Plan for the Definition phase
Guidance
Release 1 June 2009
This guidance explains how to create a plan for the work to be carried in during the Definition phase of the programme. This guidance is accompanied by a template for creating a Plan for the Definition phase.
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Contents Introduction .................................................................................. 3 1. Definition Activities................................................................ 3 2. Team and Management Processes....................................... 4
2.1 2.2 Team Structure ...................................................................................... 4 Management Processes for Definition phase........................................ 5
3. Integrity of the Blueprint, Benefits and Projects ................. 5 4. Sign Off ................................................................................... 6 5. Definition Plan - Check .......................................................... 7
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Introduction
The Plan for the Definition phase sets out the effort, costs and resources needed to fully define the programme. It is presented with the Programme Brief to the Sponsoring Group for review and sign-off. If both are signed off, the programme proceeds to the Definition phase. If not, a decision should be made as to whether further work is required to improve the business case or if the outputs of the proposed programme will be met elsewhere.
Please note that the examples in the following sections are for illustrative purposes designed to indicate the kind of information that is recorded. They are not complete working examples.
1. Definition Activities
The work needed to fully define the programme should be set out. The table below is one example of how this information can be presented. Example (Social Housing programme) Programme Definition Activities: expected duration 3 months Activity Description Programme Management Deliverable Resource(s) (Indicate lead person) J Smith Programme Manager Duration Costs (type) £12,000 (internal transfer)
Complete design
Programme Plan, Organisation & Mgt structure for Delivery Blueprint, Benefits
3 months
Stakeholder engagement
Review potential social
Plan for consultation and engagement Feasibility Study
J Smith Programme Manager (Lead) Head of Housing Member for Housing Resident Rep Head Surveyor Housing consultant Financial Manager V Taylor Comms Lead
3 months
£20,000 (internal transfer) £3,000 (external consultant)
10 weeks
£5,000 (internal transfer) £20,000 (internal
Head of Housing (Lead)
6 weeks
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Programme Definition Activities: expected duration 3 months Activity Description housing partners Deliverable Resource(s) (Indicate lead person) Housing consultant Duration Costs (type) transfer) £2,000 (external consultant) £12,000 (rental)
Secure Fully equipped temporary office space office space for programme Definition team for 3 months Total
J Smith Programme Manager (Lead) Head of Facilities Management
3 days
£74,000
2. Team and Management Processes
2.1 Team Structure
The team structure, roles, who will be assigned to them and the reporting lines for the Definition phase should be set out. An organisational chart is a useful way of showing the reporting lines. As well as an organisation chart a table as in the example below can be used to record members of the definition team. Example – (Climate change programme) The programme team comprises: Role / Area Programme Sponsor Programme sponsor (SRO) Business Change Manager Programme Manager Programme Consultant Facilities Management Services Property Services Transportation Name Cllr Brown T Baker N. Hill tba D Lake M Cooper G Goddard B McCarthy M Cherry Job title Councillor Executive Director (Environment) Head of Sport and Recreation tba Consultant Head of Facilities Management Service Head FCS Senior Surveyor Chief Transport Officer
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2.2 Management Processes for Definition phase
The Plan for the Definition phase should say how the Definition work will be managed, assured and aligned with the expectations of the Sponsoring Group. It needs to address management processes for: • Controlling risks and issues • Maintaining quality of the approach and documents • Progress monitoring and reporting It is useful to think of the Definition phase as a project and therefore apply good project management disciplines. Example (Climate Change programme) Progress monitoring and reporting for the Definition phase Beyond quarterly reporting updates to the programme board, we will report progress on this programme via existing Council reporting mechanisms. These include: reporting to the management board through the Programme Management Office summary highlight report and vital improvements and reporting to the Overview and Scrutiny Committee through the executive management board (the Sponsoring Group).
3. Integrity of the Blueprint, Benefits and Projects
The Plan for the Definition phase should describe what needs to be done to ensure that the Blueprint, the Benefits and the project outputs remain consistent with each other and the Programme Plan during Definition. The creation of these key documents is an integrated and iterative process and continues beyond the Definition phase (see diagram below). Strong collaboration across the definition team in the development and maintenance of these documents is critical for the ongoing success of the programme. The Programme Manager and the Business Change Manager need to agree how they will work with each other and involve the members of the Definition team, and key stakeholders.
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Benefits Map & Profiles
Programme Plan
Blueprint
Project Outputs
One of the techniques that can be used to manage the integrity of the three key design documents is for those responsible for each document to be notified when any of them needs changing or updating. These changes are then discussed in a 3-way conversation that may lead to further consultations and a discussion about issues and risks before the changes are accepted.
4. Sign Off
The purpose of the sign-off is for the Sponsoring Group to agree that there is an effective plan for completing the Definition phase and that they are prepared to make the required resources available.
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5. Definition Plan - Check
Does the Definition Plan satisfactorily answer the following questions? Definition Plan Key Question Is there a robust plan for completing the Definition phase? Sub Questions What are the activities, deliverables, resources (people and time) and costs to complete a detailed plan and design for all aspects of the programme? Team and Who will be assigned to each role and Management what will the reporting lines be? Processes How will the work be managed, assured and aligned with local governance? How will the dependencies and Integrity of the Benefits, relationships between the activities be managed to create consistency within Blueprint and Projects and between the key deliverables? Sign-Off Do the Sponsoring Group agree to the activities and costs required to complete the Definition phase? Section Definition Activities
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