Project and Program Management

Our Project and Program Management (PPM) is built with a singular aim, to achieve your strategic objectives. We facilitate approaches which are disciplined and quality-driven to manage your most critical projects and programmes.

  • Strategic project planning
  • Ensuring successful outcomes
  • Efficiency and effectiveness

PPM processes in the life sciences demand rigour. As a consultancy firm, we take a meticulously structured, yet adaptive, approach to ensure optimal outcomes for our clients.

Initial Consultation and Needs Assessment

Our process begins with a comprehensive consultation to understand the specific needs and strategic objectives of our client. This stage involves identifying the scope, desired outcomes, and the critical success factors. We assess the current capabilities and gaps within the client’s organisation to tailor our services that best align with their goals.

  • Stakeholder engagement and information gathering

This step involves identifying and engaging with key stakeholders across the organization, including executive sponsors, project managers, and end-users. Effective communication during this stage ensures that there is a clear understanding of stakeholder expectations, needs, and concerns.

We conduct interviews, surveys, and meetings to gather comprehensive information about current projects, resources, capabilities, and business objectives. This helps in understanding the gaps, opportunities, and constraints within the existing portfolio.

  • Analysis of Business Objectives and Strategic Alignment

Analyze the collected information to understand how well the current project portfolio aligns with the strategic goals of the organization. This involves evaluating each project’s potential impact, resource requirements, and expected outcomes.

Use tools such as SWOT analysis (Strengths, Weaknesses, Opportunities, Threats) or a strategic fit matrix to determine how projects support business objectives and identify areas where the portfolio may need adjustment to better support the organization’s strategic direction.

  • Prioritization and Resource Assessment

Develop criteria for prioritizing projects based on their strategic value, risk, resource consumption, and dependencies. This might include financial metrics like ROI (Return on Investment), as well as non-financial metrics such as customer satisfaction or impact on operational efficiency.

Assess the availability and allocation of resources across the portfolio. This step ensures that the organization can realistically support the prioritized projects with the necessary personnel, technology, and budget.

Implementing these steps effectively requires a systematic approach and often the use of PPM tools to provide data-driven insights and support decision-making. The output from this initial consultation and needs assessment lays the foundation for ongoing portfolio management and optimization.

Programme and Project Planning

Programme and Project Planning within Project Portfolio Management (PPM) is critical to ensure that the selected projects and programs align well with strategic goals and are executed efficiently. Here are three key steps in this process:

  • Development of Project Charters and Programme Roadmaps

Each project within the portfolio needs a well-defined project charter that outlines the project’s scope, objectives, expected outcomes, resources, and timelines. This document serves as a key reference for all stakeholders throughout the project lifecycle.

For programs, which are collections of related projects, create comprehensive roadmaps that detail the timeline, dependencies between projects, and critical milestones. These roadmaps help in coordinating efforts across projects and ensuring alignment with broader strategic objectives.

  • Resource Allocation and Budgeting

Determine the resource requirements for each project and program, including personnel, technology, and capital resources. This involves not only identifying the types of resources needed but also quantifying the amount and timing of these resources.

Develop detailed budgets for each project and program. This includes direct costs (like labor, materials, and equipment) and indirect costs (such as overheads and administrative expenses). The budgets should be aligned with the strategic importance and expected return on investment of each project.

  • Risk Management Planning

Conduct a comprehensive risk assessment for each project and program to identify potential risks and their impact on project goals. Common risks in projects include scope creep, budget overruns, and schedule delays.

Develop risk mitigation strategies and contingency plans. This involves establishing protocols for responding to identified risks, assigning risk ownership, and setting up monitoring systems to track risk triggers and responses throughout the project lifecycle.

These steps help in the systematic planning of projects and programs within the portfolio, aiming to maximize success and alignment with organizational strategies. Effective planning also facilitates better communication, coordination, and oversight across the project portfolio, enhancing the ability to achieve desired outcomes.

