Completed early during the delivery process, a set up for success review will help your project start on the right track and avoid issues that could threaten to derail it later. Here we explore how this effective assurance tool benefits project outcomes.

Research indicates that four of the top five reasons a project fails are related to poor handling in its initiation phase. Poor requirements gathering (40 per cent), change in project objectives (38 per cent), poor upfront planning (33 per cent), and inadequate vision/goal for project (28 per cent), have all been cited as key reasons for failure.

The antidote is a set up for success review, which strengthens the project initiation phase and provides a scaffold to predict and manage the factors that contribute to the successful delivery of the project.

Unfortunately, PM-Partners’ own research shows that as many as two thirds of organisations are failing to take advantage of this preventative assurance tool. Cutting corners at the outset of an initiative may seem like a way to save, but the reality is, the cost of a set up for success review is relatively small compared to the cost of remediating a poorly planned initiative later on.

What is a set up for success review?

A set up for success review or check is a type of project assurance activity that occurs in the initial phase of a project, helping teams create a framework for its objectives. These reviews can also be used for Agile initiatives and other kinds of iterative transformations – and are of most benefit as part of a continuous assurance approach, especially where delivery is complex.

An effective set up for success should contain an understanding of what the project/initiative intends to achieve – through reviewing its business case – as well as an overview of the resources that it needs to be successful, from team capability and stakeholder support, to budget, tools and technology.

Elements of the project are then checked against these success factors to ensure the project is suitably equipped to deliver the intended outcomes and benefits. This gives a set up for success a critical role in effective delivery assurance.

Why should my project use a set up for success review?

As many projects fail due to poor project initiation, the benefits of having project assurance from the outset include:

1. Ensuring the project is aligned to the organisation’s strategy and the business case is sound.
2. Checking that expectations with regard to scope, time, cost, risk, quality, resourcing and benefits are realistic.
3. Establishing the right project structure and fit-for-purpose delivery method, including ensuring the project team are adequately trained and supported in this approach.
4. Identifying key roles and assigning team members with the right skills and capability to them.
5. Securing executive sponsorship and buy-in from all stakeholders, as well as defining escalation pathways to streamline decision making.

A set up for success check guides the team at this crucial early stage to ensure critical resourcing, planning, analysis and estimating activities have been completed. Without it, projects run the risk of heading off track early, generating delays and wasted resources as the team works to direct it back to plan, or derailing completely.

In-house versus independent set up for success

According to PM-Partners 2022 Assurance Survey, nearly 80 per cent of assurance activities are being completed in-house, rather than by an independent, external provider. However, if you’re contemplating how to proceed with a set up for success review, it’s important to first consider the complexity of the initiative at hand.

Broadly speaking, conducting an internal review through a project team or PMO may be appropriate for small to medium-sized projects with a relatively low risk profile. Larger, riskier – and potentially more costly – initiatives, on the other hand, would benefit from the expertise and impartiality of an external consultant.

Using an independent assurance provider with the right skills and experience will ensure that the review is not just a box-ticking exercise but accounts for potential ways the project might unfold, and ensures all issues have been addressed with contingencies in place.

A case in point

A set up for success review was a major contributor to the outcome of a programme PM-Partners delivered for Transport for NSW (TfNSW). Following disruption in the point-to-point transport sector, PM-Partners were engaged to support the creation of a new transport commission that would oversee both traditional operators (taxis, car hire) and ride share players (Uber, Lyft etc).

Given the complexity of the initiative, our team conducted a set up for success review in the early stages to lay the optimal foundation to build upon as work progressed. Among other benefits this helped to de-risk the programme and maximise execution velocity by:

• Ensuring the business case was robust and able to guide the delivery effectively;
• Validating the optimal programme delivery approach;
• Ensuring key roles were filled, with appropriate capability;
• Minimising threats and establishing ongoing mitigants; and
• Managing ongoing risk, including developing early warning indicators via lifecycle assurance.

The outcome was a new commission and regulatory framework delivered on time and to budget, with strong support from industry stakeholders; plus, a further period devoted to embedding and optimising its new business processes and systems. Overall, the new body helped to improve passenger safety and create a more level playing field for both existing and new industry players.

By facilitating robust project initiation, so often a failure point for organisations, an effective set up for success review offers a significant return on investment, particularly for complex initiatives.

Used as part of a continuous assurance approach – combining health checks, capability assessments, post implementation reviews and roadmaps – a set up for success check is a powerful tool to support successful delivery, and provide peace of mind.

Find out more about set up for success reviews and how they can benefit your projects and Agile initiatives, either as standalone assurance or as part of PM-Partners continuous assurance service. Contact our expert team or call us on 1300 70 13 14 today.