BWG Program Assessment and Initiation

System Dynamics assisted BWG in developing a Project Management Methodology that is being used for the implementation of Project Dublin and which will be used for other upcoming projects. System Dynamics introduced this offering to BWG in partnership with Grant Thornton.

The Challenge

The Mission Statement for the BWG Project Dublin is to allow BWG Wholesale Division to implement its East Coast Logistics Solution for its Foodservice and delivered Cash & Carry business, while simultaneously providing an enhanced walk-in offering for the Cash & Carry trade.

The East Coast Logistics solution comprises of the building of a new Warehouse, upgrade and expansion of current ERP software functionality, Introduction of RF and Picking Technology, and the implementation of new Logistics and HR solutions.

As the scope of this Project was far greater than any other project undertaken by BWG they engaged System Dynamics to help their Project Manager develop a Project Management Structure suitable for both Project Dublin and any future BWG projects.

The Approach

The approach System Dynamics took was to apply the System Dynamics 3 Step Program/Project Management Assistance Methodology. This Methodology was designed by System Dynamics to help companies successfully manage specific projects, while also providing the company with a tried and tested Project Structure and Methodology tailored to their organisation, which is scalable up or down for future projects. The Mentoring aspect of this Methodology also ensures that the Client Project Management Skills are enhanced.

Step One: Program Assessment – As Project Dublin was already in progress this assessment baselined both BWG’s current project management capabilities and maturity level as originally applied to Project Dublin.

Step Two: Program Initiation – A BWG Project Methodology, Structure and Controls were developed for use by the BWG Project Manager.

Step Three: Program Management – As the Project progresses System Dynamics are acting in a mentoring role to the BWG Project Manger. Mentoring ensures that BWG in-house Project Management Skills are enhanced. 

The Solution

From initial discussions with BWG it was clear that the Scope of this particular project was far greater than any project previously undertaken by the organisation. Due to the size and depth of the project, a more formalised project management structure was required. System Dynamics recommended the use of its Professional Services 3 Step Program Management Assistance Methodology.

As Project Dublin had already started prior to System Dynamics being engaged, the Project Assessment to baseline current BWG project management capabilities and maturity level was aimed solely at Project Dublin as existing BWG Project Management capabilities had been employed on this project.

The initial assessment revealed Gaps in the Project Management Structure and Controls were required to implement Project Dublin. Gaps were identified by using a number of industry standards (Prince2, JDEdwards) and System Dynamics Best Practice Methodologies married against BWG current Project Management Practices and Business Culture.

Filling the Gaps became the focus of Step 2 (Program Initiation) in the Program Management Assistance Methodology. During Step 2 the BWG Project Management Structure and Controls were developed and put in place for Project Dublin. The Structure and Controls were developed so that they would be scalable and reusable on any other BWG projects.

System Dynamics has assisted BWG in developing the following BWG Project Structure and Controls:

• Business Case Document (Project Justification)
• Scope Document (Baseline of Project Content)
• Roles and Responsibilities
• Project Plans
• Communication Plan (Status Report, Team Updates, To Do Lists etc.)
• Quality Plan
• Budget Tracking
• Issue Management and Escalation Procedure
• Change Management Procedure
• Issue Log
• Risk Log / Assessment
• Project Close Strategy

The major elements of this Step are complete and we are now engaged with BWG on completing Step 3 - Program Management. During Step 3 System Dynamics are acting in a coaching and mentoring role to assist BWG in bringing project Dublin to a successful conclusion.

To date we have encountered a number of challenges which have been resolved. Two of these are outlined below:

• The first of these was definition of the Scope of the Project. Although the Project had already started the Scope had not been finalised. The inclusion of an additional Site, New CRM module and uncertainty over initial phase in operation of the new facility threatened the successful outcome of the Project. We resolved this by clearly documenting the scope inclusions and exclusions, and following discussions with relevant parties this document was ratified by the Project Steering Committee.
• In addition, because there was no Project Plan set out, this posed a threat to the Project. System Dynamics assisted BWG in transforming the existing excel task list into a workable Microsoft Project Plan that had clearly stated tasks with fully defined predecessors and assigned resources. The Plan is also used to drive "To Do Lists" for the Project Team.

The Benefits

As the application of the BWG Project Structure has not yet been in place for a full Project Life Cycle the full benefits have not yet been achieved, however already some significant benefits have been delivered:

• Scope creep and the lengthy discussions associated with this have been eliminated.
• The Steering Committee and Team Members are being presented with To Do Lists showing their specific Tasks, all of which are clearly stated and dated.
• Team members have a structured format for communications.
• A centralised Issue Log accessible by all related parties has added formality, visibility and control to the Project.
• Budget tracking has been set up and is allowing the Project Manager to report more accurately on budget consumption to date.
• By engaging with System Dynamics, BWG has been able to develop a Project Structure and Methodology which can be used throughout the business.
• By using the System Dynamics 3 Step approach BWG have gained valuable Project Management experience which they can now apply to future Projects.