Full project organisational structure
Description of Project
As part of a four-year project to implement a single, fully integrated supply chain package in replacement of existing multiple IS business systems, our client asked us to provide a line project management team for the development and integration phases.
Our team for the work comprised a Project Manager, Project Services Manager, Project Document Controller and an Acceptance Testing Coordinator.
We designed procedures to allow multi-level planning on the project, which used five levels – from Main Board progress reports to detailed work registers – to allow an appropriate level of progress information to be made available for various levels of management.
Also refining the company’s high-level budget information from the CAPEX approval into a manageable detailed cost-control format, we allocated individual budgets to packages of work, and therefore individuals from the organisation chart, allowing cashflow profiles to be forecast and monitored as part of the project plan.
As a team we also put a lot of effort into identifying and managing the delivery of training on the application to the business. When designing the plan, we built in detailed training showing course contents, trainers, trainees, timings and locations, and a full-time training team was established to monitor progress, quality and take-up of the training.
Chaucer’s scope
We started by advising the client on the format and requirements of a full project organisational structure, integrating project staff and also representatives from the prime contractor, suppliers and end users.
Both full and part-time project staff were identified with workloads that would complement the part-time staff’s day job, and the organisational structure was designed to complement the work breakdown structure, allowing packages of work to be allocated to Phase Project Managers in a controlled manner.
Benefits
Our Project Document Controller began by working closely with the client’s user implementation managers, in order to develop the business procedures in which the system would be used.
Quickly becoming experts in the implementation system, the Project Document Controller and Acceptance Test Coordinator were able to manage and provide direct training for all sites and departments, building a User Help Desk service following the first phase going live.
The Chaucer team was also able to quickly bring a cohesive management structure to the project, identifying, addressing and managing conflicts between project and corporate responsibilities of individuals, leaving the identification, recognition and management of risks an important part of the client’s culture.
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