PROJECT ADMINISTRATION IN HX CHILE
Santiago, November 2015
Prepared for: HX Quarterly Meeting in Santiago, November 2015
Page 1
Pr e l i m i n a r i e s
Personal Introductions: Our Team
Carolina Escobar ; Consultant ; Haultrax
[Link]@[Link]
T. (+56 2) 2869-9985
C. (+56 9) 6159-2864
Gabriel Barahona; Principal Consultant;
Haultrax
[Link]@[Link]
T. (+56 2) 2869-9985
C. (+56 9) 8837-1546
Page 2
Ke y
M e s s a g e s
Key Messages
One
Two
Three
Page 3
Pre l i m i n a r i e s
Contents to Review
CHALLENGES & OPPORTUNITIES
SOLUTION CONCEPT
PEOPLE
PROCESSES
TOOLS
SUMMARY
Page 4
CHALLENGES & OPPORTUNITIES
Page 5
C h a l l e n g e s
&
O p p o r t u n i t i e s
Driving Forces
Dont
Dont let
let the
the scope
scope clear
clear to
to
the
the customer
customer and
and now
now the
the
client
client are
are asking
asking for
for more
more
work
work
The
The proposal
proposal it's
it's different
different
now
now that
that II know
know will
will spend
spend
many
many hours
hours
A
A month
month ago
ago we
we had
had to
to
finish
finish the
the project
project
They
They havent
havent paid
paid us??
us??
We
We delay
delay more
more time
time than
than
initially
initially estimated
estimated
We
We have
have to
to stay
stay late
late to
to
finish
finish on
on time
time
Who
Who did
did request
request payments?
payments?
II see
see you
you are
are with
with hard
hard work
work
and
and II have
have time
time to
to do
do
something
something else
else
II have
have not
not kept
kept in
in touch
touch
with
with potential
potential customers
customers
We
We delay
delay more
more time
time than
than
initially
initially estimated
estimated
Page 6
C h a l l e n g e s
&
O p p o r t u n i t i e s
Action Statement
Implement practices that facilitate business development and projects, using simple and
collaborative tools that allow us to project a clear vision of future and ensure we
financially in the market, and generating a continuous learning.
Page 7
SOLUTION CONCEPT
Page 8
S o l u t i o n
C o n c e p t
Business and Projects Two Sides of the Operation
People
People
Project Execution
Processe
Processe
ss
Tools
Tools
Business
Development
Page 9
S o l u t i o n
C o n c e p t
People, Processes, and Tools
People
People
Haultrax,
Haultrax, Customer,
Customer, Others
Others
Responsible,
Responsible, Accountable,
Accountable, Consulted,
Consulted,
Informed
Informed
Experience,
Experience, Expertise,
Expertise, Skills
Skills
Team,
Team, Chemistry
Chemistry
Processes
Processes
Tools
Tools
Best
Best Practices
Practices
Reusable,
Reusable, Consistent,
Consistent, Useful
Useful
Simple
to
understand
Simple to understand and
and follow
follow
Software,
Software, Templates,
Templates, Meetings
Meetings
Easy
Easy to
to Use,
Use, Cost
Cost effective
effective
Collaborative,
Collaborative, Effective,
Effective, Efficient
Efficient
Page 10
PEOPLE
Page 11
Pe o p l e
Basic Business Structures
Business
Business Development
Development Manager
Manager
Name
Name
Functions
Functions
Influence
Influence
Decision
Decision Maker
Maker
Gate
Gate Keeper
Keeper
Advisor
Advisor
Power
Power Sponsor
Sponsor
Coach
Coach
Neutral
Neutral
Anti
Anti sponsor
sponsor
Customer
Customer
Opportunity
Opportunity11
Leader
Leader
Opportunity
Opportunitynn
Leader
Leader
Supportive
Supportive
Team
Team
