Portfolio, program and project management and assurance policy
Purpose
This Queensland Government Enterprise Architecture (QGEA) policy seeks to ensure a structured, effective and consistent approach to portfolio, program and project management and independent assurance are adopted across Queensland Government. The adoption of portfolio, program and project management strengthens governance and assurance practices of digital and ICT-enabled initiatives which improves the successful delivery of public services across Queensland Government.
Policy statement
The Queensland Government will adopt a structured, effective and consistent approach to portfolio, program and project management and assurance for digital and ICT-enabled investments.
Policy requirements
Effective and consistent portfolio, program and project management
Departments must:
- use the project, program and portfolio management methodologies, endorsed by the Queensland Government Customer and Digital Group (QGCDG), to direct, manage and report all digital and ICT-enabled programs and projects
- ensure that program and project business cases are maintained and updated though all stages of activity to demonstrate continued viability and ongoing business justification
- ensure benefits from program and project investment are identified and quantified, evaluated and appraised, planned, realised and the portfolio, program and project benefits management process is continually reviewed.
Structured, effective and consistent portfolio, program and project assurance
Departments must:
- implement the Portfolio, program and project assurance framework for all digital and ICT-enabled portfolios and initiatives
- ensure that appropriate and independent assurance activities are effectively planned, scheduled and coordinated, and that resources, particularly funding and people, are secured in advance
- establish mechanisms to ensure assurance report recommendations are implemented in a timely manner.
Structured, effective and consistent portfolio, program and/or project office model
Departments must:
- ensure there is an effective portfolio, program and project office structure to support decision making and business change within the department
- maintain an appropriate Portfolio, Programme and Project Management Maturity Model (P3M3®) level to provide a prioritised and balanced portfolio of change and to ensure consistent delivery of programs and projects across Queensland Government
- periodically review portfolio, program and project management model maturity against a target maturity level that best supports the implementation of Queensland Government digital economy priorities and department objectives.
Advice
The QGCDG endorses the AXELOS Best Practice guides (Queensland Government employees only).
It also endorses the use of APMG-International guides in strategy implementation, better business cases, managing benefits, change management and the Praxis Framework.
The Portfolio, program and project assurance framework describes assurance profiling and the activities required to identify and implement the appropriate level of assurance for digital and ICT-enabled programs and projects.
The AXELOS Management of Portfolios (MoP®) and Portfolio, Programme and Project Office (P3O®) best practice guides align to the AXELOS P3M3® maturity model. It is recognised that a P3M3 Level 3: Defined process is an appropriate level to provide an organisation with centrally controlled processes and enables portfolios, programs and projects to scale and adapt these processes to suit their circumstances. However, agencies should undertake a risk assessment and determine an appropriate target maturity level to achieve and maintain. A P3M3 Level 1: Awareness of Process may be appropriate.
Agencies should use the Portfolio, Programme and Project Management Maturity Model (P3M3®) to assess their capability. The suggested frequency of reviews will be dependent upon the results of a risk assessment. Periodically reviewing portfolio, program and project management model maturity against a target maturity level will help to support the delivery of projects and programs in alignment with Department objectives and the Queensland Government Digital Economy priorities.
This policy should be read in conjunction with the Portfolio, program and project assurance framework.
Scope
This policy applies to all digital and ICT-enabled portfolios, programs and projects.
A project is defined as a temporary organisation that is created for the purpose of delivering one or more business products according to an agreed business case.
A program is defined as a temporary structure designed to lead multiple inter-related projects and other work in order to progressively achieve outcomes and benefit for one or more organisations.
The term ‘initiative’ refers to both projects and programs.
A portfolio is defined as the totality of investment (or segment thereof) in the changes required for an organisation to achieve its strategic objectives.
Applicability
Unless excepted, this policy applies to all Queensland Government departments (as defined by the Public Sector Act 2022). Accountable officers (not already in scope of the Public Sector Act 2022) and statutory bodies under the Financial and Performance Management Standard 2019, must have regard to this policy.
Implementation
This policy comes into effect from the issue date and will apply to all new initiatives commencing after the issue date. For in flight initiatives there will be a transition period until March 2024 for departments to review and update initiative assurance plans in line with the assurance framework.
Policy benefits
The implementation of a structured, effective and consistent approach to portfolio, program and project management and independent assurance will:
- provide consistent processes for continual investment decision-making, evaluation and management of portfolio, program and project activities
- strengthen portfolio, program and project governance and decision gate processes to ensure programs and projects are ready to progress to the next key investment decision point
- support the foundation for informed portfolio management and analysis of agency and whole-of-government investments
- reduce the risk of program and project failure and increase the realisation of benefits and value for money
- enhance transferability of project, program and portfolio skills and knowledge across the sector.
Issue and approval
Issue date: June 2024
This QGEA policy is published within the QGEA and administered by the Queensland Government Customer and Digital Group. It was developed by the Office of Assurance and Investment and approved by the Director-General, Department of Transport and Main Roads.