Background: A large enterprise is undergoing a multi-year IT transformation program, which includes several projects aimed at modernising its core systems, migrating data to the cloud, and improving cybersecurity. However, the program is experiencing repeated delays, with milestones being missed across multiple projects. This leads to budget overruns, delayed programme milestones, frustrated stakeholders, and concerns about the feasibility of completing the program on time.
Workaround:
To deal with the delays, the program management office (PMO) starts reallocating resources between projects on an ad-hoc basis. Whenever a project falls behind, resources are borrowed from other projects to catch up. This helps address immediate issues, but it causes disruptions across other projects, leading to further delays and inefficiencies.
- Symptom: Repeated delays and missed milestones across multiple projects in the program.
- Workaround Applied: Reallocating resources between projects to address delays.
Deeper Analysis:
A deeper investigation reveals that the cause of the delays is poor coordination between projects and unclear dependencies. Many projects are interdependent, but they operate in silos, with little communication or alignment on shared milestones. For example, a data migration project might need to wait for a core system upgrade, but delays in one project cascade into others, creating a domino effect of missed deadlines.
- Cause: Lack of coordination and communication between projects, leading to delays in shared milestones.
Root Cause:
The root cause of the issue is identified as the absence of a robust program governance framework that can effectively oversee and align multiple projects. The program lacks a centralised system for tracking dependencies and managing risks across projects. Additionally, there are no clear escalation procedures for when issues arise, leading to delays being addressed too late.
- Root Cause: Lack of a centralised governance framework, ineffective tracking of dependencies, and unclear escalation procedures.
Solution:
The program management office (PMO) decides to implement a centralised program management framework to improve oversight and coordination. This includes the use of program management software that allows for comprehensive tracking of project dependencies, timelines, and risks across the program. The PMO also introduces program-level governance meetings, where project managers can report on progress, identify potential delays, and align on shared milestones. Clear escalation procedures are established, so issues can be addressed quickly and efficiently.
- Solution: Centralised program management framework, comprehensive tracking software, regular governance meetings, and clear escalation procedures.
Outcome: With the new framework in place, projects within the program are better coordinated, and shared milestones are clearly defined and tracked. Dependencies between projects are managed proactively, reducing the risk of delays cascading across the program. Regular governance meetings help ensure that all projects are aligned, and issues are escalated and resolved in a timely manner. This leads to improved program performance, reduced budget overruns, and greater confidence among stakeholders.
Summary:
- Workaround: Reallocating resources between projects to address delays.
- Symptom Addressed: Repeated delays and missed milestones across multiple projects.
- Cause: Lack of coordination and communication between projects, leading to delays in shared milestones.
- Root Cause: Lack of a centralised governance framework, ineffective tracking of dependencies, and unclear escalation procedures.
- Solution: Implementing a centralised program management framework, using tracking software, holding regular governance meetings, and establishing clear escalation procedures.
This example illustrates how addressing the root cause of poor program governance can lead to better coordination across projects, more efficient resource use, and successful program delivery, rather than relying on short-term fixes like ad-hoc resource reallocation.
