The Complete PMO

1. The Complete PMO Chapter 1 - Project Management Methodology

3. Methodology An assortment of capabilities and rules followed in a science or discipline to do something.

4. Modeling Method A protocol (set of rules) for modeling aspects of organizations.

5. Rule Guidance concerning how to perform procedures or use a modeling method.

6. Techniques A way of following a procedure or practice, or employing a modeling method to complete or portray aspects of organizations.

7. Standard An expected method and/or level of performance for modeling aspects of an organization, using procedures or practices, modeling methods, or techniques.

8. Policy A collection of standards regarding major facets of an organization.

9. Formal Methodology An overall method that shares a common philosophy to use various tools to support techniques for employing (and rules governing) various modeling methods and/or procedures in standard ways within organizational policies to complete activities or portray aspects of an organizational within a framework of a particular life cycle.

10. Project Management Methodology A PM methodology provides a standard, repeatable process to guide project performance from concept to completion. A PM methodology comprises generally accepted PM techniques and practices consistent with the culture and business needs of the relevant organization. Identification of the roles and responsibilities associated with each process step. Specification of the input and output for the desired sequence of process steps. A PM methodology conveys to project managers and team members what to do and how to do it.

11. PM Methodology Characteristics Supports the successful achievement of PM processes: initiation, planning, executing, controlling, and closing. Establishes a standard approach to PM used by all project managers within the relevant organization. Incrementally introduces PM practices beginning with those that have the greatest impact on project and business success. Achieves consensus for implementing a common PM life cycle across the relevant organization's technical and business areas. Supports collecting pertinent project data used in individual and aggregate analyses of project performance. Identifies and incorporates technical process methodologies into the PM methodology.

12. PM Methodology Characteristics An effective PM methodology conveys to all stakeholders how to manage projects through establishing a common frame of reference for everyone participating or having interest in project performance. Supports all interactions between business, technical, and PM participants. Provides an immediate reference for stakeholders outside immediate project involvement to inform them and set expectations about what will be achieved through specified PM activities. An effective PM methodology defines the relevant organization's philosophy, concepts, standard approach, and common terminology for project work Allows cross-functional project managers and project team members to understand and share the same PM experience.

13. PM Methodology Characteristics A PM methodology provides a central mechanism for project and business integration; i.e. using a common process across business functions. A PM methodology promotes effective project collaboration and reporting within the relevant organization. Provides a coordinated approach to PM facilitates common data collection and distribution. Consistently using a PM methodology helps compile and aggregate project progress and performance information to facilitate business decisions across projects and across the organization.

14. PM Methodology Activities Across the PMO Continuum

15. PM Methodology Activities Across the PMO Continuum Enhances developing and implementing of increasingly more complete and comprehensive PM processes and practices. Increases integration of technical and business process activities. Widens cross-functional influence at advanced stages of the continuum in association with oversight authority and responsibility for PM methodology. The project office is the fundamental agent of PM methodology implementation. Mid-range PMOs develop and deploy a full project life cycle methodology that best fits the needs and requirements of the relevant organization. The center of excellence performs necessary PM methodology development, deployment, and review activities to formulate solutions and guide process collaboration across business units.

17. PM Methodology Development Team Competencies Extensive personal PM experience in the industry. Knowledge and training in advanced PM practices. Understanding of the relevant organization's PM environment. Experience in development of processes and practices. Familiarity with project team dynamics. Internal sponsorship (methodology development champion).

19. Prepare Methodology Deployment Strategy The methodology deployment strategy provides a roadmap for methodology design, development, implementation, and maintenance. Contains the current and emerging strategy of the organization and can therefore be revised or updated over time. Represents the PMO's current intended approach to methodology deployment.

20. Deployment Strategy General Elements Methodology development responsibility statement. Methodology development approach. Methodology platform. Methodology utilization policy. Methodology maintenance responsibility statement.

21. Methodology Development Responsibility Statement A statement that outlines role and responsibilities for developing the PM Methodology Serves as a charter for the PMO and participants to proceed with the methodology development effort.