Quality Assurance and Risk Management

Quality Assurance and Risk Management are vital components of Project Portfolio Management (PPM) that help ensure projects meet defined standards and objectives while proactively managing potential risks. Here are three key steps involved in integrating Quality Assurance and Risk Management in PPM:

  • Establishment of Quality Standards and Metrics

Define specific quality standards and metrics that align with the strategic goals of the organization. These standards should cover all aspects of project performance, including deliverables, processes, and outcomes.

Develop a quality management plan for the portfolio that outlines the quality policies, procedures, responsibilities, and performance criteria. This plan should also include how quality will be monitored and measured throughout the project lifecycle.

  • Implementation of a Risk Management Framework

Develop a risk management framework that includes processes for risk identification, analysis, prioritization, response planning, and monitoring. This framework should be applied consistently across all projects in the portfolio to ensure that risks are managed proactively.

Engage stakeholders in the risk management process to ensure a comprehensive understanding of potential risks from various perspectives. This involvement helps in identifying both internal and external risks early in the project lifecycle.

  • Continuous Monitoring and Review

Implement continuous monitoring practices for both quality assurance and risk management. Use tools and techniques such as regular audits, project reviews, and performance metrics to assess adherence to quality standards and the effectiveness of risk management strategies.

Regularly review and update the quality and risk management plans based on performance data and lessons learned from ongoing and completed projects. This adaptive approach allows for improvements in managing quality and risks across the project portfolio.

By following these steps, organizations can better ensure that projects within their portfolio are not only completed on time and within budget but also meet or exceed quality expectations while effectively managing associated risks. This dual focus on quality assurance and risk management contributes to the overall success and sustainability of the project portfolio.

Stakeholder Engagement and Communication

Stakeholder Engagement and Communication are critical aspects of Project Portfolio Management (PPM), ensuring that all parties involved are informed, involved, and aligned with the project goals and processes. Here are three key steps to effectively manage stakeholder engagement and communication within PPM:

  • Identification and Analysis of Stakeholders

Begin by identifying all potential stakeholders who have an interest in or influence over the project portfolio. This includes internal stakeholders like project team members, management, and employees, as well as external stakeholders such as customers, suppliers, and regulatory bodies.

Analyze stakeholders to understand their needs, expectations, interests, and potential impact on the project. Classify stakeholders based on their influence and interest to determine the level and type of engagement required. This helps in tailoring communication strategies effectively.

  • Development of a Communication Plan

Create a comprehensive communication plan that details what information will be communicated, when, how, and to whom. The plan should cover all phases of the project lifecycle and take into account the specific needs and preferences of different stakeholder groups.

The communication plan should include regular updates on project progress, changes, and milestones, as well as mechanisms for feedback. It should leverage various communication methods such as meetings, newsletters, emails, and digital collaboration tools to ensure clear and consistent communication.

  • Active Engagement and Feedback Mechanisms

Implement strategies for active stakeholder engagement, such as regular meetings, workshops, and steering committees. These interactions provide stakeholders with opportunities to voice their concerns, provide input, and remain involved in decision-making processes.

Establish effective feedback mechanisms to capture stakeholder reactions and responses to project developments. This includes surveys, suggestion boxes, and interactive sessions. Regularly review and address feedback to adjust project plans and communication strategies as necessary.

By following these steps, organizations can ensure that stakeholders are not only well-informed but also actively engaged in the project portfolio process. Effective stakeholder engagement and communication foster collaboration, enhance decision-making, and improve overall project success and alignment with organizational goals.

Closure and Review

Closure and review are crucial final steps in Project Portfolio Management (PPM) to ensure that projects have met their objectives, lessons are learned for future projects, and resources are appropriately released and reallocated. Here are three key steps involved in the closure and review process in PPM:

  • Project Closure Formalities

Conduct a formal project closure process for each project within the portfolio. This includes confirming that all project deliverables have been accepted by the relevant stakeholders and that all contractual obligations have been fulfilled.

