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Organisations and Structures (Roles (Sponsor (Owns the business case,…
Organisations and Structures
Organisational Structures
Functional
Definition
Staff work for own line manager - report to them on a daily basis.
Project work coordinated at department level.
Strengths
Maintain cohort of very skilled staff - experts -
Allows for organisational learning - embed and utilize specialist knowledge
Clear lines of authority/reporting - determine priorities easily
Weaknesses
Less flexible/able to adapt to project working
No variety for staff -unmotivated - no sight of wider business operations
Under utilization - staff not being used in other areas where work load higher
Matrix
Definition
Staff work for own line manager - report to them on daily basis.
Project work carried out by PM utilising staff across business on an 'as needs' basis
Strengths
Visibility of skills and availability
PMs have organisational authority over staff
Specialist skills retained - projct ends and staff move to next
Weaknesses
Conflicting priorities for staff -PM and Line manager
PM needs to be good cmmunicator - cant rely on organisation structure
teams can be unknown and invisible to PM- needs sophistocated resource management culture
Project
Definition
Staff report directly to PM. All work is project based and organisation consists of a sum of all projects.
Strengths
Clear focus on project objectives
PM in charge - obvious - staff can identify and relate to authority
Clearly identifiable roles and responsibilities . PMs build their teams personally with strong project ethic
Weaknesses
Little/no career progression or job security
Can cause dupllication and under utilisation of resources.
Experience leaves organisation when projects end. No retention of skills.
Roles
Sponsor
Owns the business case
Helps PM manage key stakeholders
Nominated by Steering Group
Helps deak with escalated issues and changes
Helps Identify strategic and busness risks
Helps PM deal with contingencies
Approves change
Responsible for benefits realisation
Steering Group
Nominates sponsor
Owns strategic risks
Provieds direction and guidance to sponsor
Authorise business case
Support and advise sponsor
PM
Delivers project to enable benefits
Owns project management plan
Manaes the team
Influences stakeholders
liases with end users
Manages suppliers
User(s)
Define product requirements
Accept products
Liase with PM regarding changes
Accept authority of sponsor
Team
Deliver work packages
Support the PM
Advise on risks and changes
Liase with the users (through PM)
Suppliers
Project Office
Tasks:
Assurance of PM and Teams
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Admin support to PM
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Collection, analysis and reporting of project info to team
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Lesons learned
Doc management and filing
Benefits:
Assurance of PM and teams
Admin support and guidance
Collect, analysis and reporting
'home' of PM community
Continuous improvement
Expert resources/ experience
Project Assurance
Provide confidence to stakeholders, Projects Achieve:
Scope
time
cost
qualtity objectives
realise benefits
Three Lines of Defense
Controls - application of a management sysem
Compliance - moitoring checks, and audits by PMO, risk analysts, etc
Independent - internal and external audit, regulators, HSE,etc.