1. “Program Management - Best Practice” Deployment
Prepared by: Kaushik Pramanik,PMP, PGDOL (Oxford), PGDFI (LSE), MTech (IIT), BME
Purpose: Consulting

2. Contents..
Introduction: Models and Governance:
1. Background and current situation 1. Deployment model
2. Objectives of the presentation 2. Present big picture (Functional model)
3. Vision & Mission 3. Target big picture (Functional model)
4. Scope statement 4. Work Stream (WS) concept
5. Strategic challenges 5. Work Stream (WS) approach
6. Balanced scorecard 6. Deployment organizational structure
7. Deployment governance mechanism
8. Governance triangle
9. Deployment value chain
Risk, KPIs, and Roll-out plan: Responsibilities and Key messages:
1. Top 5 risks and risk mitigation actions 1. Work Stream (WS) leader’s - key
2. KPIs related to the deployment responsibilities
3. High level roll-out deliverables 2. Head of project management – key
4. High level roll-out schedule responsibilities
5. Reward & recognition 3. Key messages for the deployment
4. The end.
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3. Background and current situation..
Insurance top management has decided to roll-out program management best practices across
Insurance group divisions (Insurance Ltd., Reinsurance, Corporate Solutions, Asset Management,
Corporate functions and other Enabling Units) and regions.
The current program management framework has many deficiencies as mentioned below.
Standard program
Standard reporting
management Processes and tools
structure
terminology
Deficiencies
Control of program Overlap between
Key performance
financial project and program
indicators
management governance.
The new PMI based program management framework (consists of four phases, four governance
checkpoints, standard program charter, program reports and the benefits management plan) has
been designed and ready for deployment on fourth quarter 2012.
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4. Objectives of the presentation..
The main objectives of this presentation are
to provide the
transparent road map
to generate new for training & learning
to develop the , tools &
vision & mission program management
best practice techniques, deployme
statement for nt processes, user
deployment / deployment concept
including high-level support, awareness, r
roll-out phase. eward &
roll-out plan with all
the major activities recognition, and
and key milestones. communication.
to define the deployment
scope, roles &
to identify top
responsibility,
five key risks and
deployment work stream
risk mitigation
concept across regions
actions in relation
and divisions, deployment
to the
organization structure and
deployment.
governance mechanism.
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5. Vision & Mission statement..
Vision
Our vision is to become the trusted partner of all divisions of Insurance, renowned for our
consultancy on best-practice program management and project management frame
work and methodology.
Mission
Our mission is to help insurance globally by
partnering with Insurance business, corporate, IT and shared services divisions to implement
sustainable, and reliable best-practice program management framework globally.
providing training , tools and necessary support to Insurance employees to use best-practice
program management framework.
empowering our employees and rewarding them for practicing best-practice program
management framework.
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6. Scope statement..
Scope of the “Program Management – Best Practice”
deployment plan is limited to…
All program management organization of Insurance across divisions and
regions.
Training and support of program managers and nominated individuals
about new “Program Management - Best Practice” framework, and
tools & techniques associated with it.
Creation of awareness among employees about the new framework and
methodology across Insurance via different communication
mechanisms.
Reward and recognition procedures and guidelines for following the
new “Program Management – Best Practice” framework.
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7. “Program Management – Best Practice” Deployment:
Strategic challenges…
• Senior Management of the organization does not value the new
Organizational best-practice framework.
• No support from the top management within the organization.
• Present operating model doesn’t support program management.
Operational • Too much to change in the operational functional model to adopt the
change.
• Budget issues to follow the new practice.
Financial • ROI to follow the new practice is lower than existing practice.
• Program Managers are not trained, resistant to the new practice.
People • Lack of knowledge about Program & Portfolio Management and
Strategy.
• Too many processes are already in place.
Process • Strong resistant to adopt another new process and framework.
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8. “Program Management – Best Practice” Deployment:
