- Does Align have an area to share information on this portal, e.g. sharing best practice such as lessons learned, and the facility for a blog?
Answer - Yes - a forum is available to share ideas, information and discuss processes etc. We also include access to the Aspire blog, where we publish articles, hints and tips.
- Will we have the ability for our PMO to customise the portal content to local requirements and configure all data field elements?
Answer - All data fields’ elements are configurable. You can add themes, roles, milestones and amend the ones that exist.
- Are we able to add our corporate branding?
Answer - Logos can be added and colour scheme changed. This is included in the installation costs; you can use your own image for the front screen.
- How can we know what the return is on such an investment, I cannot oversee how this works, how it is implemented and how it leads to benefits?
- Can Align be tailored for us and allow us to use whichever elements we want to?
Answer - Yes – we have accumulated all the Best Practice products into Align. The technique pages still go into a lot of detail and are comprehensive however the lifecycle is the core of the concept.
- Can the template documents be in word?
Answer - Of course, we will give you a full set of the word versions; they are pdfs because it is on the internet and usually outside your organisations firewall. Your PMO would hold all the word versions. We would also expect you to customise or create new templates to meet what you need; some of these are more than you need.
- Is this just a tool to help navigate the process rather than manage the document flow?
Answer - It is the navigation rather than the storage, but there is definitely an information flow that runs along it. It doesn’t need to be documents, we created a Workbook and a Toolkit for the first version, so there was one template that is completed as you go along which made it slicker.
- We need a high level, overarching programme and project framework in order to achieve a higher level of performance and maturity in this area, and drive through further efficiencies. We’d like to see the nationally recognised best practice methodologies incorporating essential elements from MoP®; PRINCE2®; MSP® and P3O®, and meet the requirements of a P3M3® level 3 maturity operation. Can you help us?
Answer - Align will offer guidance relevant to your organisation whilst incorporating the essential elements of Best Practice methodologies such as MoP®, PRINCE2®, MSP® and P3O®. It also meets the requirements of P3M3® level 3 maturity operations.
- Our organisation needs framework to incorporate a lifecycle, enabling a guided transition between programme and project delivery, enabling consistency between projects and any overarching programme. Guidance must be distinct for programmes and projects, taking into account milestones, objectives and tasks for each stage, and promoting programme awareness at project level.
Answer - Align provides smooth transition between programme and project delivery enabling consistency between projects and any overarching programme. The guidance provided is different for programme and projects - it includes milestones, objectives and tasks for each stage and promotes programme awareness at project level.
- Is there a comprehensive list of programme and project themes which is connected to an overarching programme / project lifecycle?
Answer - Yes - theme guidance is available in a variety of ways:
- A set of standard statements which set the standards
- A summary of responsibilities for each role using RACI
- As an overview (which equates to approx. 6 page document)
- At each milestone for portfolio, programme and project levels – guidance is broken down into objective and recommended actions.
- Does Align have programme and project role definitions, and guidance about application of responsibilities at each stage?
Answer - Role guidance is available at process, stage and milestone level as well as at the Theme level. The guidance comprises a task and related guidance. Role guidance can be displayed at process or stage level with a list of the tasks and guidance required or at individual milestones. You are also able to access a list of role tasks from the home screen and filter to display certain processes or milestones.
- Are project templates connected to lifecycle and processes, and linked to milestones through hyperlinks? Will we have the capability to connect our own templates to the lifecycle?
Answer - Templates are explicitly linked to the lifecycle and processes within Align. They are highlighted as ‘outputs’ at milestones and are available through hyperlinks which open the template. Align comes with a set of common templates, your organisation’s specific templates can be plugged in through hyperlinks where needed.
- We need explicit guidance on the practical application of project techniques at all levels of the lifecycle (process, stage and milestone) – how does Align display this?
Answer - At all levels of the lifecycle (process, stage and milestone) the required task and guidance is shown and categorised by the delegated responsibility (role). Align incorporates 25 how2guides which provide practical guidance on specific techniques and a worked example. This can be amended for each organisation as part of the implementation.
- Do we have the ability to connect local case studies / examples of completed templates to the lifecycle and processes throughout the framework?
Answer - Local case studies and examples can be integrated at high level (e.g. on the landing page), on the main left-hand side toolbar which is ubiquitous throughout Align or at a lower stage or milestone level where the specific example may be applied. The technique examples referred to in the how2guides can be changed to local case studies/examples. The document library feature enables examples and case studies to be replicated at relevant points in the lifecycle. To enable us to continue to maintain and improve the guidance, there will be reserved fields that we can populate with new information and fields that are reserved for your own information. The decision to display either or both of these fields will be controlled by your administrator
- Are we allowed to replicate the data content in the framework in order to use it for internal training?
Answer - The rights to the data within Align are part of the agreement, so you can use it within courses or other formats. Screenshots and working examples of Align will be demonstrated throughout any training courses. In addition to Align screenshots, demonstrations and extracts of how2guides, templates and workbook can be utilised. Aspire will be offering a number of training modules that utilise and build Align into standard courses, these are offered at standard training rates.
- Do you offer any updates to the framework, functionality and core content throughout any contract period?
Answer - As part of the maintenance agreement we will provide updates to the framework, functionality and the core content. A key concept is that the customers will customise the materials for their own use going forward. To enable us to continue to maintain and improve the guidance, there will be reserved fields that we can populate with new information and fields that are reserved for your own information. The decision to display either or both of these fields will be controlled by your administrator. Updates will be on an annual release basis or by agreement with you.
- The site needs to be accessible from our partner organisations e.g. sector networks, through a simple link from our intranet, without the need for further password verification for users from a variety of IP addresses. Can Align be hosted in the cloud and support this?
Answer - This is not a problem. Aspire Europe can grant access without a password after configuring Align to recognise your partner’s IP addresses – this limits the access to computers from your site only. Additional sites, can be granted access via their IP Addresses. For people who are not at one of the permitted sites we can provide a generic password which can be used to gain access.
- Is there a limit on the number of staff who can use Align?
Answer - The agreement will cover unlimited usage by your organisation staff as part of the agreement.
- How will we know how to use the site when it is delivered?
Answer - Included in the first year costs are 10 days installation support, this includes:
- Training selected administrators of the system
- Aligning the configuration with your organisation’s standards and requirements.
- I have taken a look at the framework, but it seems to me that it is just a digital book. It looks easier to me to use a document.
Answer - Align provides just-in-time guidance so the user is not overwhelmed with information that is not relevant. By using the lifecycle as a process reference point, the information displayed is relevant to the point at which you look. Theme overviews and how2guides provide more detailed general guidance but are concise in their guidance.
