PC 2012 PMO plan

1. How to Plan, Implement and
Manage a
World-Class PMO

2. PMO Starter Toolkit
• Understand PMO Starter Kit White Paper
2. Share How to… Presentation
3. Manage PMO Action Plan

3. So, you’ve decided to form a PMO…
Because you need to be able to answer questions like:
Are we doing the right projects?
Do we know the current status of the projects?
Are we managing, escalating, and resolving project
Issues?
Do PMs have the right training?
What is our overall resource utilization?
Now what?

4. PMO Roadmap
1. Plan 2. Implement 3. Manage
1. Purpose & Goals 1. Job Descriptions & 1. Project Reviews
2. Scope & Maturity Hiring 2. Project Management
3. Service Offering 2. Project Portfolio and Monitoring
Inventory & Analysis 3. Working with
4. Service Metrics
3. Methodology and Governance
5. Business Processes
Standards Definition 4. Re-Validation with
6. Governance,
4. Skills Assessment and Senior Leadership
Stakeholders &
Development 5. Maturity Assessment
Team Structure
5. PPM System Plan and Development
7. Timeline/Milestones
8. Charter Document
(summary of above)

5. Plan Phase Components
2.
1. Plan 3. Manage
Implement
Key Plan Components Key Questions Answered
Why? 1. Statement of purpose/ • What is the PMO's fundamental purpose and goals?
goals
What? 2. Scope & target maturity • What is the scope of the PMO based on organization
3. Core services offerings needs and target organizational maturity?
4. Service metrics • What core services will the PMO provide and how will
success/value be measured?
How? 5. Business processes • How will services be managed and delivered?
Who? 6. Governance • Who does the PMO report to?
Customers/Stakeholders • Who are the PMO’s customers and stakeholders?
PMO team structure • Who comprises the PMO team (key roles, org chart)?
When? 7. Timeline/milestones • When will the PMO be in business and when will the
core services come online?
Summary 8. Charter • A simple one page summary document answering
most/all of the above

6. 1. Why: Create statement of purpose/goals
2.
1. Plan 3. Manage
Implement
A simple statement of purpose and goals should serve as a guide
for the PMO team and as a core communications platform to
stakeholders. Potential goals include:
Better alignment of project activity and business strategy and investments
Implement a more consistent project management process and
methodology
Facilitate better collaboration and knowledge and best-practice sharing
Ensure resource pool is trained and competent to meet evolving IT and
business needs
Better manage resource utilization and capacity
Provide executive visibility to project, program and portfolio-level status,
issues, risks, costs, etc.

7. 2. What: Define Scope & Target Maturity
2.
1. Plan 3. Manage
Implement
PMO Scope
* Example starting point and goal
GOAL*
Portfolio
Mgmt
Program
Mgmt
NOW*
Project
Mgmt
1 Reactive
2 Repeatable
3 Pro-active
4 Measured
Continuously
5
Improved
Organization Maturity Level

8. 2. What: Define Scope & Target Maturity (cont.)
Assess current and target maturity level
2.
1. Plan 3. Manage
Implement
CMMI Maturity Level Definitions…
Methods Processes not Commitment to KPIs specified and Extend processes to
undocumented; consistently used, documented monitored regularly, external entities,
Delivery, budgets, projects regularly standardized PM and predictable and state-of-the art
schedules exceed budgets, delivery process controlled delivery. collaboration.
uncontrolled schedule company-wide
Next Level When
Methodology defined Automated project Automation of other An Innovative N/A
for project tracking budgeting; risk, functions such as process improvement
scheduling, time, issue, requirements financial culture is evident
tracking, resource tracking; resource management,
assignments, project management business process
oversight, support modeling
1 Reactive
2 Repeatable
3 Pro-active
4 Measured
5 Continuously
Improved

9. 2. What: Define Scope & Target Maturity (cont.)
Define PMO Scope
2.
1. Plan 3. Manage
Implement
PMO Scope
Portfolio Benefits realization mgmt; knowledge mgmt,risks,
definition, overall investments, benefits and
portfolio scope
Mgmt performance monitoring
Program Coordination of business and IT projects, program planning,
Mgmt change/risk mgmt, coordination of project delivery and
results measurement
Project PM training, mentoring, coaching; budgets, scheduling,
Mgmt resources deliverables, scope, risks and metrics.
1 Reactive
2 Repeatable
3 Pro-active
4 Measured
5 Continuously
Improved

10. 3. What: Identify Core Services Needed to
Achieve Goal
2.
1. Plan 3. Manage
Implement
Potential core service
offerings:
Business Strategy Alignment
Methodology & Process Consistency
Collaboration & Professional/Organizational Resource
Knowledge Mgmt Development Management
Project/Program/Portfolio Visibility and Coordination:
Issues, Risks, Schedule, Costs, Quality…

