INITIATE PROGRAMS

LECTURE 5

Melissa Smith
Advanced Diploma of Program Management
 ENABLE PROGRAM EXECUTION

✓ Envision the desired future state

✓ Shape and sustain the program execution
approach
✓ Shape and sustain the program’s business case
✓ Shape and sustain program governance
 ENVISION THE DESIRED FUTURE STATE
Vision.

LIME vision: Smart Mobility for the Modern World.

• Reduce transport time

• Moving forward in a smart way
• Using another kind of transportation
• Different models of transport
• Non-traditional way of moving
• Smart because it reduces time and easily accessible
• Environmentally friendly
 Desired Future State - Lime
Programs of work
➢ Improving safety of scooters and bikes
➢ Convince the market to use the micro mobility as an
alternative to cars
➢ Expand operations to Brasil / Colombia / Latin America
➢ Seek strategic partnerships to increase smart mobility
➢ Innovate transportation to include small animals
➢ Expand Lime to regional areas in Australia
➢ Research solar powered implementation to scooters
and bikes
 DESIRED FUTURE STATE - Coles
Programs of work
➢ Improving safety of customers
➢ Expand (Coles Local or Coles Express or Liquorland -
whichever segment of the Coles business you wish to
do so) to regional areas of Australia
➢ Partnership with Uber for Coles (supermarkets) for
faster delivery
➢ Create an information app for all Coles supermarkets
products
➢ Automate shelf restocking
 ENVISION THE DESIRED FUTURE STATE
Vision.
✓ Future State scenario
• Explorative method (what can happen in the future)
❖ Portray or show what can happen in the external
environment – outside of the organization.
❖ Assumption: the environment is the first thing to change in
the future and consequently the organization will respond.
❖ Result: Organization can only prepare or respond to change in
its future environment.
❖ Explorative scenarios support decision making for the future
state scenario from the perspective of how the organization
could perform well or prepare well in case the environment
changes.

Source: https://medium.com/predict/normative-or-explorative-scenarios-use-the-control-compass-to-find-out-
d903c4e7183c
 ENVISION THE DESIRED FUTURE STATE
Vision.
✓ Future State scenario
• Normative method (what should happen in the future)
❖ Portray what should happen to the organization where the future
state scenarios are created.
❖ What should happen to the organization's external environment
because of what will happen inside the organization.
❖ Normative scenarios include strategies, policies or choices of
scenarios made by the organization.
❖ Normative scenarios support decision making in that they point to
a certain direction of where the organization could change to:
❖ its advantage,
❖ advantage of its customers
❖ advantage of its communities of interest.
Source: https://medium.com/predict/normative-or-explorative-scenarios-use-the-control-compass-to-find-out-d903c4e7183c
 ENVISION THE DESIRED FUTURE STATE
Vision.
✓ Future State scenario
• AcdB Model

A Where are we now ? B Where do we want to be ?

C How do we get there ?

• Key facts on the external and • To have target customer

internal environment
(competitors, industry, IT, public
sector etc.)
• System in focus (area of work.
team is responsible for)
• Design challenges (issues
affecting business)
• The hypothesis or proposition for
change, expressed as a sentence
• Under sentence identify 3-4 discreet
areas of action e.g. marketing, skills
etc
D How do we make
this happen ?
segments seek to do business
with us as their preferred
company
• To deliver above industry
financial results to enable
continued investment in the
business and improved returns
for shareholders

• Develop the “Focusing • To add value in the

Question” (what is the question
we are going to answer)
• Activities that will make the ‘C’ community by giving peace
happen of mind in turbulent times
• No more that 5 or 6
• Need to be specific and measurable
• Require right resource and level of
authority
 DESIRED FUTURE STATE

✓ Strategic Objective
Financial
Customer
- Financial growth: Profitability 10% increase
with new product range. - Existing customer: improve level of
satisfaction from the current service/product
- Financial efficiency: decrease expenses by
5%. New customer: engage through company
values and vision/mission
- Financial efficiency reduction of operating
costs by 10%.

