Author: Paul Selwold, PMP

PM Talks Number 3: Getting Personal in a Good Way

When I learned from Mafalda Amaro that she launched a series of somewhat informal virtual evening sessions called “PM Talks” I was interested to join in. 
The purpose, as I see it, is to bolster the community that is created by being a member of the PMI Switzerland Chapter, by creating an additional avenue for information exchange with other members.  These are, in my words, something a bit on top of the traditional content.

I will be participating in the third PM Talk on 13 November 2024 as the guest speaker.  Something integral to being part of the PMI Switzerland Chapter members’ community is, for me, being one of its active volunteers.

As I reflect back, being a volunteer in parallel to my active professional career has produced benefits that I never would have expected.  Friendships which are important to me in my social life are the result of having been a volunteer.  I can safely say, these are people I would otherwise never have crossed paths with.  Also, my professional career enjoyed a solid boost as a result. 

These are experiences I look forward to sharing, and hopefully others who join us will be able to share their experiences with me!

Author: Philip SPRINGUEL, PMP 

Dear readers,

In this newsletter we’re pleased to share a review of the exceptional 13th PM Conference, AI Unveiled: Transforming Projects and Organizations with Smart Innovation, which was just held this past September 23rd, in Lausanne. Mubarak Muritala’s report highlights the conference’s key takeaways and practical strategies for integrating AI into project management.

To consider how you can rapidly bring yourself up to date on AI in project management, this month’s newsletter also offers views from business professionals, experts and partners, who provide ongoing opportunities for you to increase your knowledge and obtain training within the PMI Switzerland community.

On the heels of our successful PM Conference, comes our offer to join the International Project Management Day. Read in this newsletter about how we’ll celebrate IPM Day with you, across Switzerland!

We’re looking forward to continued engagement with you at these events and on our social media.

Philip SPRINGUEL,

Newsletter Copy Editor

Author: István Görgei 

https://ppm.capture.eu/

In my presentation, I introduced a ServiceNow-based AI solution that streamlines WBS generation and skill-driven resource management. Beyond improving project-level tasks and allocations, AI enhances data quality, essential for portfolio-level decision-making. Reliable, granular data from individual projects enables better resource allocation, risk assessment, and strategic planning, transforming how we manage project portfolios.

This particular use case was inspired by the conference theme and brought to life specifically for this event. It aims to demonstrate AI's capabilities when properly integrated with our existing project management tools. The functionality presented can work in several different use cases, but for now, we are focusing on this one.

The AI model has been pre-configured, trained, and tailored to assist in this demo. This is an internal proof of concept to validate our envisioned future vision.
I will describe the material presented and how AI Assist can improve resource allocation.

I. The Service Portal:
The Service Portal is designed to provide a more modern, intuitive, and mobile-friendly experience. It enables users to submit requests, access information, and track incidents without navigating ServiceNow's more complex backend interface. It is now empowered with Now Assist, which provides intelligent, context-aware suggestions and user responses through chatbots, improving self-service experiences.

We have integrated Now Assist with our trained OpenAI.

 In this example screenshot, our Project Manager has requested a new project and provided high-level details.

“We have purchased a new office, where the water and AC systems need to be checked. The project length and OPEX costs will be determined based on the project tasks and resource utilization.”
The AI has been trained specifically for facilities-related projects. It has already created several projects in this area and learned how to handle these requests from those activities.
This provides the users with a one-stop shop for all their queries and incidents. With our integration, they can even create a barebone project by simply providing high-level details.

II. Project workspace

Project Workspace provides a comprehensive view of crucial project-related data and tools, enabling better control and visibility over projects, tasks, and resources. The AI has generated the barebone project but needs essential information, such as the project tasks and the business case.

 Based on our research conducted with project managers from multiple organizations, one of the critical challenges they face is completing manual tasks, such as filling out the business case. In many cases, they add “TBD” (to be determined) in the description, which creates additional work for several stakeholders later.

 Even for these manual tasks, we can rely on AI. Once we select the AI Assist button, our AI model will fill out the business case and create the project tasks based on its historical data.

The AI has not only created the project tasks and, therefore, defined the project’s length but has also specified what skills are required for the various tasks and provided a brief description. All this data, such as the project length, is easily adjustable by the PM with simple drag-and-drop or text input.