11. 3. What: Identify Core Services Needed to
Achieve Goal (cont.)
* Example core services identified to achieve goal
• Basic strategy alignment/oversight
• KM & Best Practice Repository
Portfolio • Benefits realization tracking process
Mgmt • Portfolio-level metrics and
dashboard
Program • Program planning services
Mgmt • Program change and risk mgmt
process
• Methodology & process consistency
Project • PM training, mentoring coaching
Mgmt • Time tracking and resource
allocation process
1. Reactive 2. Repeatable

12. 4. What: Define core service metrics
2.
1. Plan 3. Manage
Implement
Potential Service Example Metrics/Success Criteria
Business Strategy • # of projects aligned with key business strategies
Alignment • Project health by strategy (# or %)
Methodology and process • % projects following approved methodologies
consistency • # or % of milestones or phases completed as planned
• % projects completed on time
Collaboration and • # of best practice documents submitted to knowledge base
knowledge management • # or % of issues resolved leveraging lessons learned
Professional development • # of “certified” PMs or PMs trained in company process
• Training courses delivered
• % decrease in expenditures on contractor/outside help
Resource management • % improvement in resource utilization
• % improvement in employee satisfaction
Issue & Risk management • # of issues reported; % reported issues resolved
• # of high-impact issues
• % of aged issues

13. 5. How: Define business processes
(how services will be managed/delivered)
2.
1. Plan 3. Manage
Implement
Potential Service Example Scope, Focus Target Delivery Mechanism
Business Strategy • Alignments to corporate • PPM system delivers strategy
Alignment strategies alignment functionality using listings,
reports, and dashboards
Methodology and • Focus is on standards and • Methodology expertise and knowledge
process methodologies for project transfer delivered via training services
consistency execution, risk identification, • Consistent delivery enforced by PPM
issue resolution system
Collaboration and • Best practice projects, tools • Globally accessible web-based
knowledge and templates knowledge base leveraging PPM
management • PPM community system document repository
Professional • Methodology training and • Delivered via blended learning
development certification software platform (ILT + eLearning)
Resource • Resource management will • Core function of PPM software solution
management initially focus on resource
assignment visibility and
basic resource utilization

14. 6. Who: Define Governance, Stakeholders, and
PMO Team Structure
2.
1. Plan 3. Manage
Implement
Example PMO Reporting Structure
Leadership
Identify direct reporting Team
relationship and dotted-line
sponsors/champions (i.e. PMO Business
Director Units
PMO customers)
Define organizational PMO PMO
Manager
structure and Trainer Analyst
responsibilities Program
Managers
Solicit and track stakeholder
agreement Project
Managers

15. 7. When: Create Timeline and Identify Key
Milestones
2.
1. Plan 3. Manage
Implement
Charter
Plan
Initial Staff Project Methodology,
On-board Inventory & PPM Solution,
Analysis Skills Assessment
Implement
Project Reviews Revalidation with
and Reporting senior leadership
Manage

16. 8. Publish Charter
2.
1. Plan 3. Manage
Implement
1. PMO Purpose & Goals 4. PMO Processes
• Concise statement of purpose and goals • Description of how the PMO processes
2. PMO Scope and Focus will be managed and delivered
• Definition of the scope and focus of the 5. PMO Organization Structure
PMO and target maturity level if • Description of organization structure and
applicable communications flow
3. Service Offering & Metrics • List of key personnel including PMO
• Definition of service offerings (aligned Sponsor(s) and stakeholders
with PMO scope and target maturity) 6. PMO Authority
• Service success criteria and metrics • Statement of PMO authority
• High-level timeline of key service delivery • List of sponsor and key stakeholder
milestones signatories and/or charter
approvers

17. 1. Plan 2. Implement 3. Manage

18. 1. Define Key Roles/Job Descriptions
2.
1. Plan 3. Manage
Implement
PMO Director PM Manager/Support
Job Description: Sets strategic direction. Job Description: Manages the PM resources
Defines, manages to and reports KPIs. Creates and provides PM coaching and mentoring. May
and maintains tool, templates, best-practice serve as PM resource for strategic projects.
and methodology documentation. Tracks organization-wide resource capacity
and utilization recommending optimal
allocation.
Training/Professional PMO Analyst
Development Manager Job Description: Maintains PMO dashboard
and reports. Assists project teams with
Job Description: Assesses organizational and
reporting and tracking. Provides systems
individual competency levels and skills to
support and administration (project inventory
determine needs. Designs and delivers
database, knowledge repository, collaboration
curriculum/service offering and certification
platform, etc.).
program.