Supportive
Supportive
Team
Team
HX
HX CHL,
CHL, HX
HX AUS,
AUS,
Professional
Professional network
network
HX
HX CHL,
CHL, HX
HX AUS,
AUS,
Professional
Professional network
network
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Haultrax
Haultrax
Page 12
Pe o p l e
Basic Projects Structures
Steering
Steering
Committee
Committee
Projects
Projects Director
Director
Project
Project Sponsor
Sponsor
Project
Project Manager
Manager
Name
Name
Name(s)
Name(s)
Name
Name
Contract
Contract
Administrator
Administrator
Name
Name
Technical
Technical
Counterpart
Counterpart
Name
Name
Administrator
Administrator
Leader
Leader
Technical
Technical Leader
Leader
Name
Name
Name
Name
Name
Name
Facilitator/
Facilitator/ Link
Link
SME
SME11
Name
Name
Name
Name
SME
SMEnn
Name
Name
Customer
Customer
Haultrax
Haultrax
Page 13
PROCESSES
Page 14
Pr o c e s s e s
Business Development
Business plan
structure
Pain / Solution approach
Opportunity map
Stakeholde
rs
People
Project pursuit
process
Sales funnel
structure
Proposal / Quotation
structure
Page 15
Pro c e s s e s
Business Development
Project pursuit
process
Identify
Gather missing
information
Assign core team
Strategize
Gather preliminary
information
Execute sales
Qualify
Propose
Prioritize
Execute project
Assign pursuit project
Sales kick-off meeting
Page 16
Pr o c e s s e s
Business Development
Sales funnel
structure
Opportunity
identification
Opportunity status
MARKETING
LEADS
LEADS
Project probability
Success Probability
Sales volume
Booking date
OPPORTUNITI
OPPORTUNITI
ES
ES
SALES
SALES
Income in time
Business segment
Opportunity owner
Comments
REVENUE
Page 17
Pro c e s s e s
Business Development
Proposal / Quotation
structure
Cover page
Version Control
Non disclosure
Statement
Executive Summary
HTX introduction
Our understanding of
your needs
Our solution
Price
Terms and conditions
Annexes
Page 18
Pro c e s s e s
Project Development
Fundamentals
Fundamentals
Scenario
Characterizatio
Characterizatio
n
n
Change/Challe
nge
nge
Characterizatio
Characterizatio
n
n
Execution
Execution
Strategy
Main
Objectives
Objectives
Main
Main
Resources
Main Activities
Timeframe
Execution
Planning
Resources
Working
packages/tasks
packages/tasks
Working
Working
schedule
Resources
calculation
Execution
Execution
Control
Schedule
Progress
Progress
Invoicing
Invoicing
Execution
Execution
Closing
Meetings
Common Tools
Page 19
TOOLS
Page 20
To o l s
Establishing tools
Productivity
Productivity Software
Software
Collaboration
Collaboration
Software
Software
Objectives/
Objectives/ Agenda
Agenda
Focused
on
work
Focused on work
Speak
Speak and
and LISTEN!
LISTEN!
Invitation
Invitation
Cadence
Cadence
Spot
Spot
Regular
Regular
Type
Type
Communication
Communication
Kickoff
Kickoff
Follow
Follow up
up
Large
Large File
File
Exchange
Exchange
Documents
Documents
Templates
Templates
Meetings
Meetings
Identity
Identity
Quotation/
Quotation/
Proposal
Proposal
Minutes
Minutes of
of
Meeting
Meeting
Gantt
Gantt Chart
Chart
Costs/
Costs/ Prices/
Prices/
Margins
Margins
Reports
Reports
Etc.
Etc.
Page 21
To o l s
Establishing tools
Productivity
Productivity Software
Software
Collaboration
Collaboration
Software
Software
Objectives/
Objectives/ Agenda
Agenda
Focused
on
work
Focused on work
Speak
Speak and
and LISEN!
LISEN!
