PMI Footprints session - focused on best practices on building a lean IT PMO and Governance in the context of emerging and growing markets.

1. 1
Lean PMO – Delivering Success Globally !
Pradeep Chankarachan, PMP
Senior Manager, IT Projects – HARMAN International India Pvt. Limited
20 June, 2013

2. 2

3. 3
Agenda
• Introduction / Background
• Global Organizations - Emerging Trend
• Evolving IT Organizations – what’s in a PMO ?
• Performing PMO and Solution Delivery Process
- a “Harmonized” approach
• Best Practices
• Q&A

4. 4
Background / Context
“BRIC by BRIC” – towards a balanced economy – global trend in organizations **
* Chart created based on UN data
** from published annual results
0
500
1000
1500
2000
2500
1980 1985 1990 1995 2000 2005 2010
Outputinbillions
Top manufacturing Countries
and the shift over the years *
USA
Japan
Germany
China
France
Mexico

5. 5
What does it mean for IT /enabling
functions ?
Here to stay – east meets west !
challenges in delivering to a truly global organization.
* Chart created based on Forrester Research Apr 2007
** Source : NASSCOM
700+ Captives in India
5 Lakh Employment
$12-13b Value of Work Delivered
Now **

6. 6
Challenges – prior to PMO
Key Challenges -
- Stakeholder Management – diverse culture, region, territorial
- Governance and Framework – IT and Business alignment, Demand, Prioritization
- Communication / Tools and Techniques – common dictionary, Project Management
as a discipline
An environment that is built bottom up, addressing
departmental needs, with limited or no overall “City Plan”
• Over 350 project
requests
• 3 Manufacturing
System
• 1499 Wintel
Servers
• 1360 TB storage
• >12,500
desktops/laptops
• 80 EDI integrations

7. 7
PMO – So what’s in a Name ??
Why and What should be it’s function ?
25%
50%
70%
Project Office
Project Support Office
Project Management Office
Enterprise Management Office
PM CoE
•Reduce Delivery Risk (Time, Cost and Quality)
•Increase Business Value realization
•Post Implementation Review and Lessons Learned (+)

8. 8
PMO - Balancing Act !
•Demand
•Strategic
•Benefit Delivery
•Governing
•Centralized
•Just-in-time (pull)
•Supply
•Operations
•Resource Driven
•Performing
•De-centralized
•Just-in-case (push)
•Organizational Structure
•Area of business operation
•Level of Technology Appetite
•Enterprise Risk Tolerance
Key is to understand the Organizational DNA

9. 9
PMO - Organizational Functions
Business Analysis
• Enhanced partnership with business partners
• Requirements prioritization and management
• Better quality of project deliverables
Portfolio Management
• Increased visibility and alignment
• Portfolio risks and early warnings
• Portfolio performance and ways to improve it
Portfolio
Management
Project &
Program
Management
Demand
Management
Business
Analysis &
Project
Management
Group
Demand Management
• IT alignment with the Corp. Functions
• Fiscal Year Planning and Prioritizing
• Capacity planning and governance
Project Management
Supply Demand
OperationalStrategic
Business
Analysis

10. 10
Solution Delivery Process(SDP)
An Overview
Demand
Management
Initiation Planning Execution Closing
Large
Projects
P-Gate
1. Project Close Out
Document
2. Transition Plan
(Ops and Support)
3. Lessons Learned
Q-Gate
1. Prioritize Project
Go-No-Go
1. Q-Gate Checklist
2. Go /No Go Decision
3. Go Live Checklist
4. Test Scripts
5. UAT approval
1. Business Req.
2. SAP Blueprints
3. Data Conversion Plan
4. Project Mgmt Plan
5. CIMT/PO for Execution
& Closing +/-10%
1. Business Case
2. CAR/CIMT/PO –
Secure Funding +/-
10%
1. Change Request 2. Technical Requirements
Resides in
AtTask
1. Solution Delivery Document
2. Change Request
1. Project Mgmt Plan
2. Business
Requirements
1. Q-Gate Checklist
2. Solution Delivery
Document
1. Assessment & Recommendation Document
2. Change Request
1. Project Close Out
Document
2. Transition Plan
(Ops and Support)
3. Lessons Learned
1. Archive Budget
Approval, SOW,
Solution
Delivery/Assessment &
Recommendation
Document in AtTask1. Archive Budget
Approval, SOW,
Solution
Delivery/Assessment &
Recommendation
Document in AtTask
Agile
Projects
Small
Projects
Research
Projects
All
Projects
PMBoK as
guiding
reference

11. 11
Project Management Tool for a Lean organization
• Evaluated various Project Management tool on
the below criteria to achieve an effective
collaboration in a lean organization
– Demand Management
– Capacity Planning
– Activity Reporting
– User Intuitive and collaboration a primary
objective
– Project and Portfolio Management
– Single Source of Truth
• Workfront on cloud as the Project and Portfolio
Management Tool – customized to the Solution
Delivery Process

12. 12
Key Enablers
 Project Portal reflecting the
Solution Delivery Process model
 Project Survey and Structured
Lessons Learned as part of closure
Guiding templates for all
deliverables – now used across
functions.
Continuous improvement cycle year
on year
Performing PMO Project Managers –
PMP Certified Mandated
Lean Project Organization,
empowered Project Managers
Geographically de-centralized
 Leadership Connect – weekly Top 10
project status update
 IT Leadership review with CIO
 Leadership commitment – business case approvals, go-no-go authority
Joint Steering Committee, Lessons Learnt – demoting the we versus they
 Balanced Score cards / alignment for key projects (Revenue, Profit,
Productivity, Internal improvements)

13. 13
Best Practices
• Institutionalized PMO methodologies and Practices
– Having a PMO does not, by itself, increase project success. It’s what the
PMO does that makes the difference;
– A tailor made Delivery Model which is easy to understand and very
effective
– Process alignment as partners to business, common dictionary
– Governance on demand management , project prioritization and Q-Gate
• Continuous Improvement
– Solution Delivery for Agile, Research and Development
– Managing Demand to Proactive Fiscal Year Planning
– Structured Lessons Learned , Knowledge sharing across project
– Tool Automation (Status Reports, Business Case, Portfolio Alignment)
– IT Service Catalogue
• Visibility
– IT PMO now delivers PMP training to Leadership across functions
– “PMO Tip of the week” initiative to the entire organization

14. 14
Rituals are expressions of inner emotional state, if that doesn’t exist, it doesn’t work either

15. 15
Q&A