The document discusses how to boost a project management office (PMO) with the right information. It outlines a 5-step process for creating a data-driven PMO: 1) capture relevant project data, 2) add data from other systems, 3) transform the data into key performance indicators, 4) build a historical record of the data and KPIs, and 5) visualize the information differently. Real-world examples are provided of PMOs in the financial sector that have implemented this approach.

1. © 2013 Deployments Factory
How to boost your PMO – 25/06/2013
@ Abbaye Neumünster, Luxembourg
Thibaut De Vylder, CEO
“Make informed decisions”
v2.7

2. © 2013 Deployments Factory
How to boost your PMO with the right information?
2

3. © 2013 Deployments Factory
What is a PMO?
What is a data-driven PMO?
How we do it & real examples
Agenda
3

4. © 2013 Deployments Factory
Part 1 - What is a PMO?
4

5. © 2013 Deployments Factory
Enterprise PMO
Line PMO
Functional PMO
‘Métier’ PMO
Types of PMO
The more general and
transversal the scope.
The more content
specific
5

6. © 2013 Deployments Factory
The top priorities of a PMO?
 Improving Resource Management
 Assuring the consistent application of defined processes
 Implementing reporting, analytics & dashboards
 Implementing Performance measurement process
 Implementing Governance Processes
Source : PM Solutions Research Report, 2010
6

7. © 2013 Deployments Factory
Common PM & PMO issues
Some issues are regularly pointed out by our clients
 No unique list of projects
 No clear distinction between project, maintenance and
support activities
 PMs and project resources have unclear priorities
 The baseline of the projects is not documented and monitored
centrally
 Interdependencies between projects not defined
 Project progress is not reported on a standardised way
 This results into a lack of view, control and efficiency
8

8. © 2013 Deployments Factory
3 core PMO Processes
9
CM
-
Change
Management
PPPM
–
Project, Program
& Portfolio
Management
DM
-
Demand
Management

9. © 2013 Deployments Factory
Data in traditional PM toolt
PM tools manage much info per project and
produce global ‘static’ pictures with last relevant
data coming from one system
9

10. © 2013 Deployments Factory
Data in traditional PM tool
Project 1
Project n
t
Piloting Projects is not managing projects
Project n
10

11. © 2013 Deployments Factory
Part 2 - What is a data-driven PMO?
12

12. © 2013 Deployments Factory
Information life cycle
rogram
PMO
Data
PMO
Information
PMO
Governance
Organisations generate
data (referentials, progress,
budgets, orders, invoices,
forecasts, meteo...)
Decisions impact the
organisation
Data is controlled &
transformed into intelligent
Information (KPIs, trends...)
Input is available to
make informed
decisions (faster, better
and more reliable)
decisions
Other
sources
Organisations
use other data to
complete theirs
Organisation
13

13. © 2013 Deployments Factory
3 levers for improvement
rogram
PMO
Data
PMO
Information
PMO
Governance
Organisation
Focus of DepFac intervention
Capture of
useful data 3
Restitution of right info, at the right
time & in the right format
 data-driven management
2
Transformation
of data into info
Other
sources
1
4
Driving actions through
existing management
14

14. © 2013 Deployments Factory
Step 1 – Capture your PM data
14

15. © 2013 Deployments Factory
 Project ID
 Project Name
 Project Manager
 Start Date
 Finish date
 Status
 Progress
 Meteo
Signaletic
Progress
Tasks
Figures
Teams
OBS link
Only a few
indicators are
useful to pilot
your projects
Capture only the useful functional data
15

16. © 2013 Deployments Factory
16

17. © 2013 Deployments Factory
Step 2 - Add relevant data from other
systems
17

18. © 2013 Deployments Factory
Types of systems interacting with PMOs
Systems with
different data
OR
Systems with
same data but
which doesn’t
necessarily
agree
PMO
PM tools
Budgets
Accounting
ERP’s
Helpdesk
Purchase
order
maker
List of
activities
Testing
automates
Code
qualification
Reporting
tools
…
19

19. © 2013 Deployments Factory
Capture useful data from other systems
 Project ID
 Project Name
 Project Manager
 Start Date
 Finish date
 Status
 Progress
 Meteo
Common management
project reports are not
consistently
generated from project
management software.
PWC, 2009
 Consumption
 Project Manager
 Key MilestonesOperational tools
 Budgets
Accounting
Budgets
19

20. © 2013 Deployments Factory
20

21. © 2013 Deployments Factory
Qualify these useful data
 Project ID
 Project Name
 Project Manager
 Start Date
 Finish date
 Status
 Progress
 Meteo
 Consumption
 Project Manager
 Key MilestonesOperational tools
 Budgets
Accounting
Budgets
 015
 Accounting
 Marc Faucon
 1/01/2013
 31/12/2020
 Approved

 Sunny
 160
 90%
 Jean Lannoy
 50%
Common management
project reports are not
consistently
generated from project
management software.
PWC, 2009
21