Balanced scorecard..
Strategic Objectives Strategic Measures
Measure ROI with new practice
F1: Long term higher ROI
Financial
Number of projects are completed on
F2: Reduce program financial risk
time and on budget using new concept.
F3: Controlled program financial
Existence of program financial
management
management framework
C1: Well trained program managers, Industry survey on program &
Customer
quality assurers, program / project management staff in Insurance
project management officers through external agency
C2: Improve support to customers Customer satisfaction survey
I1: Common practice Survey result on the existence of best
Internal
I2: Industry standard practice (PMI) practice across Insurance.
I3: Higher quality of deliverables Audit result on program deliverables
I4: Higher performance and overall program performance.
Employee survey
Learning &
L1: Focus on core competencies and
Growth
skills  Existence of career growth plan for
L2: Provide career growth charter program managers and other
L3: Tailor made learning program. participants.
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9. Deployment model..
Target
Deployment Governance Role and Deployment
Operating
Concept Mechanism Responsibility Road Map
Model
Overall deployment
concept Role definition
Work Stream Governance Key milestones
structure structure & activities
Present big picture Key
(Functional model) responsibility
Organizational Governance Dependencies
definition
model model
Target big picture Expected date
Deliverables
(Functional model)
CoE
Governance Enterprise Governance
Strategy
“Program Management –
Best Practice”: Deployment
Strategy
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10. Present big picture..
Present Functional Model
Reinsurance Insurance & Risk Human Information Asset
Claims Management Resources Technology Management
CH
APAC
NA & LA
EMEA
“Different colour represents different practice framework, and tools across regions
and divisions.”
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11. Target big picture..
Target Functional Model
Reinsurance Insurance & Risk Human Information Asset
Claims Management Resources Technology Management
CH
APAC
Program Program Program Program Program Program
Management – Management – Management – Management – Management – Management –
NA & LA
Best Practice Best Practice Best Practice Best Practice Best Practice Best Practice
EMEA
“Program Management – Best Practice” framework, tools, training, guideline, support
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12. Deployment concept: Work Stream concept..
Communication & Training, Tools &
Communities Work Techniques, and
Stream Support Work
Stream
“Program
Management –
Best Practice”:
Governance Deployment Governance
Set the strategic direction Cross-functional Establish the accountability
Establish disciplined execution Define rewards & recognition
Define various actions
collaboration Evaluate framework & road map
Prioritise & communicate Work Stream Investment decision
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13. Work Stream approach..
Three global work streams have been defined to ensure that “Program
Management – Best Practice” deployment activities and deliverables are
generated in a timely and collaborative manner.
Communication & Communities
1 This work stream will be responsible for communicating “Program Management –
1 Best Practice” across regions and divisions in Insurance through different mode of
communication and program management community.
Training, Tools & Techniques, and Support
This work stream will be responsible for development and execution of a framework
2 related to training, tools & techniques, and user support of Program Management –
Best Practice” to increase the quality and efficiency of numerous program
management environments in Insurance.
Cross-functional collaboration
This work stream will be responsible for collaboration and coordination between
above two work streams, across Insurance business divisions and regions, corporate
3
training department, external parties to facilitate smooth deployment of “Program
Management – Best Practice” framework in Insurance.
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14. Deployment organizational structure..
R
Head of CoE Head of Project Communication & e
g
i
Enterprise Management Communities Lead o
n
Transformation Practice Area ( WS Lead A) a
l
Head of Project Management
R
Practice Area Training, Tools & e
g
WS Lead A WS Lead B WS Lead C Techniques, and i
o
Support Lead n
a
WS Lead C (WS Lead B) l
External &
External &
Insurance
Insurance
WS Lead A WS Lead B
R
e
Cross-functional g
Regional Leads Regional Leads i
collaboration Lead o
n
(WS Lead C) a
l
Collaboration Model
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15. Deployment governance mechanism..
Head of Project Management Practice
Global Head & GLOBAL
Regional Heads
-> STC Function AMERICAS
APAC EMEA CH
(NA & LA)
       