22. Methodology Development Approach A fundamental plan for how the PMO expects to introduce methodology development. The methodology development steps or phases indicate the depth and extent of content and specify the scope of implementation. A more complete and comprehensive PM life cycle methodology can be developed subsequently.

23. Incremental Development Steps Sample Develop a single, key PM process (for example, project risk management). Integrate technical methodology considerations into a key process. Develop a key process series (for instance, for project selection: customer identification, project definition, business case, and project approval activities). Develop a fundamental PM life cycle process guide and flowchart. Develop a fundamental guide for PM practice. Link technical life cycle activities to the PM life cycle process. Develop a complete guide for PM practices and techniques. Integrate PM practices and techniques across the project life cycle. Develop a comprehensive PM life cycle process with fully integrated technical activities and aligned PM practices.

24. Primary Methodology Components PM process guide - what to do. PM practice guide - how to do it. PM toolkit - the means to do it. PM glossary - definitions of PM terms.

25. Methodology Platform The methodology platform addresses the means by which those responsible for PM apply the PM methodology to project work. Automated systems that provide access to process steps, practice and technique guidance, and an associated database of project information. How the PMO plans to convey the established methodology process and preferred practices to project managers and project team members.

26. Types of Methodology Platforms Paper-Based Documentation. Automated Application Conglomeration. Automated PM Application. Automated Methodology Application Utilization. Automated Methodology Application Construction.

27. Paper-Based Documentation Uses standard templates, checklists, and report formats to provide the structure and guidance needed to achieve project objectives. Standard word-processing, spreadsheet, and database software applications are used to create paper-based PM methodology process guides, practice guides, and other components.

28. Automated Application Conglomeration This platform uses a variety of software applications, not integrated. Applications available on a network for common access to users in the PM environment Methodology process and practice components accessed through standard business software that also supports project resource management, project cost management, and project schedule management.

29. Automated PM Application A more integrated approach to PM through acquiring one of many high-end, multi-user PM applications that provide the means to perform a variety of PM activities. The PMO must clearly define its requisite activities and features and conduct a search for the "best fit" application. The PMO needs to ensure that the selected application for automated PM will facilitate the organization's preferred approach to methodology process management and will provide adequate access and display of guidance for associated PM practices.

30. Automated Methodology Application Utilization Acquisition of an established, commercially available software application package to manage activities of the PM life cycle. The application contains features and functions that assist the project manager and project team in obtaining effective oversight of the processes of project management. Provides an off-the-shelf solution to deployment of PM methodology.

31. Automated Methodology Application Construction In-house construction of the desired automated platform. The PMO controls the design and development of the system's features and functions. In-house construction accomplished by using internal system-development resources or an external system developer.

32. Methodology Utilization Policy A policy statement on methodology use is an appropriate means to convey senior management support and endorsement for methodology use. The PMO should prepare a policy statement describing the use of proposed PM methodology for review and approval by senior project managers.

33. Methodology Maintenance Responsibility Statement A responsibility statement for project methodology maintenance should be prepared to ensure that methodology review and maintenance activities are performed. Similar to the methodology development responsibility statement, this maintenance responsibility statement may not be required if PMO responsibilities for project methodology maintenance are already adequately covered in the PMO charter. Methodology maintenance can be initiated periodically or triggered by significant events. Items that trigger refreshing the methodology: Changes in project metrics. Results of capability assessments or maturity assessments. Changes in technology. Findings of research. Discovery of new approaches through application and human innovation. Developments in technical processes the methodology supports.

34. Implementing Formal PM Processes and Practices Examine current PM practices in the relevant organization. Develop PM Methodology for the relevant organization. Plan Methodology implementation. Plan Project Transition. Conduct Methodology Training and Implementation. Evaluate Methodology Deployment. Manage Methodology Improvements.

35. Examine Current PM Practices Assess current capability. Analyze assessment findings. Complete best practices comparison.

36. Assess Current Capability Assess project organization capability . Assess current PM practices used. Assess project life cycle (PLC) process. Identify PLC activities performed or not performed by project or business unit managers. Identify PM practices used across all or most projects. Identify PM practices unique to particular managers. Identify the PLC activities that involve project team members.

