By Lucas Rodríguez Cervera
This article, the first of a series of three, gives some tips ondesigning and implementing a methodology based on a standardframework such as ITIL or PMBoK.
OK. So you have decided that your organization has to improvethe way in which it works. You have chosen to implement amethodology as the best way to achieve this goal. And now youask yourself, where do I start? Whatever the discipline you aretrying to model (from software development to supply chainmanagement), it is highly probable that a standard frameworkexists, that can serve as the basis for your own methodology.
WHAT IS A STANDARD FRAMEWORK?
A standard framework is a set of best practices, normallyexpressed as a set of repeatable processes created by anorganization (a professional association, university, publicadministration, etc...). These frameworks are sometimes referredto as bodies of knowledge, methodologies, etc...
Standard frameworks cannot be applied out of the box. They areaimed at a wide spectrum of organizations and thus cannot bedetailed to a level at which they are ready to use. In order tohave an executable set of processes, a project has to beundertaken in order to fill the gap between the framework bestpractices and your methodology executable processes. This gap isfilled when you have translated the best practices into concreteprocedures and policies that take into account thecharacteristics of your organization and its environment.
For example, when the framework says “determine which risksmight affect the project and document their characteristics” themethodology can say “the project leader registers all projectrisks in the risk list and documents its characteristics”. Themethodology also provides a link to the excel spreadsheet thatis used as a template for the risk list, and a description ofthe project leader role in the organization (skills needed,minimum experience, etc...)
Some of the existing frameworks that can be used as a base fora methodology are the following: - IT Service Management: ITIL /COBIT / MOF - Project Management: PMBoK / PRINCE2 - SoftwareDevelopment: RUP / OPEN Process Framework - etc...
ADVANTAGES OF USING A STANDARD FRAMEWORK
- You can take advantage of the work made by experiencedprofessionals in the field. - It establishes a standardterminology, that enhances communication both internally andexternally. - It facilitates process benchmarking, so that youcan know how well you are performing compared to otherorganizations. - Software vendors create products that arecompliant with the framework, so you will be able to findsoftware that automates your processes smoothly. - Youremployees are motivated. They learn something that adds value tothem professionally. - Mainstream frameworks evolve over time,so you will be able to enhance your methodology.
WHICH FRAMEWORK SHOULD I CHOOSE?
When choosing a framework the following must be taken intoaccount:
- Research and investigate. It is normal that several frameworksexist for one discipline. - Determine which standard best meetsyour needs in terms of industry, size of the organization,etc... - Determine how the standard integrates with standards ofother disciplines. - Evaluate the structure of the framework.Does it have a uniform structure and format for all processdescriptions? Does it name roles consistently? - Evaluate scope.Does it contains all the processes you need to describe? Does itmake reference to the supporting systems? - Does it containguidelines and templates? - Evaluate accordance to your companycharacteristics. You might find that one standard is too heavyfor your needs. Having said this, please note that processesthat seem very complex in the framework can be implementedthrough very simple processes that embed the most value-addingbest practices.
SUGGESTIONS
- Implement processes gradually and start with those processesthat demonstrate most value. - Choose a wining framework used bya big number of organizations. - Choose a framework that maps toa Capability Maturity Model. This way you can have a roadmap andgain visibility on where you want to be
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