Benefits realization is an important part of program management, as it ensures that program outcomes align with an organization’s strategic objectives and deliver value. A sustainment plan is important to continually realize these benefits even after a program is complete.
I. Developing a sustainment plan
Developing a sustainment plan usually involves identifying:
- Processes: The processes required for maintaining the benefits of the program. This includes strategies for continual learning, skill development, and maintaining operational capabilities.
- Measures: The indicators that show whether the program’s benefits are being sustained. This might involve tracking performance data, customer satisfaction scores, or benefit-to-cost ratios.
- Metrics: The quantitative measurements that show progress towards benefit realization. This could include lead times, defect rates, or other performance indicators.
- Tools: The tools necessary for managing the above processes, measures, and metrics. These might include software for data analysis, tools for process improvement, or systems for performance management.
II. Managing benefits after program completion
Managing benefits after the completion of a program ensures that the benefits continue to be realized. This management involves:
- Ongoing monitoring and evaluation: Monitoring key performance indicators (KPIs) and evaluating the effectiveness of benefit sustainment processes.
- Continuous improvement: Identifying opportunities for improvement and taking actions to enhance performance and increase the realization of benefits.
- Post-implementation review: Reviewing the program after its completion to learn from its successes and failures, and to improve future programs.
III. Example of a sustainment plan
Consider a program designed to streamline operations in a manufacturing company. After program completion, a sustainment plan might involve:
- Processes: Regularly training employees on new operational procedures and maintaining the machinery used in the process.
- Measures: Monitoring indicators such as operational efficiency, production time, and product quality.
- Metrics: Tracking the percentage decrease in production time and the increase in production quality.
- Tools: Using production management software for monitoring operational efficiency and providing real-time analytics.
In conclusion, a sustainment plan is a critical component of benefits realization in program management. By identifying the necessary processes, measures, metrics, and tools, managers can ensure that program benefits continue to be realized even after the program is complete. This not only maximizes value, but contributes to the overall strategic success of an organization.
Practice Test
True or False: The purpose of a sustainment plan is to guide the management of benefits after the completion of the program.
Answer: True.
Explanation: True, the purpose of a sustainment plan is to identify the processes, measures, metrics, and tools necessary for the management of benefits beyond the completion of the program.
In a sustainment plan, the processes refer to:
- a) Steps to be taken after program completion.
- b) Protocols for measuring progress.
- c) Actions for ongoing benefits management.
- d) Steps to be taken during program implementation.
Answer: c) Actions for ongoing benefits management.
Explanation: Processes in a sustainment plan refer to the actions that need to be taken to manage the benefits after the completion of the program.
True or False: Metrics in a sustainment plan measure the continued realization of intended benefits.
Answer: True.
Explanation: Metrics are used in a sustainment plan to quantify and measure the ongoing realization of the program’s intended benefits.
The tools in a sustainment plan are used for:
- a) Implementing the program.
- b) Managing benefits after program completion.
- c) Measuring program progress.
- d) Identifying program risks.
Answer: b) Managing benefits after program completion.
Explanation: The tools referred to in a sustainment plan are those needed for managing the benefits after the program has been completed.
True or False: The metrics in a sustainment plan are used to track the ongoing implementation of the program.
Answer: False.
Explanation: The metrics referred to in a sustainment plan are used to measure the continued realization of benefits, not the implementation of the program.
Measures in a sustainment plan refer to:
- a) The program’s benefits.
- b) The extent of benefits realization.
- c) The ongoing progress of the program.
- d) The continuation of the program.
Answer: b) The extent of benefits realization.
Explanation: Measures in a sustainment plan refer to mechanisms for determining the extent of benefits realization after the program completion.
True or False: It’s not necessary to monitor and update a sustainment plan after the program’s completion.
Answer: False.
Explanation: Regular monitoring and updating of a sustainment plan is important to ensure the continued realization of intended benefits.
In the context of a sustainment plan, what are the key elements that need to be identified?
- a) The benefits.
- b) The program’s progress.
- c) The stakeholders.
- d) The processes, measures, metrics, and tools.
Answer: d) The processes, measures, metrics, and tools.
