Project Management Systems:

Supporting the Transformation

Niall Faris Head of Project Controls Systems

Programme Management Office
 Agenda
Some London Underground Facts
Overview of Capital Programmes
Political/Organisational Context
The Maturity Journey
Current Controls Tool Situation
The Future Controls Solution
Delivery challenges and Quick
Wins
 Some Facts
London underground is the oldest underground railway in the
world, with some parts of the network dating back to the 1850s.
We operate 268 stations and 253 miles of track, along 11 lines.
The network services over 3 million passenger journeys each day.
We have started a programme of major investments to renew and
upgrade the entire network
The Capital Programmes Directorate is tasked with delivering this
investment, spending 1.4bn per year until 2018
London Underground
Programmes

We are delivering highly complex and

varied projects within tightening
 The Political Context
The challenges
Investment constrained by ongoing commitment to reduce
Government debt
Demands for significant improvements in efficiency and
reliability
Olympics now 266 days away and counting.....plus mayoral
election in Spring
Increased scrutiny on getting value for money. UK
infrastructure costs 15-40% more than in comparable
European countries.
 Organisational Context
The only constant is change, continuing
change, inevitable change, that is the
dominant factor in society today. No sensible
decision can be made any longer without
taking into account not only the world as it is,
but the world as it will be. Isaac Asimov

Large consolidation of central functions (HR,

IM, Assurance etc.) with significant resource
reductions.

Increasing external pressure/influence.

 LU Projects Organisation
Capital
Strategy and
Programmes
Commercial
Directorate PMO

Upgrades Infrastructure Stations Track & SSR Power & BCV

Sponsor Sponsor Sponsor Stations
Civils Upgrade Cooling Upgrade

400 Projects

2000 Project Staff

Sponsors
Programme Managers
Project Managers
Controls Staff
Engineers
 The Maturity Journey
Project Management Maturity Model used to measure our performance

Certification

Started at
0.8
The Project Management
Framework

Controls Processes

Systems?
The Current Controls
Situation PRA ARM
Active Risk
Primavera Risk
P6
Primavera Analysis Manager
Schedule Risk Risk
Analysis Management
P6
Microso
Excel Primav
ft
Planning era Business @risk
Project
Plannin Object QRA
Excel g
Planning
Change MPD
Control RIB P6
Excel Cost WBAT
Issues
Primavera Accruals
Estimatio
Managem
n Tool
Excel
ent
Project
Cost
Managem ASite OPM
Excel
ent Contract Oracle Excel
Benefits Portfolio Reporting
Managem
Managem Manager
ent ent
Excel
Lessons SAP ERP Financials, Timesheets, Procurement, HR
Learned
 The current situation
The challenges
The business currently operate around 40 different controls
tools.
A large amount of the core control processes operate from
Excel Spreadsheets stored locally.
Reporting is burdensome, as data is difficult to get hold off.
No single source of the truth.
Labour intensive obtaining an enterprise view of data

The Platform for tools

All projects and programmes working from the same project
Lifecycle
All projects are operating the same controls processes
The Integrated Controls
Solution
Presentation Layer (BI) P6 Analytics Reporting

PRA
PCM Primaver
OPM a Risk
Primavera
Oracle P6 EPPM Analysis
Contract
Portfolio Primavera Quantitati
Manager
Manager Contract
Planning & ve Risk
Benefits EVM Analysis
Management
Management Issue
Change
Lessons Management
Management ARM
Learned Project Cost Active
Management
Risk
RIB Manager
Cost Risk
Estimation Manageme
nt

SAP ERP Financials, Timesheets, Procurement, HR

 The Potential Benefits
All project staff to have access to all systems
Project staff will work from desktop project dashboards using up to
date data.
All software will be linked meaning data will be entered once into the
system.
Period end reporting will be automatic
There will be no Excel working for Project Controls
The business will be able to drill down to interrogate projects without
disrupting project teams.
Data quality will improve
Decision making capability improved
Business will be able Enterprise wide view of projects will be obtained
Standardised training to be introduced
Transfer of staff around the business improved
System will be easier to support with 8 pieces of software
Licence use optimised
 Delivery Challenges
PMS Schedule Overview Proposed Revised Position
Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13

P3M3 Level 4 P3M3 Level 4

LU PMS Programme
3 4 3 4 5 6 5 6
P6 & Web Front-end Available

Concept
Concept Design
Design Detailed
Detailed Design
Design P6
P6 Build,
Build, &
& Test
Test UAT
UAT P6
P6 Rollout
Rollout
Phase 1

Service + Test
Model
Model
Setup
Setup SAT
SAT &
& PAT
PAT Environments
Environments
MPD:
MPD: Impact,
Impact, Design
Design &
& Upgrade
Upgrade

Service
Service ++ Test
Test Model
Model Deliver
Deliver Portal
Portal Phase 2 P6 & PCM Available
Refine Setup
Refine P6 Build, Test & Release P6 Rollout & Embedment
Phase Environ.
Environ.
Phase 22
Concept
Concept Design
Design Detailed
Detailed Design
Design PCM Build , Test & Release PCM Rollout & Embedment
Phase 2

PRA Build , Test , Release Rollout / Embed

PRA Available

Lessons Build & Test Rollout / Embed

Benefits Build & Test Rollout / Embed

Benefits & Lessons Learned Available

Analytics & Reporting Pilot Project

TfL PPM Programme

Agree System Processes

Design TfL Single PM Methodology Implement Single PM Methodology Close-Out

Review LU PPM Tools Implement TfL PPM Tools
Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13

Christmas Freeze Olympics Freeze

Delivery Challenges/Lessons
Learnt
What does out of the box really mean?
Tackle core process issues early
Stay strong and avoid developments wherever
possible we are special syndrome
Full stack Oracle knowledge very scarce in UK
Cultural challenge not to be underestimated
Implementation will require a dedicated
embedment team
Quick Wins:
Get early sandbox set up proof of concept and
stakeholder management/engagement is key
Consider the cloud...
Questions