Program Execution Plan (PxP)
Table of Contents
1. Program Background and Scope
2. Critical Success Factors (CSFs)
3. Organizational Plan and Organization Chart
4. Operational Plan
5. Reporting of Progress, Issues, Concerns, and Risks
6. PMO Resources and Organization
7. Overview of Financial Management
8. Overview of Quality Management
9. Overview of Risk Management
10. Overview of Change Management
11. Health and Safety Management
12. Overview of Customer Service Management
13. Overview of Communications and Reporting
14. Overview of Individual Project Closeout
1. Program Background and Scope
This program involves providing environmental, engineering, and architectural services globally to a
US Multinational Corporation over five years via contract. These services will be performed locally by
staff familiar with each region's regulatory requirements; with up to ten projects executed quarterly
spanning technical support areas. Initial locations for this contract span the US (including Alaska &
Hawaii ) as well as Eastern Europe.
2. Critical Success Factors (CSFs)
1. Local Expertise: Success hinges upon finding and employing local teams with expertise in
environmental and regulatory compliance.
2. Effective Communication: Establishing communication among various time zones and
remote teams is crucial for smooth project execution.
3. Financial Monitoring: Financial oversight, forecasting quarterly earnings forecasting and
reaching margins (50% GM and 12% NM) are essential elements to achieve business success.
4. Compliance with H&S Regulations: Maintaining strict compliance with local and
international Health & Safety standards is paramount to business.
5. Risk Mitigation: Maintaining an up-to-date risk register and scoring system is essential to
managing risk effectively.
6. Client Satisfaction: Delivering services according to client expectations while maintaining
transparent communication and reporting is our main goal.
3. Organizational Plan and Organization Chart
PMO Structure:
Location: The PMO will be located in Denver, Colorado for easy access to local and
international airports.
Key Functional Managers:
o Program Manager (Denver)
o Technical Delivery Manager
o H&S Manager
o Quality Assurance Manager
o Contracts Manager
o Staffing and Resources Manager
Remote Team Organization:
Remote Teams: Remote teams will initially be established in Alaska, Hawaii and Eastern
Europe (most likely Spain) and staffed with employees or specialists depending on the
specific technical requirements for projects.
Connectivity Plan:
Tools: Teams will utilize existing company infrastructure (VPN and cloud collaboration
platforms) to stay connected across time zones. Video conferencing, project management
software (such as Microsoft Project or Asana ), and regular check-ins across time zones will
facilitate smooth communication.
Organization Chart:
4. Operational Plan
Processes and Tools:
Standard Processes: A Project Management Office will implement standard processes for
project, risk and H&S compliance.
Reports: Weekly financial and progress reports will be generated using ERP tools and Power
BI dashboards in order to measure project success, budget adherence and issue tracking.
Meetings: Schedule weekly conference calls among teams and monthly leadership reviews in
order to address problems and assess project readiness.
Training: All staff will receive training on H&S, quality standards and company processes for
financial reporting and risk management.
Health & Safety Plan:
Make sure all teams, no matter their location, are familiar with both client- and company-
wide H&S regulations.
Readiness Reviews:
Before Project Kickoff: Readiness reviews will be performed for all projects to ensure
compliance with client-specific specifications.
5. Reporting of Progress, Issues, Concerns, and Risks
Metrics and KPIs:
On-Time Delivery: Deliveries on schedule were 88% for projects completed within their
specified time frames.
Cost Variance: Financial health of projects relative to their budget.
H&S Compliance: Number of incidents or near misses.
Client Satisfaction: As soon as your project is complete, conduct an evaluation and survey
the results.
Dashboard Outline:
1. Financial Metrics: Gross Margin and Net Margin Predictions with Budget Forecasts.
2. Progress: Project completion percentage.
3. Risk Metrics: Red, Yellow and Green risk scoring systems offer risk analysis solutions in four
levels - Red (Red), Yellow (Yellow), and Green (Green).
4. H&S: Compliance status and any incidents.
Audience-Specific Reporting:
Senior Management: High-level financials, progress tracking and risk scoring.
Clients: Project milestones, H&S compliance, and issue resolution.
Project Teams: Task assignments, deadlines, and resource needs.
6. PMO Resources and Organization
Ballpark Budget Estimate (First Quarter):
Setup Costs: $250,000
o Staff Salaries: $150,000
o Technology Setup: $50,000
o Training: $20,000
o Miscellaneous Expenses: $30,000
Operational Strategy:
A Project Management Office will serve as the hub of communication among various teams.
Leadership will oversee quality control, monitor finances, and drive project completion using
standard processes.
7. Overview of Financial Management
Additional Detail: As part of your financial variances management plan, specify how financial
variances will be tracked and managed. For instance, whether Earned Value Management
(EVM) tools will be implemented to track project progress against costs.
Budget Oversight: Outline the process for budget approvals and the frequency with which
financial reports will be reviewed (i.e. weekly/monthly).
Cash Flow: Define how cash flow management will be approached to ensure smooth
financial operations across various time zones and regions.
8. Overview of Quality Management
KPIs for Quality: Include in your presentation specific key performance indicators (KPIs) that
will be used to measure quality, such as the First-Time Right (FTR) rate and tracking systems
for defects.
Quality Audits: Include details regarding regular quality audits and how noncompliance will
be addressed and rectified.
9. Overview of Risk Management
Risk Mitigation Plans: Go beyond simply maintaining a Risk Register by explaining how you
will devise Risk Mitigation Plans for high-risk items and regularly update risk scores to reflect
changing project conditions.
Risk Monitoring: Remind them to use risk thresholds as triggers to trigger mitigation actions,
and announce that there will be regular risk review meetings (e.g. monthly).
10. Overview of Change Management
Change Request Process: Explain the formal Change Request Process; including how teams
can submit changes requests, their evaluation, and timeline for approval.
Impact Assessment: Discuss how change requests will be evaluated for their potential effects
on scope, budget, timeline and quality.
11. Health and Safety Management
Proactive Safety Measures: Add specifics on proactive safety measures, such as regular
safety drills, H&S audits, and how incidents will be logged and tracked.
Incident Reporting: Outline how incident reporting will be managed, including timeframe
and corrective action processes.
Local Compliance: Mention that a Health & Safety plan will ensure compliance with local
regulatory requirements in each country.
12. Overview of Customer Service Plan
Service Level Agreements (SLAs): When applicable, mention whether or not you intend to
create Service Level Agreements (SLAs) with clients to clearly establish expectations
regarding response times and issue resolution.
Client Feedback Loops: Discuss how you will gather and use client feedback to drive
continuous improvement (for instance, regular client surveys).
13. Overview of Communications and Reporting
Communication Cadence: Clarify the frequency and means of reporting and communication,
such as weekly internal project meetings, biweekly client updates and monthly senior
management briefings.
Reporting Tools: Define which tools will be used for communication and reporting purposes,
such as Microsoft Teams, Zoom or project dashboard software.
Escalation Procedures: Add a section on escalation procedures--how any serious issues will
be escalated to senior management or the client if they cannot be resolved at project level.
14. Overview of Individual Project Closeout
Post-Project Review: Mention that a formal Post-Project Review will take place to measure
performance against key objectives and gather lessons for future projects.
Knowledge Transfer: Discuss how knowledge transfer and documentation will be handled to
ensure continuity and learning for future projects.
Client Sign-off: Mention that at the conclusion of each project, a formal Client Sign-Off must
take place to ensure their satisfaction with the delivered products before final closure takes
place.
