Project Management alignment (P&S: Project Management)

Project Management alignment (P&S: Project Management)#

The P&S Project Management meeting is a cross-team alignment ceremony between Delivery Enablement, BD and P&S that is focused on reviewing project progress and reducing delivery risk.

Team Calendar Link: P&S: Project Management

WHY#

We need to know the progress of projects that have been sold via contracts (and grants) so that we can prioritize and sequence work in the P&S team’s backlog.

Consequently, the outcomes of the meeting are defined below.

  1. Review the list of Engagements and Projects, identifying Projects that are:

    A. Ready for P&S Delivery – These projects will need an issue created and added to the P&S team’s backlog for delivery

    B. Not sufficiently scoped – These will need an owner from the P&S team that will be accountable for defining the necessary Project Deliverables.

  2. Share progress on Engagements or Projects:

    A. Share status update of Engagements/Projects where necessary

    B. Review the risks and project progress

    C. Projects that are nearing completion (so P&S can make sure BD has results / impact to highlight for renewal)

  3. Verify that the Engagements and Projects are on track

    A. Delayed – As a team we’ll need to understand how to move those projects forward and identify a steward to move the project forward. Delayed projects are projects that haven’t been started and we are beyond the contract start date.

How we work?#

  1. Prework - Ensure that the Engagements AirTable Link all have Opportunities

  2. Use the Delivery Enablement Engagements interface in Airtable, sorted by Start Date

  3. Quickly scan each project, and deep dive in the ones that need attention (Red or Amber RAG status)

    1. Action needed: Add RAG status to the CRM

    2. If the Project AirTable Link is new, is it clearly scoped and ready for delivery?

      1. Yes - Add appropriate deliverable(s) as initiative(s) or tasks on the P&S board

      2. No - Agree on actions to make it ready for delivery, which could include initiatives

    3. If the project is in flight and has at least 6 months left, is it healthy?

      1. Yes - move on, good job!

      2. No - decide on corrective action

    4. If the project is near the end (less than 6 months left), does it need a report, showcase and/or renewal pitch?

      1. Yes - capture that as a deliverable & P&S initiative

      2. No - flag for future decommissioning (which means P&S needs to decommission a hub, so add appropriate tasks)

  4. Capture action items for engagements that need refinements, updates or intervention with the community or buyer

    1. Change status to “Needs review”

    2. Capture specific action (the Delivery Manager is going to make sure this pops up in the CRM correctly, so we have a table of actions we need to take across all projects, then update this list)

  5. Probably not part of this meeting, but useful for Business Development to manage renewals:

    1. Review any Lapsed Active engagements (we’re still doing work post contract period, pending renewals - these require BD action)

    2. Review any Active & Needs Renewed (reaching the end of an engagement to look at things that need renewals, which the automation in Airtable will flag for any engagement with an end date < 6 months)

CADENCE#

Fortnightly for 1 hr

ATTENDEES (and the rational for their attendance)#

  • Delivery Manager/Chief of Staff - Meeting owner (required).

  • Senior Product Manager, Open Science Enablement - Provides insights and updates based on service delivery and expertise on community. Help to guide the prioritization of work into the P&S team.

  • Engineering Manager - Helps to shape delivery outcomes.

Optional members:

  • Head of Product

  • Technical Lead

  • Senior Account Executive

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