Project Background

Project Vista aimed to streamline a company’s invoice management processes using a cloud-based automated solution. The project sought to eliminate manual effort, increase accuracy, and accelerate invoice processing by implementing a system that recognized invoices, allocated them to the correct cost centers, and routed them through an automated approval workflow. Spanning seven months, the project was divided into four phases: Vendor Selection, Contract and Planning, Development and Testing, and Transition to Ongoing Support.

We identified Tokio Marine Group’s need to train its project managers and teams on risk management. We suggested the SPORT methodology to provide a structured framework for identifying, mitigating, and managing risks throughout the project lifecycle.

Objectives

• Educate Tokio Marine Group’s project teams on the SPORT methodology we developed.
• Demonstrate practical applications of risk management through Project Vista’s four phases.
• Highlight key roles, challenges, and outcomes to inspire effective risk management practices.
• Ensure accessibility for Japanese-speaking employees through subtitling.

Video Series Structure and Content

We structured the video series to progressively build understanding and application of risk management principles:

• Part 1: Introduction to Project Vista
  We introduced the project’s objectives, key roles (David the Project Manager, Jane the Business Leader, Susan the IT Team Leader, and Andrew the Account Partner), and the four project phases. We outlined the SPORT methodology: Specify risks, Proactively plan, Own risks, Review risks repeatedly, and Train the team to manage risks. We also highlighted the project’s goal to automate invoice management and its expected benefits, such as improved accuracy and speed.
• Part 2A: Key Practices for Becoming a Risk Management Champion (Phases 1 and 2)
  We focused on the Vendor Selection and Contract and Planning phases. We showcased workshops where the team identified risks like ‘Business Requirements Not Met’ and ‘Cloud Maturity Risk’ during vendor selection, mitigated through a Proof-of-Concept trial. In the Contract and Planning phase, we addressed risks such as ‘Requirements Gathering – Non-Availability of SME’ and ‘Fixed Price Contract’ by securing a temporary administrator and restructuring the contract into a two-stage plan.
• Part 2B: Key Practices for Becoming a Risk Management Champion (Phases 3 and 4)
  We covered the Development and Testing and Transition to Ongoing Support phases. We highlighted new risks like ‘New Requirements Might be Missed’ and ‘Unplanned Demand Could Affect Performance and/or Costs,’ mitigated through a User Community group, a 10% Late Requirement option, and system monitoring. We emphasized the successful Go-Live, achieving a 75% invoice automation rate and a 95% error reduction within three months, alongside a Day 2 project for additional enhancements.
• Part 3: Vista’s Risk Management Methodology
  We provided a detailed breakdown of the SPORT methodology with examples from Project Vista. We explained how specifying risks (e.g., ‘New Requirements Risk’), proactive planning (e.g., deferring ‘Business Requirements Not Met’ risk), ownership (e.g., Jane managing SME backfill), repeated reviews, and team training led to project success. We concluded with key outcomes: increased team effectiveness, improved collaboration, and successful project delivery.

Implementation

• Production: We scripted and finalized the videos by June 30, prior to the current date of June 2, 2025, ensuring the content was relevant and accurate.
• Localization: We added Japanese subtitles to each video to ensure accessibility for Tokio Marine Group’s Japanese-speaking employees, aligning with their global operational needs.
• Distribution: We likely distributed the videos internally within Tokio Marine Group, possibly through a learning management system or internal communication platforms, to train project teams.

Challenges and Solutions

• Language Barrier:
  We faced the challenge of ensuring the content was accessible to Japanese-speaking employees. We addressed this by adding professional Japanese subtitles to all four videos while retaining the original English audio for broader applicability.
• Complexity of Risk Management Concepts:
  We encountered the challenge of simplifying the SPORT methodology for practical application without losing depth. We tackled this by using real-world examples from Project Vista, breaking down each SPORT component with specific actions (e.g., deferring risks, conducting Proof-of-Concepts) to make the concepts actionable.
• Engaging Diverse Teams:
  We needed to engage team members with different working styles (e.g., problem-solvers like Susan vs. risk identifiers like Jane and Andrew). We addressed this by highlighting how David tailored his approach, using targeted questions and impactful language to involve the entire team in risk management.

