If Your Project Addresses the Wrong Problem, It Won’t Be Successful
From the Voices on Project Management Blog
by Cameron McGaughy,
Lynda Bourne, Kevin Korterud, Conrado Morlan, Peter Tarhanidis, Mario Trentim, Jen Skrabak, David Wakeman, Wanda Curlee, Christian Bisson, Ramiro Rodrigues, Soma Bhattacharya, Emily Luijbregts, Sree Rao, Yasmina Khelifi, Marat Oyvetsky, Lenka Pincot, Jorge Martin Valdes Garciatorres, cyndee miller
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Date
In my previous post, I emphasized the importance of engaging and involving stakeholders proactively in a learning process about project definition and planning. I highlighted soft systems methodology as a powerful problem-structuring method.
But how exactly can we incorporate problem-structuring methods into the project management practice? Are they really useful and feasible? Let me guide you through an example below, step by step, according to the Soft Systems Methodology.
Project: Build a New Power Plant
- Problem situation unstructured: Our energy supply isn’t meeting demand.
- Problem situation expressed: This expresses the area of concern through a rich picture containing both appropriate symbols for real-world activities and words.
Figure 1: Simplified rich picture for the project “Build Power Plant” (Trentim, 2013)
- Root definition: The purpose of the project is not to build a new power plant; the end objective is to deliver enough energy to the client. The client expresses the most important human activity system (HAS) to be further studied. We could define more than one root definition to represent a different HAS. For each HAS, we have an analysis of the customer, actors, transformation, weltanschauung (comprehensive worldview), owner and environment (CATWOE).
- Root definition: to ensure that the client has enough energy.
- CATWOE Analysis
Customer: client
Actors: sponsor, project manager, team and contractors
Transformation: provide enough energy
Weltanschauung: energy fuels operations
Owner: client
Environment: client environment
- Conceptual models: We could develop many models in different levels to better understand the problem. Simplifying, I’ve created a conceptual model of how the client uses energy, based on the root definition stated before.
Figure 2: Conceptual model based on root definition “to ensure that the client has enough energy” (Trentim, 2013)
- Comparison between conceptual models and the real world. This stage compares what we are now to what we want to be able to do. The conceptual model (or models) represents how things should work. The reality has to be changed in some way to improve the problem-situation.
Table 1: Comparison to reality (Trentim, 2013)
- Feasible desirable changes: The project manager and his or her team propose solutions (project scope). In stage 5, we compare the ideal conceptual model to reality, so we can propose feasible solutions and create action plans.
- Implement solutions: project execution.
Actually, the solution implementation might encompass all of the project life cycle. Stages 1 to 6 may happen prior to project initiation or in the beginning of the planning phase. Once we have the problem statement and the proposed solution aligned strategically to stakeholders’ expectations and needs, we can use our traditional project management knowledge, as compiled in the PMBOK® Guide, for example.
A successful project delivers solid benefits. That’s why we have to understand the problem before we start creating a solution. In other words, well-crafted plans and detailed scope definitions are useless if they do not address the real needs of stakeholders. Don’t you think?
Have you ever solved the wrong problem? Please leave your comments and thoughts below.
Posted
by
Mario Trentim
on: September 15, 2015 04:42 AM |
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Comments (18)
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Suresh MK
Consultant - Transformation| Freelancing
Bangalore, Karnataka, India
Reviewing the problem statement is absolute necessity in the context of dynamic changes and distruptive technology. I can share a recent example where we wanted to standardize process to save cost. Recent happening in Robotics has made us to think differently
Dear Mario.
many thanks for this great article ! !
Yes indeed, i have resolved in more than one ocasion the wrong problem, due to comunicacion problem with "the client". In this case "the client" are 3 partners. When having the initial meeting with the 3 partners everything seemed to be ok. But when setting up the project, the confusion started. Thus I think that your article will indeed help me to focus the project diferently and will avoid me solving the wrong problems.
Regards,
Paco
Mario Trentim
CEO| PMO Global Alliance
Sao Jose Dos Campos, Sao Paulo, Brazil
Thanks, Francisco! Unfortunately, it is very common that PMs and their teams start working on a solution without a clear understanding about the problem. Too bad.
Mario Trentim
CEO| PMO Global Alliance
Sao Jose Dos Campos, Sao Paulo, Brazil
Suresh, separating the problem domain from the solution domain is very important. Glen Alleman (twitter.com/galleman) recently mentioned that "Requirements can emerge, capabilities should be known up front". I totally agree with that.
Vipul Shah
AVP-Project Development| Choice Equity Broking Pvt Ltd
Mumbai, Maharashtra, India
It is not just about requirement but its all about best achievable Customer problem solving Solution. Use 5 why's at the time of receiving the statement of work which 99% clarifies the exact output.
Mark Geres
Director| PM by Design Canada, Inc.
Cantley, Quebec, Canada
Hi Mario:
The following, IMHO, is noteworthy too.
"The ultimate purpose of project management is to create a continuous stream of project successes. This can happen provided that you have a good definition of "success" on each project." – Harold Kerzner, Ph.D.
Mark Geres
Director| PM by Design Canada, Inc.