III. Resource assignment
We will need manpower to complete these tasks. At the bottom, under “Resource assignment,” there are “No records to display,” but these will change soon. One of the main capabilities of ServiceNow and the Capture AI integration is that it not only looks for available resources but will do so based on the required skills specified by the AI for the selected task.

As we can see, the assigned person matches the required skills and is completely available for the project task.

As we’ve seen, through the capabilities of the Capture AI solution integrated with ServiceNow, we were able to:

• Swiftly create a project by providing high-level information
• Create the business case, removing manual, time-consuming tasks
• Create the project tasks and specify requirements based on previous projects
• Assign available resources with the necessary skillset

Finally, we are exploring additional resource management topics for future opportunities, such as the automated update of resource skills based on completed tasks and the expansion of general skillsets in a similar manner. All of this would be achieved by workflows with approval processes.

Furthermore, we are examining the possibility of enabling portfolio-level reorganization based on project and activity rankings, including simulations and the necessary change management tasks on the project side.

Author: Zara Groh

Imagine walking into a room buzzing with excitement, filled with Teams of Project Managers ready to take on the ultimate challenge.

This year on International Project Management Day (IPMD), the PMI Switzerland Chapter (https://pmi-switzerland.ch/) in partnership with STS (https://www.sts.ch), the Project Management Training Company, invites you to join us on 30 Octobrer for an unforgettable SimulTrain® competition across three Swiss cities: Zurich, Basel, and Lausanne.

1. A realistic simulation experience 

From the moment you sit down with your team, you'll be immersed in the world of SimulTrain®, a leading multimedia project management simulator. This isn’t just another training session; it's a full-scale simulation that puts you in the role of a Project Manager facing the highs and lows of a real project. You’ll be making rapid decisions on budget allocation, managing risks, meeting tight deadlines, and navigating team dynamics—all in real-time. The simulation creates an atmosphere that mirrors real-world project environments, complete with unpredictable scenarios and the pressure of immediate decision-making.

2. Engage in hands-on learning

As the competition kicks off, you'll find yourself plunged into a series of challenges that require strategic thinking. Each decision you make - whether it's adjusting the project scope, reallocating resources, or mitigating risks - will have a direct impact on your project’s success. You'll see the immediate effects of your actions on key performance indicators (KPIs) like cost, schedule, quality, and team morale. This hands-on learning approach helps you understand the complex interplay of project variables and equips you with the skills to handle them effectively.

3. Feel the energy of the competition

Picture your team huddled together, brainstorming solutions as the clock ticks down. You’re not just managing a project; you’re engaging in a friendly challenge with other teams from Zurich, Basel, and Lausanne. The atmosphere is buzzing as you strategize and execute, knowing that every decision matters. The shared goal of doing your best drives you explore options, think creatively, and collaborate effectively with your teammates.

4. Learn to lead and collaborate

As you go through the simulation, you'll be honing essential project management skills like leadership, communication, and conflict resolution. You’ll experience firsthand what it means to lead a team through complex projects, motivate team members, and make difficult decisions. By the end of the competition, you’ll have gained invaluable insights into effective team dynamics and how to bring out the best in your colleagues.

5. Celebrate your achievements and network with like-minded people

After an intense couple of hours of competition, the atmosphere shifts to celebration. You’ll join other participants for a well-deserved apéro, sharing stories, insights, and maybe a few laughs about the day’s events. This is a great chance to connect with fellow project management professionals, share insights, and build valuable relationships. You’ll leave with new skills and a fresh perspective on teamwork and leadership.

6. Measure to Manage

"If you're not measuring it, you're not managing it." This key principle is at the core of project success. During the SimulTrain® challenge, you'll actively assess your team's performance across various metrics, reinforcing the importance of data-driven decision-making. Managers, including PMOs and consulting BUMs, should actively engage their project managers in objective assessments of team capabilities. By validating these assessments against real-world scenarios in the simulation, you can enhance your understanding of team performance and promote continuous improvement. It's a chance to see where your team excels and where growth is needed, preparing you to lead more effectively.

Discover more about SimulTrain, a dynamic project management simulation at SimulTrain.

Whether you're a seasoned project manager or just beginning your journey, there's something for everyone! Seats are limited, so act fast to secure your spot at one of these exciting venues:

• Zurich: Register here
• Basel: Register here
• Lausanne: Register here

We look forward to seeing you there!

Zara Groh, Marketing Manager, STS