Global Work Stream Teams
Virtual
Teams        
1
Communication &
Communities lead     Lead A

2 
Training, Tools & Techniques
, Support lead    Lead B

3
lead

Cross-functional collaboration
   Lead C

Each work stream leader will lead global teams across regions to implement various work stream activities regionally.
Initially, the work stream leader will be based in Switzerland. However, a work stream leader can be located in any region.
Every region will have regional work stream leader, regional team members and virtual team members.
Three leads (Lead A, Lead B and Lead C) and Head of project management practice will meet twice a month to discuss
the status, progress, risk issues of the deployment. The meeting duration is two hrs.
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16. Governance triangle..
COO / DOO GIO Strong focus from top.
End to end governance.
Consists of COO/ Top to bottom transparency.
Head of Project DOO/
Management Practice, GIO High-level of accountability.
Governance
Work stream leaders (3) Result oriented structure.
Frequency (2 per month) Clear strategy & big picture.
Long-term sustainability.
Well drawn road map.
CoE Enterprise Team force in action.
Transformation Governance Fostering collaboration.
Catalyst to transformation.
Reward and recognition.
Program Management – Best Practice
Governance
Consists of
Work stream leaders ,
Regional participants ,
Frequency (2 per month)
Work stream Governance
Each work stream will have governance mechanism…
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17. Program Management – Best Practice:
Deployment value chain.. Note:
Value Chain: -
COMMUNICATION & COMMUNITY
Processes or
E
X activities by which an
COLLABORATION organization adds
C PLANNING, CONTROLLING & MONITORING value to end users.
O
U C
N O
MANAGERS
PROGRAM
C F T M I
T
I C R E M M S
L R
O A M T U P U
A
N M P O N L P
P I
R C E L O I E P
N
O E W A L C M O
I
P P O T S A E R
N
O T R E T N T
S G
K S I T
A
O
L
N
Note: End value to customer is “Program Management –
Best Practice” framework which will provide competitive
advantage over a long run.
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18. Top 5 risk issues and risk mitigation actions..
1 2
Program managers Strong resistance to
reluctant to follow adopt new practice.
any guidelines. Mitigation Action: Communicate
quantitative and qualitative values
Mitigation Action: Train program
of new practice over the old one.
managers, reward & recognize
them if they follow guidelines.
Key 3
Risks Lack of awareness
group wide.
5
Mitigation Action: Develop a
holistic communication model
Lack of support from Sr. to create the awareness.
management.
Divisional and regional
Mitigation Action: Get a mandate
organizational barrier and 4
and buy in from top management. complexity.
Mitigation Action: Focus on cross-
functional collaboration model
and plan, and robust governance.
*** Focus on preventive actions over reactive actions.
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19. KPIs related to the deployment..
Milestones on schedule, and
Number of Program
budget.
Managers are trained in
each region and division.
Resource distribution at
various stages of the
Number of PMOs and QAs
deployment.
are trained in each region
and division.
CPI, SPI, CV, SV, EAC, ETC
metrics related to the
Statistics related to the
deployment.
different training mode
(Workshop, Online, Coaching
Number of risk issues at
etc.).
different stages of the
deployment.
Various communication
statistics.
Customer or end user
feedback score after
Number of community
the deployment.
members in each
region.
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20. High level roll-out deliverables..
Following are the various roll-out deliverables for HR program management
department across divisions and regions in Insurance (Pilot program).
Set-up and Define Execute
Define detailed deployment plan Generate awareness across HR group
Set-up of Work Streams (WS) Execute communication plan
Define communication plan Execute collaboration plan
Define collaboration plan Provide training to HR program managers
Define training, tools & techniques and Provide necessary support to HR program
support plan managers with tools & techniques
Set-up of “Program Management – Best
Practice” communities
Approval, Go live and Closure
Receive approval from HR divisional and regional sponsor
Receive approval from “Program Management – Best Practice” program sponsor.
Receive the approval from Head of CoE Enterprise Transformation.
Go live
Program closure.
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21. High level roll-out schedule..
2012
Jun Jul Aug Sep Oct Nov Dec
Set-up & Define
Deployment Plan
Sign-off
Work Streams
Communication Plan Sign-off
Collaboration Plan Sign-off
Training, Tools, Techniques, Sign-off
& Support Plan
Communities
Execute, Approve & Go Live
Awareness
Communication
Collaboration
Training Sign-off
Support
HR Approval, CoE Approval
& Sponsor Approval Sign-off
Go Live
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22. Reward & recognition to program managers..
Inform the
Mention the Recognize
supervisor
names in the in the group
about the
town hall. wide news letter.
achievement.
Reward
&
Recognition
Provide dinner Arrange CoE Provide
coupon for the reward event certificate from
family. with dinner. CoE division.
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23. Work Stream (WS) leader: key responsibilities
Communication & Communities
Develop and distribute communication management plan to deploy “Program
Management-Best Practice” & maintain sustainable relationship with stakeholders.
Create “Program Management -Best Practice” community for each region led by
regional leaders focusing on best practice methodology, framework, tools,
awareness, user support etc.
Provide guidance to regional “Program Management – Best Practice” community.
Training, Tools & Techniques, Support
Develop “Program Management–Best Practice” framework training material. Provide
training to program managers across divisions and regions.
Define tools & techniques, tool chain to be used to follow “Program Management –
Best Practice” methodology.
Provide support to end users of “Program Management – Best Practice”.
Cross-functional collaboration
Define collaboration plan focusing on collaboration mode between different
stakeholders, work streams and communities.
Generate awareness of Program Management – Best Practice” across regions using
PM Hub, Group wide Newsletter, social-networking platform (“Your Space”),
podcast, webinars, hand-out, etc.
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24. Practice area head of project management: key responsibilities
Key responsibilities:
Define Program Charter to deploy “Program Management – Best Practice” across divisions
and regions and lead the program.
Define the concept, target operating model, deployment road map of “Program
Management – Best Practice“ framework.
Facilitate global work stream leaders, regional work stream leaders to carry-out their
defined responsibility.
Maintain long-term sustainable relationship with program sponsor, departmental heads
in Insurance across regions and divisions, stakeholders in CoE Enterprise transformation
organization, various internal and external teams and stakeholders.
Define and execute various governance mechanism, governance meetings to address
the strategic and tactical requests and execute “Program Management – Best Practice”
deployment on time and on budget across divisions and regions.
Track & control various financials to deploy “Program Management – Best Practice” in
Insurance.
Define reward and recognition criteria for using “Program Management – Best Practice."
Lead the work stream team to implement “Program Management – Best Practice."
Provide monthly progress , status, risk , and KPI metrics report to program sponsor, head
of CoE enterprise transformation and all stakeholders across divisions are regions.
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25. Key messages for the deployment..
Be focused, committed and dedicated to accomplish the mission as a team.
Encourage best practice above and beyond, and always be collaborative.
Provide high quality sustainable solution not only the product and framework
to end customer.
Become a trusted partner of stakeholders and business unit members.
Gain the loyalty of the customer over customer satisfaction.
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26. Teamwork is the ability to work together towards a common vision. The ability to
direct individual accomplishments towards organizational objectives. It is the fuel
that allows common people to attain uncommon results.
- Andrew Carnegie
(19th century Scottish-American Industrialist)
Thank you for your time and going through this presentation, I think
that the mission is possible.
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