19. 2. Gather project Inventory and Analyze
2.
1. Plan 3. Manage
Implement
For every active and proposed project, the PMO should
gather:
Project Name, Description and Scope
Alignment (BU, program, portfolio, strategy, etc.)
Project Type
Project Personnel (PM, project sponsor, project team)
Requestor and Internal Priority
Dates
Financials (budget, costs, ROI, approved changes)
Outstanding Issues

20. 2. Gather project Inventory and Analyze (cont.)
2.
1. Plan 3. Manage
Implement
Analyze project
inventory to: Example Findings:
1. Understand potential • “Projects are not generally
issues and opportunities aligned with business
that exist right now objectives”
2. Generate baseline metrics • “There are some common
for future trend & project issues such as…”
comparative analytics
• “Projects with certain attributes
such as [fill in the blank], are
generally not on-time”

21. 3. Define Key Methodologies and Standards
2.
1. Plan 3. Manage
Implement
Key Areas Description/Components Owner
Project •Proprietary, off-the shelf/industry standard or blend
Methodology •Deliverable templates [list both required and optional]
Risks •Definition
•Trigger Event
•Management approach
Issues •Definition
•Qualification (Exposure = $ Impact x %Probability)
•Assignment (one individual)
•Report Updates, Escalation, and Resolution
Change Control •Definition
(optional) •Planned and Actual Impact
•Approvals

22. 4. Build skills assessment & development plan
2.
1. Plan 3. Manage
Implement
Potential PM skills assessment and development action plan
characteristics:
• Assessment of current project delivery skills
• Training and development plan implemented
in coordination with functional/resource
managers
• Training tracked in PPM solution
• Company PM certification program Implement
(optional)
• Development of feedback system to assess
training effectiveness
• All or some of above may be outsourced

23. 5. Build a PPM System Plan
2.
1. Plan 3. Manage
Implement
Example requirements:
Actions: ► Portfolio Dashboard with Project
Evaluate and select a PPM Health/Status
system in consultation with ► Portfolio Alignment
stakeholders ► Rollups and Variances
Offer Solution training to ► Easy integration with installed
everyone including the project systems
management process ► Integrated knowledge base for best
practices, tools and training docs
► Training

24. 1. Plan 2. Implement 3. Manage

25. 1. Conduct Project Reviews
2.
1. Plan 3. Manage
Implement
Conduct periodic project and program
reviews that focus on:
For Projects
► Consistent project planning, delivery and reporting
► Ensuring the project is focused on scope and objectives
► Task assignment and reporting process and results
► Issues and changes
► Project communication effectiveness
For programs
► Master schedule and rollup of issues/costs
► Project dependencies being met and reported
For both:
► Assess team skills and offer training as needed

26. 2. Establish a Project Monitoring and
Management Model
2.
1. Plan 3. Manage
Implement
Monitor/
Detect
Reporting
• Issues • Quality
Resolve/ Qualify/
Mitigate • Risks • Time
Quantify
• Costs • Change
• Resources
Communicate/
Escalate

27. 3. Work with Governance
2.
1. Plan 3. Manage
Implement
The PMO should stand ready to make project
recommendations in the following areas:
► Retaining
► Consolidating
► Reprioritizing and shifting project resources
► Killing projects based on metrics, duplications,
alignment with corporate initiatives, revenue, and
project resource availability

28. 4. Re-validate with Senior Leadership
2.
1. Plan 3. Manage
Implement
Questions the PMO should be able to
periodically answer:
Are we providing value?
Are any changes needed?
Have we driven our organizations maturity to the next level?
Can we answer the critical questions?
► Are we doing the right projects?
► Do we know the current status of all projects?
► Are we managing, escalating, and resolving project Issues?
► Do PMs have the right training?
► What is our overall resource utilization?

29. 5. Mature your PMO
2.
1. Plan 3. Manage
Implement
Maturity Strategic Effective
Level Key Process Area Concentrations Focus Span Next Phase when…
5 • Value, Procurement, Outsourcing, and Integration with Enterprise / A whole new paradigm for Enterprise
Integrated Contract Management Business Industry – PPM and governance is invented.
• Business Continuity Planning Strategy
• PM Center of Excellence Execution
4 • Program Process, Vendor, Project Integration, Dynamic Multiple SBUs Project success is the norm and little
Managed and Staff Performance Management Micro-Level – Strategic PMO resource goes to crisis
• PM Career Path Change, Alignment management. PMO established as focal
• Best practices dissemination Continuous point for optimizing project execution
• Enterprise-wide resource planning/mgmt improvement performance enterprise-wide
3 • PM Methodology Static Macro- Multiple PMO viewed as an important link
Defined • Skills, Risk, Staff/Environment Resource, Level Change Programs or between IT project/program delivery and
Change, Conflict/Issue Management Portfolios the business. PMO takes lead in
• PM Training and Consulting objective setting and performance
• Knowledge Management monitoring.
2 • Planning, Tracking, Estimating, Risk Stabilize Multiple PMO now viewed as Program or
Stable Identification, Schedule, Scope, Budget/Cost, Performance, Projects Portfolio Management Office
and Progress Reporting Skills Standardize (Portfolio or
processes Program)
1 • Basic tools/techniques, methodologies, Success Individual Start to see initial “pull” for PMO
Initial services, roles, standards established Stories, Low- Projects services and info.
(underlying disciplines may not be understood hanging fruit
or consistently followed)

30. Get Started!

31. Questions?