Explanation: The key elements that need to be identified in a sustainment plan are the processes, measures, metrics, and tools necessary for managing benefits beyond program completion.
True or False: A sustainment plan should only be developed for large-scale programs.
Answer: False.
Explanation: Regardless of the scale of the program, a sustainment plan should be developed to ensure the continuous realization of the intended benefits.
Which of the following is NOT a core component of a sustainment plan?
- a) Risk Assessment.
- b) Communication Plan
- c) Staffing Plan
- d) Intended Benefits
Answer: c) Staffing Plan.
Explanation: While a staffing plan is important in program management, it is not a core component of a sustainment plan which focuses on the processes, measures, metrics, and tools necessary for continuing benefits realization.
Interview Questions
What is the primary goal of developing a sustainment plan in project management?
The primary goal of sustainment planning in project management is to identify the systems, procedures, evaluations, metrics, and tools that are necessary for managing and ensuring the sustained realization of planned benefits even after the completion of a project or program.
What components are included in a sustainment plan?
A sustainment plan typically includes documentation of critical processes, key performance measures, defined outcome metrics, tools for ongoing management, and strategies for the continued realization of intended benefits.
Why are measures and metrics critical for the management of benefits beyond the completion of a program?
Measures and metrics are necessary for monitoring performance against planned benefits. They provide a quantifiable means of assessing whether the benefits are being realized as per the objectives set out in the sustainment plan, thus enabling continuous improvement.
What role does process identification play in a sustainment plan?
Process identification outlines the methods that will be used to manage and sustain the benefits realized from a program. It provides a framework for systematic benefit realisation and ensures the ongoing alignment with strategic goals.
When should the sustainment plan be developed in program management?
The sustainment plan should ideally be developed during the planning phase of the program. Early development ensures that the program is designed and managed to deliver sustainable benefits right from the onset.
How can a sustainment plan ensure the continued realization of intended benefits?
A sustainment plan ensures the continued realization of intended benefits by providing a framework for monitoring, evaluation, and adjustment. This allows for the measurement of performance, identification of potential issues, and implementation of corrective measures to ensure continued alignment with objectives.
What tools can be used for the management of benefits?
Tools for the management of benefits may include performance dashboards, measurement and reporting tools, process documentation tools, financial models, and risk assessment tools, among others.
What is the role of stakeholder engagement in a sustainment plan?
Stakeholder engagement is crucial for ensuring the support and commitment necessary for the successful implementation of the sustainment plan. Stakeholders can contribute resources, knowledge and expertise that enhance the plan’s effectiveness.
Why might the sustainment plan need to be revised?
The sustainment plan might need to be revised if there are changes in the business environment that impact the feasibility of the intended benefits, if the program’s outcomes are not aligning with strategic goals, or if problems are identified during monitoring and evaluation.
What is the role of risk management in a sustainment plan?
Risk management in a sustainment plan involves identifying, assessing, and managing any potential risks that could impact the continued realization of the intended benefits. This ensures that the necessary preventive and corrective measures are in place.
How does a sustainment plan contribute to the overall success of a program?
A sustainment plan enhances the overall success of a program by ensuring designed benefits are realized and sustained beyond the life of the program. This underscores the program’s long-term value and return on investment.
Can you explain the link between the sustainment plan and the business case of a program?
The business case outlines the benefits that the program is expected to deliver, while the sustainment plan outlines how these benefits will be managed, measured, and continued after the completion of the program. The two documents should therefore be closely aligned.
How often should a sustainment plan be reviewed and updated?
The review and update frequency of a sustainment plan can depend on factors such as the nature of the program, its progress, and the dynamics of the business environment. However, it is good practice to review the plan at regular intervals or at major checkpoints in the program.
Why is it important to communicate the sustainment plan to all key stakeholders?
It is important to communicate the sustainment plan to all key stakeholders to ensure their understanding, buy-in, and support. This will facilitate the effective implementation of the plan and the continued realization of the intended benefits.
Who is typically responsible for developing and implementing the sustainment plan in a program?
The program manager or the program management team is typically responsible for developing and implementing the sustainment plan. However, developing such a plan is usually a collaborative effort involving all key stakeholders.
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