Cantley, Quebec, Canada
People have been doing business analysis for a very long time, but it is only recently that it has emerged as a recognized discipline encompassing a well-defined set of tasks and techniques.
Previously, it was informal, ad hoc, and inconsistently practiced.
Just as organizations have recognized the value of the discipline of project management, etc., they are beginning to recognize the value of a disciplined approach to business analysis.
If you solve the wrong problem, or invest in the wrong opportunity, or if you attack the right problem but don't really understand what an appropriate solution is, or if the solution doesn't actually solve the problem, then great project management and great software development won’t help you.
“Business analysis: The practice of enabling change in the context of an enterprise by defining needs and recommending solutions that deliver value to stakeholders."---A Guide to the Business Analysis Body of Knowledge® (BABOK® Guide) v3, pg. 442
– ACAAT, Business Analyst Essentials
Mario Trentim
CEO| PMO Global Alliance
Sao Jose Dos Campos, Sao Paulo, Brazil
Dear Mark Geres, I couldn't agree with you more. I've been doing systems engineering, requirements engineering and business analysis for some years now. I believe that these are core competencies for project managers today. And I am very happy that people are starting to use those tools and methods in a more disciplined way.
Sergio Luis Conte
Helping to create solutions for everyone| Worldwide based Organizations
Buenos Aires, Argentina
Fully agree with @Mark. And here is a big topic missing and that is because a Business Analyst is not involved (hehehehe). The problem must be understanding in the context of enterprise architecture by using the systemic approach. From business strategy analysis and enterprise architecture gap analysis the business needs are defined. When business needs are translated into requirements then the solution is defined. But the project manager is not the role in charge to define the solution. Project manager is the role in charge to define all the work needed to create the solution and to control all the work needed to create the solution. So, sorry, but it has no sence to waist time using tools to understand the problem if you are not a business analyst. And if you are a business analyst then you miss the right point to start the journey (as I mentioned above) then your journey will not end when its desired by the organization.
PARAG KANDEKAR
VP Operations| SoftNice Inc
Allentown, Pa, United States
Great inputs Mario - RCA is Must. WRONG investment counts efforts with no Success or Solution.
Seun Olaniyonu
Government of Saskatchewan
Regina, Saskatchewan, Canada
Great article, a sure referral point.
Mario Trentim
CEO| PMO Global Alliance
Sao Jose Dos Campos, Sao Paulo, Brazil
Sergio, in fact, the majority of the organisations is missing the point. In my opinion, business analysis is extremely overrated as the solution for that. PPM governance needs strong sponsorship and portfolio management. And the project manager are the ultimate responsible for project success. Regards, Mario.
Mario Trentim
CEO| PMO Global Alliance
Sao Jose Dos Campos, Sao Paulo, Brazil
Thanks Parag and Seun! Regards, Mario.
Sergio Luis Conte
Helping to create solutions for everyone| Worldwide based Organizations
Buenos Aires, Argentina
Mario: business analysis is not overrated. The problem is most of the organizations do not know or do not understand what business analysis is. Portfolio/Program/Project related roles or related business unit are not needed if business analysis is not performing inside an organization. Why? Because business analysis is about to help the organization in creating the needed solution to face transformation needs that emerge when the environment change. Most of today portfolio/program and perhaps project managers are performing the business analyst role but they do not know that. It is impossible for an organization to survive without performing business analysis activities. If the PMI is focused to create a new BOK on that field then a hugh reason is behing that.
Sergio Luis Conte
Helping to create solutions for everyone| Worldwide based Organizations
Buenos Aires, Argentina
On the other side, we need to understand that a project never deliver benefits. The product/service/result created by the project is what deliver the benefit. This is key to understand when you define project success factors. Project success factors have to be related to all you can make from the point of view of work needed to create the product/service/results as defined. And defining the product/service/result is not the field of project management. Is the field of business analysis. The same about defining the problem and the solution.
Mario Trentim
CEO| PMO Global Alliance
Sao Jose Dos Campos, Sao Paulo, Brazil
Sergio, it really depends on the projects you're considering.
I didn't mean that BA is not important, but it is definitely not a panacea. Some PMs perform BA activities, as you mentioned. The fact that PMI has a practice guide on BA and a certification for that shows the importance of that role.
However, saying that the product/service/result definition is not the field of project management is a very controversial point. First because project success is not only about building something as defined; on the contrary, it involves requirements and scope definition/management. And second because usually the end result is not clearly defined in the beginning which implies that most projects are progressively and iterative in nature. I understand you haver your preferences for BA as I have my preferences for Systems Engineering (SE). In fact, there are study groups and an alliance between PMI and INCOSE on SE PM, which means this is an important area also.
We may hold different opinions, but it is clear to me that there is only one responsible for the project as a whole: the project manager. Of course, there is guidance and steering from a sponsor (or committee), there is the help of a BA in the problem domain and there is the help of a SE in the solution domain.
Great discussion, thanks for your comments.
Mario
Sergio Luis Conte
Helping to create solutions for everyone| Worldwide based Organizations
Buenos Aires, Argentina
I have a PH D degree in Software Engineering earned at Software Engineering Intitute, Cargnegie Mellon University. So, now you know about my preferences (hehehehe). Thank you for your answers. Regards
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