Project/Program Governance

Project Governance is the management framework within which project decisions are made. It provides the project manager and the team structure, processes, decision-making models and tools for managing and controlling the project while ensuring the successful delivery of the project.

Project Governance is a critical element , especially for complicated and risky projects. It defines, documents, and communicates consistent project practices to provide a comprehensive method of controlling the project and ensuring its success. It contains a framework for making decisions about the project, defines roles, responsibilities and liabilities for the accomplishment of the project and governance the effectiveness of the project manager.

Project Governance Components -

• Governance Models - Based on the project's scope, timeline, complexity, risk, stakeholders and importance to the organization, the organization should formulate a baseline of critical elements needed for the project governance.
• Accountability and Responsibility - Defining  accountability  and responsibilities is the core of the project manager's tasks.
• Stakeholder Engagement - Identifying all the stakeholders and their roles, responsibilities, expectations and communication are the  most important aspect of stakeholders engagement.
• Stakeholder Communication -  A well-devised communication plan delivers concise, efficient, and well--timed information to all stakeholders. 
• Meeting and Reporting - The project manager ensures that the balance of meetings and reporting is appropriately defined in  the communication plan. It is essential to define the communication plan to ensure that each stakeholder understands the mode and the content of the communication, owner, receiver, communication milestone and decision gates. In addition, communication needs to be brief, precise and to the point.
• Risk and Issue Management - Due to uncertainties and unpredictability associated with projects or programs, they are loaded with risks and issues. At the initiation of any project or program, there needs to be a agreement on how to identify, categorize and prioritize the risks and issues.
• Assurance - one of the most essential components of assurance is creating the metrics that would give a view of the project performance.
• Project Management Control Process - The monitoring and controlling process controls tasks and metrics related to the project and measures. The project manager needs to measure the performance regularly and take action on any deviations on-time.

Important Roles -

All projects and programs have different features and mandates and they consist of many roles but there are four major roles to establish, maintain, and enforce the project governance. They are -

• Sponsor
• Steering Committee
• Project Management Office (PMO)
• Project Manager

1. Why project governance is critical to project success?

• Single point of accountability
• Issue management and resolution
• Information distribution and clear communication
• Outlines roles, responsibilities, and relationships among project stakeholders.

A lack of a proper foundation of project governance can derail even a well-devised project. While it is imperative to incorporate excellent technical insights and innovative ideas into the project, one can't undermine the significance of good project management and governance.

2. How can we present to the client that a team member 'Ex- Software Developer' is over-utilized and we need additional resources?

When presenting to a client that a software development team member is overutilized and requesting additional resources, it's important to convey the situation clearly and provide supporting evidence. Here's a step-by-step approach to effectively present your case:

• Gather data and metrics: Collect data and metrics that demonstrate the workload and productivity of the software developer. This could include the number of tasks completed, project timelines, and any performance or efficiency metrics available. Quantifiable data will strengthen your argument.
• Identify bottlenecks and impacts: Analyze the current workload and its effects on project timelines, quality, and overall productivity. Identify specific bottlenecks or areas where the overutilized team member is struggling to keep up. Document instances of missed deadlines decreased quality, or increased error rates due to excessive workload.
• Compare workload to capacity: Assess the workload of the software developer and compare it to their capacity. Consider factors such as the complexity of tasks, the time required for each task, and any additional responsibilities they may have. This will help you demonstrate that the team member is overloaded and unable to handle the workload efficiently.
• Outline risks and consequences: Present the potential risks and consequences of overutilizing the software developer. This could include project delays, decreased quality of work, increased stress and burnout, and potential errors or bugs in the software. Emphasize how these risks could impact the client's objectives, deadlines, and overall satisfaction.
• Provide alternative solutions: Suggest possible solutions to address the overutilization issue. One option is to request additional resources, such as hiring new software developers or redistributing the workload among the existing team. Alternatively, you can propose adjusting project timelines or scope to accommodate the current team's capacity. Present the pros and cons of each solution, highlighting how additional resources would benefit both the client and the project.
• Present a clear and concise case: Prepare a well-structured and organized presentation or document that presents your findings, analysis, and proposed solutions. Use visual aids such as charts or graphs to illustrate data and make it easier for the client to understand the situation. Clearly articulate the impact of the overutilization and why additional resources are necessary for successful project completion.
• Communicate effectively: When presenting your case to the client, be professional, respectful, and confident. Clearly communicate the importance of addressing the overutilization issue and how it aligns with the client's goals and objectives. Be prepared to answer any questions or concerns the client may have and provide additional information if needed.

Remember, it's crucial to maintain open communication and collaborate with the client to find the best solution. By presenting a well-supported case and demonstrating the potential benefits of addressing overutilization, you increase the chances of obtaining the necessary resources to support your team effectively.