Invitation
Invitation
Cadence
Cadence
Spot
Spot
Regular
Regular
Type
Type
Communication
Communication
Kickoff
Kickoff
Follow
Follow up
up
Large
Large File
File
Exchange
Exchange
Documents
Documents
Templates
Templates
Meetings
Meetings
Identity
Identity
Quotation/
Quotation/
Proposal
Proposal
Minutes
Minutes of
of
Meeting
Meeting
Gantt
Gantt Chart
Chart
Costs/
Costs/ Prices/
Prices/
Margins
Margins
Reports
Reports
Etc.
Etc.
Page 22
To o l s
Establishing tools
Productivity
Productivity Software
Software
Collaboration
Collaboration
Software
Software
Objectives/
Objectives/ Agenda
Agenda
Focused
on
work
Focused on work
Speak
Speak and
and LISEN!
LISEN!
Invitation
Invitation
Cadence
Cadence
Spot
Spot
Regular
Regular
Type
Type
Communication
Communication
Kickoff
Kickoff
Follow
Follow up
up
Large
Large File
File
Exchange
Exchange
Documents
Documents
Templates
Templates
Meetings
Meetings
Identity
Identity
Quotation/
Quotation/
Proposal
Proposal
Minutes
Minutes of
of
Meeting
Meeting
Gantt
Gantt Chart
Chart
Costs/
Costs/ Prices/
Prices/
Margins
Margins
Reports
Reports
Etc.
Etc.
Page 23
Office 365
Business
Premium: about
12.50 USD user/
month
To o l s
Establishing tools
Productivity
Productivity Software
Software
Collaboration
Collaboration
Software
Software
Objectives/
Objectives/ Agenda
Agenda
Focused
on
work
Focused on work
Speak
Speak and
and LISEN!
LISEN!
Invitation
Invitation
Cadence
Cadence
Spot
Spot
Regular
Regular
Type
Type
Communication
Communication
Kickoff
Kickoff
Follow
Follow up
up
Large
Large File
File
Exchange
Exchange
Documents
Documents
Templates
Templates
Meetings
Meetings
Identity
Identity
Quotation/
Quotation/
Proposal
Proposal
Minutes
Minutes of
of
Meeting
Meeting
Gantt
Gantt Chart
Chart
Costs/
Costs/ Prices/
Prices/
Margins
Margins
Reports
Reports
Etc.
Etc.
Page 24
SUMMARY
Page 25
S u m m a r y
Page 26
THANK YOU QUESTIONS?
Santiago, November 2015
Page 27
S e c t i o n
PROYECTOS
Objetivos
Objetivos
Definir
Definir
proyecto
proyecto
Supuestos
Supuestos
Programacin
Programacin
Limitaciones
Limitaciones
Recursos
Recursos
mbito
mbito
Elaborar
Elaborar un
un
plan
plan
Tareas
Tareas
duracin
duracin
Planear
Planear
actividades
actividades
Recursos
Recursos -costos
costos
Identificar
Identificar
calidad
calidad y
y
riesgos
riesgos
Dependencias
Dependencias
entre
entre tareas
tareas
Hitos,
Hitos, fases,
fases,
tareas
tareas
Resultados
Resultados
Proyecto
Proyecto
Controlar
Controlar y
y
administrar
administrar
Seguimiento
Seguimiento
del
del progreso
progreso
Adm
Adm
programacin,
programacin,
recursos,
recursos,
costos,
costos,
alcances,
alcances,
riesgos
riesgos
Informar
Informar
estado
estado del
del
proyecto
proyecto
Identificar
Identificar
problemas
problemas
Cargas
Cargas de
de
trabajo,
trabajo,
asignaciones
asignaciones
Identificar
Identificar
varianzas en
varianzas
en
costos
costos
Anlisis
Anlisis de
de
pros
pros y
y contras
contras
Cierre
Cierre
Registro
Registro de
de
informacin
informacin
Page 28
