Case Study: Small/Medium Business Solution Management 2019
Author: Anthony Michael
In the previous two case studies: Compliance Assessment and Risk management, and Board Strategy and Guidance we have spoken about the preliminary work done to prepare a project for execution. Establishing the three pillars essential to project management: Scope, Budget, and Time.
TLM had a mandated 6 weeks to complete a now defined scope of work to a set budget that worked for both TLM and The SMB in question.
So, lets take a look at the work done in this stage.
The first step in this process is to define each individual task that needed to be completed as according to the scope, understand the estimated time frame for completion on each of those tasks, and assign an individual responsible for each of those tasks; along with a governance structure in order to monitor progress.
Once all of these things are understood from a bottom up perspective you can build a project schedule. This is used for monitoring progress, analysis of problem areas in resourcing and time management, and allowing for accountability in baseline slippage.
There are two key things that should be noted at this point:
In this particular case study our issue was resourcing. We had planned to utilise not only our own team of experts (A on the ground project manager, A Policy and Procedure expert who also worked as the head of the team , and a Technical expert) but also in order to save time and budget also taking advantage of some of the company’s internal resources.
While this can be a feasible idea for many organisations, in this case we ended up dealing with a couple of problems. The first being that the employee in question was openly hostile toward the project plan, questioning the validity of the actions taken. So much time was spent arguing about why the work needed to be done that it ate up countless hours of simply doing the tasks that were assigned on both the employee’s end, who was needed to do technical work, and also on end of the team lead who was needed to do Policy and Procedure documentation writing.
Once that was dealt with through internal management, that same employee revealed that they were unable devote the time needed to complete their tasks because they were currently occupied with another internal project for the company. The building of a new website needed for launch at an upcoming trade show. Thus pulling focus from our technical expert who was now attempting to do the work that they were both required to do.
With advisement from the Company Director that hitting our deadline was the most important factor we decided to do two things:
The plan was originally to hit those two requirements simultaneously. By migrating some of their technology to an outside firm for management as well as some other minor tweaks we were going to be able to mark off some compliance checkpoints and become far less reliant on the employee in question.
With the clock ticking it became far more important to the client that they not be fined for their non-compliance in the short term.
With plan set and in motion we were able to work to our schedule and achieve the requirements for a signed Attestation of Compliance by the date of the deadline.
Once completed we worked with the SMB to identify some of the best ways for them to transform their business to over the coming year. Used our wealth of experience to assist with the putting together a fresh round of work for them to shop to market and sat down for a pizza night and lessons learned discussion about our experience over the course of the project.
In the last part of our series of Case Studies for this SMB we are going to talk about how we assisted with their Labour Management and Hire. Please click through to read.
But before you do that, lets look at some of our lessons learned providing the End To End Solution Management for this organisation: