Corporate Project Management ServicesCorporate Project Management Services

ICBC Performance Management and Development Program for

Project Managers

Susan ReadOctober 22, 2003

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OutlineOutline

• CPMS Organizational Structure• Summary of PM Levels and

Skills• Performance Evaluation Process• Compensation Scale• Skills Assessment• Key Issues

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CPMS - Organization StructureCPMS - Organization Structure

• Corporate Project Management Services currently reports to Finance

• Structure of CPMS is flat:– Manager of Corporate Projects– 3 - Project Managers level 4– 6 - Project Managers level 3– 2 - Project Managers level 2– 0 - Project Managers level 1

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CPMS - PM Levels and SkillsCPMS - PM Levels and SkillsSkills PM I PM II PM III PM IVSize and Type ofProject

Small to medium scaleinternal projects

Segments of largermore complex projects

Moderately complex,medium scale internalprojects

Segments of larger morecomplex projects

Medium to large scaleprojects involvingmultiple internalstakeholders andpossibly externalstakeholders

Long term, large scalecomplex projects

Multiple internal andexternal stakeholders

Level of Supervision Close supervision &significant mentoring,coaching and training

Some supervision,mentoring, coaching andtraining

Minimal supervision,coaching and training

Typically does not requiresupervision, coaching ortraining

Knowledge ofMethodology

May not be experiencedwith the completeproject life cycle

Experience with completeproject life cycle

Significant experiencewith the completeproject life cycle

Extensive experience withthe complete project lifecycle

Problem SolvingAbility

Limited exposure toproject issues and risks

Unsure of range ofpossible solutions toproblems

Exposure to many projectissues and risks

May need assistanceevaluating alternatives

Experienced handlingall types of issues andrisks

Occasionally needsassistance evaluatingalternatives

Comfortable managingprojects involvingsensitive or contentiousissues

Soft Skills Developing goodassertiveness,leadership andcommunications skills

Exposure to seniormanagement

Good assertiveness,leadership andcommunications skills

Limited exposure toexecutive

Very goodassertiveness,leadership andcommunications skills

Gained exposure toexecutive on a workinglevel.

Excellent assertiveness,leadership, interpersonal,and communications skills

High degree of maturity

At ease working with alllevels of executive

Other Coach and mentor lessexperienced PM’s

Good understanding ofICBC’s major businessareas

Coach and mentor lessexperienced PM’s

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Performance PlansPerformance Plans

• Performance plan includes 4 key areas:– Corporate– Divisional – Individual– Development Plan

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Performance PlansPerformance Plans

• Corporate, divisional and individual broken down into:– goals – 1 or more objectives for each goal– 1 or more measures and/or

targets for each objective

• Development Plan– Development Objectives

•Development Activities

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Corporate, Divisional, Individual GoalsCorporate, Divisional, Individual Goals

• Become More Competitive• Customer Focused• Revenue Driven and Fiscally

Responsible• Personally Accountable,

Capable and Engaged

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Example Example

Customer Focused Objective Measures/Targets

Corporate To increase customer support forICBC as a result of informedopinions and a betterunderstanding of the value andoperations of the company.

Customer approval index.

Divisional / Region To increase the customers’understanding of the value ofICBC.

Annual Report and internal andexternal communication offinancial and other information.

Individual Aid in the development of adepartment whose services arevalued by the customer.

Deliver project objectives on time,on budget and as agreed.

Client satisfaction survey resultsgreater than or equal to anaverage of 4.0.

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Project Manager:Client Name: Project/Initiative:Client Title: Project Completion Date:

Thank you for taking the time to complete this survey of the services provided to you by Corporate Project Management Services (CPMS). Yourfeedback and suggestions are important to us and form part of our overall performance plan.Instructions: Please indicate whether the Project Manager met your requirements in each of the following areas by

circling or bolding the appropriate number according to the following scale.

Far ExceededRequirements

ExceededRequirements

Met allRequirements

Fell short ofsome

Requirements

Failed to meetRequirements

Does NotApply

5 4 3 2 1 n/a

1. How would you rate the Project Manager's performance with regard to:

Project issues and risk management 5 4 3 2 1 n/aProject schedule management 5 4 3 2 1 n/aProject budget management 5 4 3 2 1 n/a

2. How would you rate the amount and quality of information you received from the Project Manager? 5 4 3 2 1 n/a

Comments: ______________________________________________________________________

________________________________________________________________________________

3. How well did the Project Manager communicate to internal and external stakeholders? 5 4 3 2 1 n/a

Comments:________________________________________________________________________

4. Considering any unique project challenges or circumstances, (size, complexity, timeframe, politics), how would you rate the Project Manager's effectiveness in managing the project?

5 4 3 2 1 n/a

Comments:________________________________________________________________________

________________________________________________________________________________

5. Overall, did the Project Manager's contribution to the project meet your requirements?5 4 3 2 1 n/a

Please provide any other comments or suggestions for improvement. If the Project Manager fell short, or failed to meet allof your requirements, please provide further details so we can serve you better in future.

________________________________________________________________________________________

________________________________________________________________________________________

Signature:____________________________________ Date: _______________________

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2003 Incentive Rewards Model2003 Incentive Rewards Model

Ratings 1Few Goals

Met

2Goals

SubstantiallyMet

3All Goals

Met

4All Goals Met

& SomeGoals

Exceeded

5All GoalsExceeded

Corporate 20% 0%

Divisional 30% 0%

Individual 50% 0%

Total 0%

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CPMS Skills Assessment: Development Planning Worksheet

Self Assessment

Manager Assessment

Specific accountabilitiesDefines project scope and structure; develops project plan and budget; revises schedule and budget as required. Identifies required team member skills, knowledge and abilities; defines project roles and responsibilities.

Negotiates for and/or arranges acquisition of project goods and services in accordance with corporate guidelines. Manages project funds in accordance with budgets; provides informed forecasts and analyses.

Coordinates project communications with internal departments and external agencies as required. Develops or oversees the development of project documentation and deliverables. Coordinates project implementation, managing activities to minimize impact on operations; monitors and evaluates results.

Manages the work of a cross-functional project team on a day to day basis; provides guidance, direction, advice, and performance feedback to project team leads and team members. Keeps project sponsor informed through regular project status reports; written documentation for the appropriate level.

Skills and Competencies Target TimeframeSkill Level Development Plan Opportunity

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Self Assessment

Manager Assessment

Technical Requirements

Knowledge of the underlying theoretical principles and concepts of project management, and the application of these to the responsibilities of the job, including the following:- scope, quality, cost and schedule management. - risks and issues management. - procurement and human resource management. - change management. - communication management.

Keeps current on industry best practices for project management through professional development programs or industry periodicals (e.g. PMI’s PM Network).

Knowledge of the divisional business functions, products and services relevant to the project. Knowledge of the information technology and ICBC application systems relevant to the project. Knowledge of the software products used at ICBC for project management (MS Project) and project budgeting and cost control (SAP).

Knowledge of ICBC’s project life cycle and project methodology, including the CPMS Project Toolkit, phases and deliverables.

Financial knowledge and skills to assist as required with a project’s business case and cost/benefit analysis development.

Skills and Competencies Skill Level Development Plan Opportunity Target Timeframe

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Self Assessment

Manager Assessment

Key Competencies

Sets individual or team objectives that are realistic but progressive; coaches, mentors and develops team members to achieve goals and be successful in the ICBC environment.

Demonstrates effective leadership, team building and motivational skills; inspires enthusiasm and enables continuous improvement of team member performance. Takes the initiative in understanding our customers’ business and its needs; is proactive in generating new ideas, approaches or solutions which are both creative and cost-effective.

Possesses well developed analytical and problem solving skills; is able to identify and evaluate innovative opportunities for improving the organization.

Is results oriented, taking accountability for producing accurate, quality results on time, on budget and as promised. Demonstrates a high standard of professionalism and ethics; deals with all situations and issues with honesty and integrity. Focuses on long term corporate mission, goals and objectives rather than short term objectives or perspectives. Possesses good listening skills, and well developed communication, presentation and facilitation skills.

Skills and Competencies Skill Level Development Plan Opportunity Target Timeframe

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CPMS Skills Assessment: Development Planning Worksheet

Skill Level Assessment Typical Capabilities1 - No Knowledge I have never been exposed to or used this skill2 - Awareness I am aware of this skill because:

- I have worked on projects where others exercised this skill- I have attended awareness presentations- I have completed a self-learning activity (e.g. internet or CBT) or reading in this area

3 - Familiarity I understand this skill and can begin to apply it on simple projects with the assistance of a coach or mentor, because:- I have received some training specific to this skill - I have assisted in applying this skill in the past - I have some related experience

4 - Application I can apply this skill on medium complexity projects with minimal assistance, because:- I have received detailed training in this area - I have already used this skill on a number of projects with coaching assistance - I have much related experience

5 - Mastery I have considerable knowledge of this skill and can apply it to complex projects without assistance because:- I have been thoroughly trained in this skill - I have used it extensively on many differing types and complexities of project- I can tailor it to diverse project scenarios- I am able to coach or mentor less experienced colleagues in the application of this skill

Specific Accountabilities and Technical Requirements

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CPMS Skills Assessment: Development Planning Worksheet

Competency Assessment Performance Characteristics1 - Not meeting competency expectations

Not meeting expectations for this level of Project Manager, and not progressing at an acceptable rate in areas needing improvement.

2 - Developing towards meeting competency expectations

Not meeting all expectations satisfactorily, but definitely progressing at an acceptable rate in the areas requiring improvement.

3 - Achieving expectations Achieving the majority of expectations well; attaining the standards expected for this level of Project Manager.

4 - Exceeding expectations Performing above the expectations for this level of Project Manager; contributing more than required of the job.

5 - Superior performance Performing significantly above the expectations for this level of Project Manager in all or most aspects of the job.

Key Competencies

Competencies are the key skills and behaviours required in the performance of work by an individual to achieve business objectives. They represent the underlying characteristics of an individual which relate to effective or superior performance in a job. They are utilized as a guide for making hiring and promotion decisions, and assessment of development needs. Competencies are: essment of development needs. Competencies ar- the skills possessed by the individual that achieve effective or superior performance; e sk- the motives and attitudes possessed by the individual that achieve effective or superior performance; - the knowledge possessed by the individual that achieves effective or superior performance.

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Key IssuesKey Issues

• Can be very subjective - difficult to set targets and measures for the soft skills

• Looks at past performance - need to link development and performance

• Effectiveness of pay for performance is controversial