisis de pros y contras

Registro de información

Project Administration

Documents

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