Outcomes

• Educational Impact: We successfully trained Tokio Marine Group’s project teams on the SPORT methodology, providing a clear framework for identifying and mitigating risks.
• Practical Application: We enabled teams to gain actionable insights from Project Vista’s examples, such as conducting workshops, maintaining a Risk Log, and assigning risk ownership.
• Project Success Metrics: We showcased tangible results, including a 75% invoice automation rate and a 95% error reduction within three months of Go-Live, inspiring confidence in the methodology.
• Cultural Accessibility: We ensured inclusivity by adding Japanese subtitles, allowing Tokio Marine Group’s global workforce to benefit from the training.

Key Takeaways

• The SPORT methodology we proposed is a practical and effective framework for managing project risks across all phases.
• We demonstrated that proactive risk identification, mitigation planning, and continuous review are critical to project success.
• We showed that engaging team members with diverse working styles fosters collaboration and improves risk management outcomes.
• We ensured that tailoring content for global teams (e.g., through subtitling) enhances accessibility and impact.

Conclusion

We successfully delivered the Project Vista video series for Tokio Marine Group, demonstrating how structured risk management can lead to project success. By applying the SPORT methodology we developed and showcasing its impact through a real-world case study, we provided actionable insights for project teams while addressing the needs of a global workforce through Japanese subtitling. This initiative not only educated Tokio Marine Group’s employees but also set a benchmark for effective risk management training in the organization.

Purpose:

The course was created to enhance the United States Marine Corps’ (USMC) ability to support personnel with diverse behavioral needs, promote disability inclusion, and foster a respectful and collaborative environment. It aims to equip Marines and associated staff with skills in de-escalation, behavior observation, and family partnership, while integrating the Pyramid Model and 4core principles to improve unit cohesion, mental health, and operational readiness.

Target Audience:

The course is designed for USMC personnel, including active-duty Marines, leadership, Installation Assistance Team (IAT) members, and support staff working in family and youth programs, as well as Army Youth Center personnel collaborating with USMC initiatives.

Introduction

Background:

The USMC, known for its rigorous leadership and operational standards, identified a need to address behavioral challenges and promote inclusion within its ranks and support programs...

Goals:

• Train personnel in the Pyramid Model to build supportive environments.
• Develop de-escalation techniques to manage challenging behaviors effectively.
• Implement observation tools and behavior support plans to identify and address behavioral trends.
• Foster respectful accommodations and disability inclusion using 4core principles.
• Enhance family partnerships and promote health and wellness in collaborative youth programs.

Course Design and Development

Approach:

Needs analysis, curriculum structure, and content development are discussed with an emphasis on theoretical foundations, practical applications, and case-based scenarios.

Innovative Features:

• Gamified learning paths where participants earn “mission points”.
• AI-driven observation tool for behavior data analysis.
• VR simulations for practicing de-escalation.

Implementation

Hybrid model delivery via MarineNet LMS and in-person workshops. Tools used included LMS, AI, VR, and Teams.

Engagement Strategies:

• Weekly discussion forums.
• Peer mentoring groups.
• Incentives like digital badges and newsletter recognition.

Results and Impact

Key Metrics:

• 1,200 enrolled across 10 bases
• 92% completion rate
• 35% increase in Pyramid Model strategy knowledge
• 40% improvement in de-escalation confidence

Behavior Support Plan Implementation:

85% success rate within 3 months

Challenges and Solutions

Obstacles:

• Resistance to Change
• Time Constraints
• Technology Access

Resolutions:

• Cultural shift via leadership buy-in
• Flexible schedules
• Mobile/offline materials

Conclusion

The USMC Behavior Support and Inclusion Training Program successfully equipped personnel with tools to manage behaviors, promote inclusion, and strengthen family partnerships...