Complete all administrative tasks, such as finalizing and archiving documentation, releasing project resources, and closing out project accounts. Ensure that all financial obligations are settled and that any remaining assets are distributed or disposed of according to the project plan.

  • Post-Project Review and Evaluation

Organize post-project review meetings with key project stakeholders to evaluate the project’s success in meeting its objectives and delivering expected benefits. Discuss what went well and what could be improved, focusing on aspects such as project management effectiveness, stakeholder satisfaction, and the quality of deliverables.

Capture lessons learned and best practices in a formal document. This should include insights into project management processes, resource allocation, risk management, and other critical areas. Make this document accessible for future project teams as part of the organizational knowledge base.

  • Portfolio Performance Assessment

Evaluate the overall performance of the project portfolio against the organization’s strategic objectives. Analyze the impact of completed projects on the business and how effectively the portfolio is delivering value.

Adjust the project portfolio strategy based on outcomes and lessons learned. This might involve reallocating resources, shifting priorities, or initiating new projects to better align with strategic goals.

These steps help ensure that each project is thoroughly concluded and reviewed, and they contribute to continuous improvement in project management practices and strategic alignment in future projects. The closure and review process is essential for maximizing the benefits derived from project investments and enhancing the effectiveness of project portfolio management over time.

Continuous Improvement

Continuous Improvement in Project Portfolio Management (PPM) is essential to adapt and enhance the efficiency, effectiveness, and alignment of projects with organizational strategies. Here are three key steps for implementing continuous improvement within PPM:

  • Regular Performance Reviews and Audits

Conduct regular reviews and audits of ongoing and completed projects within the portfolio to assess performance against planned objectives, timelines, budgets, and quality standards. This helps identify areas of strength and areas needing improvement.

Utilize performance metrics and key performance indicators (KPIs) to measure success and identify trends over time. These metrics might include project completion rates, budget adherence, stakeholder satisfaction, and the realization of project benefits.

  • Feedback Loops and Learning Mechanisms

Establish formal feedback loops involving project teams, stakeholders, and management to gather insights and suggestions for improvement. This feedback should cover all aspects of project management, from initiation through to closure.

Implement a structured process for capturing, reviewing, and integrating lessons learned into future project planning and execution. This could involve maintaining a central repository of lessons learned and best practices that is easily accessible to all project managers and stakeholders.

  • Process Optimization and Innovation

Analyze current project management processes and tools to identify inefficiencies or outdated practices. Use insights from audits, performance reviews, and stakeholder feedback to make informed changes.

Encourage innovation in project management techniques and tools. Explore new technologies, methodologies, and practices that can enhance project execution and outcomes, such as agile project management, digital project management tools, and advanced data analytics.

By integrating these steps into the project portfolio management lifecycle, organizations can continually improve their project management capabilities, ensuring that their project portfolios not only support but actively drive strategic objectives and organizational growth. Continuous improvement helps in maintaining agility and responsiveness in a dynamic business environment, allowing organizations to stay competitive and effective in their project execution.

Help Center

Questions? Answers.

Quick answers to questions you may have. Can't find what you're looking for? Check out our full documentation.

This depends on the scope of the project, approval of the statement of work, and availability of our consultants. Generally, we can begin projects between two weeks and a month from your initial enquiry.

The principles of our pricing strategy are to be transparent and good value for money. As such we adopt a simple pricing model that incorporates:

  • for Fixed Price projects, a clear statements of tasks to be completed, work required per task and daily rates for each level of contributor to the project.  

  • for Time Based assignments, a transparent pricing model based on level of consultant and duration and intensity of the commitment required

Please contact us for an indicative quote

A brief overview of some of our past solutions can be found on our Solutions page. If you'd like more details on any of these, please contact us for a brochure.

You can send us a request for consultant profiles. Please make sure to provide project details so we can send you the relevant profiles.