37. Analyze Assessment Findings Perform process flow analysis. Perform process content analysis. Perform PM practice analysis. Perform PM tools analysis. Perform PM practice support analysis.

38. Complete Best Practices Comparison Compare PLC for the relevant organization to best practices PLC. Compare PM practices for the relevant organization to best PM practices. Compare PM tools for the relevant organization to best PM practices tools.

39. Develop PM Methodology Develop methodology practices for the relevant organization. Develop methodology practice/process guide. Develop PM terminology glossary. Develop methodology toolkit (checklists, forms, and templates). Develop PLC solution for the relevant organization. Develop methodology platform. Paper-Based methodology deployment (standard templates, checklists, and report formats). Automated methodology deployment. Plan Methodology Implementation.

40. Develop Methodology Practices for Project Activities Select and initiate projects. Define a project. Specify project needs and requirements. Establish a project structure. Form and manage a project team. Develop a WBS and project work plan. Estimate project costs. Develop a project schedule. Estimate project resource utilization. Develop project support plans. Manage project stakeholder communications. Manage project reporting. Manage project documentation. Manage change and control scope. Manage project risk. Ensure project quality. Manage project team performance. Track and control project work. Manage project deliverables and acceptance. Manage customer contracts. Manage customer relations. Manage vendors and contractors. Close a project.

41. Life Cycle: A recognized set of steps to complete a something or the life span of something created and maintained.

42. Develop PLC Solution Project initiation. Solution planning. Solution implementation. Solution implementation controlling. Project closure.

43. Project Initiation Opportunity identification and qualification. Business case preparation. Project definition. Project selection. Project manager appointment. Formal approval to proceed.

44. Solution Planning Project team formation. Customer proposal preparation. Contract or agreement execution. Vendor/contractor acquisition. Work breakdown structure (WBS) preparation. Project plan preparation. Project risk assessment. Additional planning effort. Risk management plan. Implementation/execution plan. Quality management plan. Contract management plan. Test and acceptance plan. Audit plan. Change control plan. Customer relations plan.

45. Solution Implementation Project tracking and control. Customer interface management. Subcontractor/vendor management. Contract administration. Project documentation management.

46. Project Closure Customer acceptance. Project team dispersal. Contract closure. Operations and maintenance transition. Project documentation disposition.

47. Automated Methodology Deployment System acquisition. Identification of available systems. Comparison of system features and functions. Selection of a preferred system. Management of system acquisition contract and negotiation. System shipment and setup. System installation and testing. System customization. Entry for PM process life cycle component. Entry for PM practice component. PM toolkit preparation or attachment. System screen customization. System report customization. Project management data entry. Project category and handling code setup. Resource pool data entry. Project information data entry (for each project). PM methodology system training. Prepare system-based training program and materials. Identify primary training participants (project managers and team members). Identify secondary training participants (functional and senior managers). Schedule and conduct system user training (features and functions). Schedule and conduct methodology user training (processes and practices).

48. Plan Methodology Implementation Establish executive management support. Form methodology users group. Form methodology implementation team. Obtain user assistance for methodology implementation. Develop methodology feedback mechanism. Develop methodology training plan. Complete methodology promotion planning.

49. Plan Project Transition Prepare Project Transition Strategy. Review Project Status. Conduct Project Transition Interviews Perform Transition Assessment and Gap Analysis. Prepare Project Transition Plan

50. Conduct Methodology Training & Implementation Conduct methodology user training. Execute the methodology implementation plan. Activate user feedback mechanism. Execute the project transition plan. Manage methodology maturity.

51. Methodology Deployment Key Points Readiness for using the methodology platform. Completion of methodology user training schedule. Finalization of the methodology implementation activity schedule. Completion of project transitions to the new processes and practices. Completion of initial methodology performance capability. Acceptance and use of the methodology.

52. Analyze Methodology Performance Measure Methodology Use. Evaluate Methodology Effectiveness. Evaluate PMO Effectiveness.