Standard Language: Internal Controls and Project Management
Internal Controls/Project Management
The Athena Group organizational structure is unique in that we are implementing a for-purpose enterprise, using Holacracy as our organizational model. Holacracy is a purpose-driven, self-organizing, non-hierarchical organizational system, with distributed ownership, shared power, and clear decision-making. While this may be unfamiliar and even scare those working in hierarchical structures, this way of distributed power is in alignment with our equity values and has proven to be more effective in project success because of clear role definitions and decision-making powers. Furthermore, the holacracy framework allows us to be intentional about how we weave equity and anti-racist actions into our daily operations and overall governance. Please ask us if you have any questions about how this structure can be superior to a hierarchical organization in our capability to deliver projects in scope, on time, and within budget.
We are intentionally becoming an anti-racist, multicultural organization. We have always considered ourselves an ally and accomplice of populations who are not from the dominant power structure (i.e., white, male, cis, property-owning, non-disabled, Christian, working-age, English speaking). Reaching non-dominant populations has been our focus in our coordinated human service transportation, early learning and homeless services work over the last 20 years. Given that not all cultures operate in the data-driven, time-constrained, results-oriented framework that government and consulting firms are expected to operate under, managing projects with an anti-racist, equity-focused lens can often be a challenge. We have found that agile project management techniques are the most useful way to accomplish the client objectives while also keeping in mind emerging new information and keeping anti-racism and equity at the forefront of our project priorities.
We use PMI and agile project management techniques. Our project management approach is guided by the Project Management Institute’s (PMI) criteria for the knowledge areas of scope, cost, schedule, risk, quality, change, and communication throughout the continuous project life cycles of initiation, planning, executing, monitoring/controlling, and closing. We use Microsoft Excel or Planner to track project status and progress for all projects.
It is the project manager’s purpose to always help the client and the project team to stay within scope, schedule, and budget. That said, we know that changes happen that can improve the overall outcome of the project. We prefer to scope out projects with clients in 3 or so month “chunks” at a time. The project manager and project team work with the client to plan the first phase of work at the kick-off meeting, and then our project manager has monthly check-ins with the client project manager and/or sponsor to make sure the original scope and schedule makes sense given emerging information. If any scope or schedule changes are needed without any budget changes, we document that in a change order/decision log. If a budget change is needed, we will document that in the decision log and work with the client’s contracts coordinator to amend the contract. We report project progress in our monthly invoicing showing earned value, not just “burned hours.” This can provide client confidence regarding the ability to stay in scope, on schedule, and within budget.
Our project managers intentionally work to create an environment where all members of the project team and the client are encouraged to provide feedback on what is and is not working at the beginning, in the middle, and at the project closing.
Contract Management. The Athena Group has robust contract management processes and human resource programs already in place, which will ensure smooth contractor-subcontractor working relationships and enhance contract risk mitigation. All partners and subcontractors sign a contract, equity agreement and social contract before beginning work. Subcontractors further sign a work order that outlines the project work assigned