22. © 2013 Deployments Factory
22

23. © 2013 Deployments Factory
Step 3 – Transform your data into
information
23

24. © 2013 Deployments Factory
Build Key Performance Indicators
KPI #1 – Progress vs Budget consumed
KPI #2 – Milestones achieved vs Progress
KPI #3 – Budget consumed vs Elapsed calendar
% Progress < % Budget
% Progress >= % Budget
% Milestones achieved < % Progress
% Milestones achieved >= % Progress
% Budget < % Elapsed calendar
% Budget >= % Elapsed calendar
Key Performance Indicators must be
 Clear and focused towards performance targets
 Expressed quantatively
 Relevant
24

25. © 2013 Deployments Factory
Build Key Performance Indicators
 Progress vs Budget
 Milestones vs Budget
 Progress vs Calendar
Enrich your data by
calculating the
missing elements
 Project ID
 Project Name
 Project Manager
 Start Date
 Finish date
 Status
 Progress
 Meteo
 Consumption
 Project Manager
 Key Milestones
 Budgets
 Project ID
 Project Name
 Project Manager
 Start Date
 Finish date
 Status
 Progress
 Meteo
 Consumption
 Project Manager
 Key Milestones
 Budgets
25

26. © 2013 Deployments Factory
26

27. © 2013 Deployments Factory
Step 4 – Build your PMO memory
27

28. © 2013 Deployments Factory
Build your PMO ‘memory’
Project 1
Project n
t1 tp
Historise
combined data
and KPI’s
 Project ID
 Project Name
 Project Manager
 Start Date
 Finish date
 Status
 Progress
 Meteo
 Trend
 Budget
 % Consumed budget
 Project Manager
 % milestones
achieved
 KPIs
28

29. © 2013 Deployments Factory
29

30. © 2013 Deployments Factory
Step 5 – Visualize your information in
a different way
30

31. © 2013 Deployments Factory
 Jan 2013 data
 Poor DQ
 Rainy
 March 2013 data
 Better DQ
 Sunny
31

32. © 2013 Deployments Factory
Part 3 - How we do it
& real examples
33

33. © 2013 Deployments Factory
Functional Architecture
33
321

34. © 2013 Deployments Factory
PROPILOT
 Generic
 Fits to your needs
 Any levels
 Any parameters
 Core functionalities
 Define stable parameters
 Change stable parameters
 Update progress parameters
 Aggregate levels
 Easy-to-use user interface
 Security
 Technology
 Full web technology (HTML5)
 Ipad / Android compliant
 Use
 Fit for Transformation, performance, PMO…
http://testing.depfac.com/propilot
35

35. © 2013 Deployments Factory
GENERIC DATAFACTORY
D. RestituteC. TransformA. Capture
Structured
Extractors
Enrichments
Data
Quality
Analysis
Distribution
B. Store
Raw
data
Measures
& KPI’s
Quality
indicators
& KQI’s
Reportin
g
data
Unstructured
Extractors
Reporting
- Reports
- Dashboards
- Triggers &
exceptions
- Other
ERP’s,
EPM’s…
Proprietary
Solution
Web &
custom
tools
XLS, CSV,
XML…
Documents,
emails, pdf…
Semi-
Structured
Extractors
…
Simulations
Predictions
35

36. © 2013 Deployments Factory
Reporting samples
any type
any form
any support…
36

37. © 2013 Deployments Factory
Dynamic dashboard samples
37

38. © 2013 Deployments Factory
Conclusion : This enables to …
Work with RELIABLE information
Work with UNDERSTANDABLE information
Manage BY EXCEPTION
Go back in the past with HISTORISATION
Detect TRENDS and anomalies
Click through with 360° in depth analysis
38

39. © 2013 Deployments Factory
 Being non intrusive
 Simplicity : use of a limited set of
functional data vs. all technical data
 Time to deliver : short term delivery
with first iterations in weeks & full
solution in months
 Generic : valid for all types of PMOs
 Coherence : wide range of stakeholders
using the same information
 Leverage of previous investments
Our commitments
39

40. © 2013 Deployments Factory
Relevant PMOs in Financial Sector
 Facility Project Office Branches – 1999/2003
 Facility Project Office Corporate Building - 2004/2006
 Global Basel 2 Program PMO @ Global B2 Program
Management - 2007/2009
 Basel 2 Program Risk PMO @ Central Risk Management -
2006/2008
 Demerger PMO FBN/ABN/Fortis – 2008/2011
 ‘Mission du rapprochement’ PMO @ BNPParibas - 2010/2013
 Transversal IT PMO @ TOPS - 2011/2013
 ADM IT function PMO @ TOPS/ADM - 2011/2013
 Central Program Management @ BNPParibas - 2012/2015
 APAC PMO @ BNPParibas - 2013/2016
Présentation Associate 12/12/2011

41. © 2013 Deployments Factory
Q&A
41

42. © 2013 Deployments Factory
Deployments Factory SA
• Rue Guillaume Stocqstraat 79
• 1050 Brussels - Belgium
• Tel: +32 2 290 63 90 - Fax: +32 2 290 63 99
• Email: info@depfac.com
• Twitter: @depfac
Questions?
More Information?
42