Internal / Operations
- Communication management: improve
communication / improve connection/enhance
trust
- Technology management: user friendly
software/time efficiency (virtual technology) /
increase accessibility to all organizational users
- Process and procedures to improve
supplier/distributor relationship
People/Learning
- Training: Increase potential of the team /
decrease errors and inefficiencies
Culture: align incentives and staff rewards
with performance and attitude (behavior)
Engagement: Increase staff commitment.
SHAPE AND SUSTAIN THE PROGRAM’S BUSINESS CASE

✓ Purpose of Business Case

• Justify why this program of work should occur
• Thinking of your strategic objective what will be the expected
benefits?
• What are your expectations from the decision maker.
 Stakeholder Approval Process

• How will you present the Business Case to your

stakeholders to obtain approval?
• In your presentation, what steps will you include for
the approval process?
• Approval process:
❖ Understand who is the decision maker (your audience) and
their role in the stakeholder matrix,
❖ Build credibility – do you have evidence, analysis,
comparisons, market research to support your Business
Case presentation
 Stakeholder Approval Process

• Approval process:
❖ Test your Business Case before you submit it for approval
❖ Influence the Influencers – you may not be able to reach the
decision makers to test your Business Case, what can you
do?
❖ Ensure approval success – follow up with the decision-
makers or decision-maker.
 Monitor and Evaluate the Environment

✓ Internal and External program contexts

• What analysis tools can be used monitor and evaluate
internal and external program contexts?
❖ PESTLE
❖ SWOT
❖ GAP
• Do circumstances change Business Case program context?
❖ Need to operate in a different physical/virtual environment
❖ Closure of International flights
❖ …
❖ …
 Monitor and Evaluate External Environment

✓ Strategy to continually monitor and evaluate external

environment
• Use PESTLE analysis tool
• What other tools would you use?
• …
• …
• How often will you review to determine if changes in the
external environment will impact your desired future state?
• …
• …
 Monitor and Evaluate the Internal Environment

✓ Strategy to continually monitor and evaluate internal

environment
• Discuss GANTT Chart to monitor progress
❖ Milestones
❖ Critical Path Schedule
• Discuss risk identification and monitoring process of
identified risks
❖ Risk register
❖ Updating risk documentation (Issues Logs)
 Program Execution

✓ Program Execution approaches:

• Select approach – PMBOK, Prince 2, Agile
• Explain project management approach
• Overview of how project will be managed
• Monitoring whether program is on track
• Keep stakeholders informed
• Manage risks
• Organisational policies and procedures that will support
management of your program.
Changes needed to Implementation

• Change management process

• Change requests
• Who approves requests
• Update WBS as required
• E.g. CEO wants to add some additional
requirements to the program
• E.g. budget for program cut due to reduction in
company profit
 Program Execution Activity
1. Work Plan – key bodies of work and timeline
Lime – Improving the safety of scooter and bikes (program of work)

Project 1 – Scooter Safety

- Researching and implementing new helmet that meets 6 start rating (will be used for scooters
and bikes) Jan 2022 – Sept 2022
- Improve braking capability Feb 2022 – Dec 2022
- Improve kickstand design Sept 2022 – March 2023
- Battery gauge indicator location Feb 2022 – Dec 2022

Project 2 – Bike Safety

- Seat heigh adjustment mechanism improve April 2022 – Nov 2022

Class activity – to be used as a guide of what information is required in your

assessment – not to be copied
 Program Execution Activity
2. Budget – key bodies of work and timeline
Lime – Improving the safety of scooter and bikes (program of work)

Project 1 – Scooter Safety

- Researching and implementing new helmet that meets 6 start rating (will be used for scooters
and bikes) $2,000,000
- Improve braking capability $ 750,000
- Improve kickstand design $ 400,000
- Battery gauge indicator location $1,000,000

Project 2 – Bike Safety

- Seat heigh adjustment mechanism improve $ 250,000

Total $4,400,000

Class activity – to be used as a guide of what information is required in your

assessment – not to be copied
 Program Governance
Sponsor Program (Lime) Decision Makers Information

Technology and Innovation Barry Flowers, Innovation Change requests impacting

Manager technology,

HR Management David Austin, R&D Manager Human resource requirements,

notice of when tasks will be
completed and staff required to
leave, new positions and skills
required.

Program Managers – XYZ Decision Makers Information

Consulting

Program Management Edward Bowers, Program Delays to tasks being

Manager completed, staff absences,
budget changes, change
requests
Training Natalie Rider – Training Training timeline, locations for
Manager training, change in trainer
resources
Maintaining, Updating and Reviewing Program
Governance

• Important so everyone know who the key decision makers

are for the various areas of the program e.g. if they need
something approved
• Staff change roles – need for program governance structure
to be updated when staff change roles
• Allocate maintenance to program admin team member
• Review six monthly to ensure correct and whether some
new decision maker roles need to be added or removed