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There is often dependencies and uncertainty around the work to be done. They cross silos, require alignment of resources, and result in change to the organization. Project management refers to the coordination and oversight of a set of tasks completed to produce a result and that result is directly aligned with the program it falls under. Common project management tasks include defining a detailed project plan, managing a project budget, allocating and assigning resources, and generating reports indicating status against schedule and budgets.
Projects often have a defined budget, scope, and timeframe to be completed. Projects also have metrics and goals which determine their success and failure — typically on time and on budget. The key difference between program and project management is the scope. While program management focuses on the broader strategy, continuous improvement, and benefit realization, project management focuses on the specific tasks, deadlines, and tactical execution necessary to achieve the overall program goals.
When executed properly, they are synergistic and complimentary. Many PMOs are evolving into enterprise program or project management offices EPMOs to meet the changing needs of the business, most notably, the increased focus on digital transformation. Gartner found that EPMOs are more apt to develop innovative, high-value products or services based on customer or business needs.
This requires a greater emphasis on enterprise planning, delivery and performance to respond to increased digital business demands. The EPMO is in the ideal position to support digital transformation, serving as a central point to manage cross-company program management. Instead of groups across the company working in silos, they come together to effect a change in capabilities. Technology, products, customer service, marketing and other groups must be coordinated to ensure all are working towards the same enterprise vision through various programs.
Still, EPMOs face challenges to operationalize strategic plans. Studies consistently find that two-thirds to three-quarters of large organizations struggle to implement their strategies.
An adaptive program management approach is necessary to translate strategic vision across the enterprise to deliver outcomes that often impact or change organizational processes. Program management is an effective way to realize benefits quicker and at higher value while creating scale and bridging organizational silos.
Program managers can create outcome-driven program plans and roadmaps connecting dependencies cross-functionally to manage them holistically while ensuring the organization prioritizes the execution of strategy.
Leveraging program management practices is an effective way to execute cross-functionally and realize strategy. Programs allow the organization to translate strategy into actionable goals to measure performance and mitigate the risk of failure. Metrics should be measurable, attainable, and aligned with the overall goals of the program. What you decide to measure will drive not just the program but will help define projects and their intended value.
If they have, then the strategy has changed, and the organization needs to react accordingly. That is why it is so important for programs to be a translation of strategy and not some side-list aligned to it.
Some examples of program metrics include:. These are just a few of the key metrics to think about when setting up program management to ensure maximum benefits realization. Therefore, program management requires thorough planning and communication with stakeholders through each program stage.
While there are similarities between program management and project management , a program manager takes a higher-level leadership role related to resources, infrastructure, and governance rather than managing the details of specific projects.
A program manager oversees the coordination of multiple projects into a common work effort, deals with plan changes and corrections that need to be made, and communicates closely with program sponsors.
A program management office, or PMO, often provides administrative and management support to the program manager. Each project within a program will have its own plan to outline the objectives, scope of work, budget, project schedule, and other details.
A project plan describes the who, what, why, and when of a project: why the project is being undertaken, what the work or deliverables will be, who will be responsible for different aspects of the project, and when significant milestones will be completed. In program planning, the individual project plans are integrated based on shared dependencies. By reviewing and integrating project plans, teams can resolve any conflicts, identify potential problems, and generate a clearer collective picture of the program process and outcome.
Program managers can then refer to this integrated program plan to ensure that progress is on target for meeting business goals and to assess the consequences of any changes that may occur. Program Management Charter Template. A program charter is often used as a preliminary document to provide an overview of a program and outline its key elements, such as vision, purpose, deliverables, and objectives.
A program manager creates the charter with input from stakeholders and the program sponsor. The program charter documents approval for the program parameters and authorizes the program manager to proceed. Once the charter has been approved, a more detailed program plan can be created, which often includes the charter as part of the program overview. Excel Smartsheet. Use this tracking template to identify issues, tasks, and roadblocks along with impact, required actions, ownership, status, and more.
This can help you organize program updates and issues while keeping track of who is responsible for dealing with them, pending deadlines and completed tasks. You can organize the template by issue priority to ensure that vital issues are being addressed first. This simple Gantt chart template can be used for scheduling tasks, project planning, and tracking progress. The horizontal bar charts make it easy to view a project timeline and how different tasks overlap.
A Gantt chart can be used for a variety of planning needs, from creating a personal to-do list to marking project milestones. Use this analysis template to support your stakeholder management plan. A stakeholder analysis can be completed once to assess stakeholder interests, attitudes, and influence, or it can be updated regularly to reflect changes over time.
A stakeholder analysis can help you create targeted communications in order to ensure cooperation between an organization, project teams, and stakeholders, which increases the chances of a successful program outcome.
This program management template provides a dashboard view of your project portfolio, which provides a quick view of data and scheduling for multiple projects. Use this template to monitor program budget, risks, timeline, and progress.
You can also use the dashboard as a program management status report template, providing quick reporting to stakeholders that includes high-level and detailed information in an easy-to-read format. This template is designed for planning governance committees, outlining guidelines for decision making, and determining how those decisions will be documented and communicated. You can use the template to plan stage gate and program performance reviews, and provide details on when reviews will take place, what will be reviewed, and more.
Create a detailed communications plan that includes a summary of your communication strategy for the program as a whole, your approach to different program components, processes for escalation and feedback, roles and responsibilities related to communication, and specific activities.
It should be clear who has authority to approve a communication, who is responsible for various types of communication, and who is the target audience. This program management planning template is designed to help you quickly create a program plan in a spreadsheet format.
It covers multiple planning elements from issue, communication, and financial management to program status reporting. You can edit the template to include different sections depending on the needs of your program.
Support your risk management process with this log template. Creating a risk log allows you to keep track of when a risk was reported, who is responsible, its impact, and response status. You can use the risk log to assess and prioritize issues and create detailed documentation of what response actions are needed or have been completed.
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