project management office(PMO)

1. project management office(PMO) Information Technology Project Management MohamadRabi Std id: 115862

2. Table of content • What Is a PMO? • PMO Types • PMO Roles • Goals of a PMO • PMO Implementation • Current State Assessment • Future State Vision • Gap Analysis • Implementation Strategy • Implementation Plan • PMO Services • Basic PMO Services • Advanced PMO Services

3. What Is a PMO? • A PMO is a project or program management office • An organizational entity with full-time personnel to provide a wide-range of project management support and services across the entire organization • also referred to as a project office, project support office, or center of excellence

4. PMO Types Different type of project management office • Type I: Project Reporting • Type II: Project Management Infrastructure • Type III: Coaching and Training Center • Type IV: Resource Center / Center of Excellence

5. PMO Roles • Chief Project Officer – owns project management for the enterprise, business unit, or department. Expert and mentor in all areas of project management. • Project Manager – directs and coordinates project activities • Project Planner – handles consolidating and managing of project plans including schedule development, budgeting, and resources • Project Librarian – maintains repository of project knowledge (records, standards, methods and lessons learned) • Best Practice Expert – develops and maintains project management methodology and processes

6. PMO Roles cont.. • Process Improvement Manager – prepares and executes process quality assurance plans. Documents and maintains project processes and standards • Resource Manager – works with human resources in providing job descriptions, roles and responsibilities, and how to measure performance against those roles and responsibilities • Communications controller – handles external and internal communications relating to projects within the PMO • Change control expert – responsible for organizational change management, develops and maintains issue resolution, and change control processes

7. PMO Roles cont.. • Executive administration – provides secretarial support and performs back office tasks • Technology services – manages and coordinates technology issues

8. Goals of a PMO • Report project status consistently and effectively • Review project progress on an ongoing basis to ensure on-time, on-budget completions • Provide project management tools to facilitate improved project performance • Separate the right project work from the ‘wrong’ project work • Enable a higher level of project management

9. PMO Implementation • Current State Assessment • Future State Vision • Gap Analysis • Implementation Strategy • Implementation Plan

10. Current State Assessment • Mission : Aligns organization to value it provides to the Business – What the organization does, how, for whom • Vision : Perfect organization in a perfect world – State what the organization is striving to achieve • Goals – What the organization is trying to accomplish (high level) – Aligned to business benefit – May take multiple years to achieve

11. Current State Assessment • Strategy - How-to– Overall plan and course of action to achieve goals – Based on external environment and internal capabilities • Objectives – Low level statements – Describe what this organization will achieve this year • Principles – Moral and ethical statements – Rules of behavior, how you value people – How people will resolve conflict

12. Current State Assessment • History – Understanding major past events – General attitude toward change – How successful have projects been in the past? • Culture – “How we do things around here" – Informal (and formal) rules

13. Current State Assessment • Governance – How the management structure functions – How you accomplish objectives using management • Clients, Customers and Suppliers • Stakeholders • Business processes • Other initiatives that may conflict • Organization structure and how it helps or hinders project success

14. Current State Assessment • Staff – Roles – Responsibilities – Skills & competencies – Makeup • Locations – One location, multiple location, – Cultural differences – Language differences

15. Future State Vision • Clients / customers • Suppliers • Stakeholders • Products and services • Other initiatives • Staff, roles, responsibilities, and skills

16. Future State Vision • Pick areas that make most sense • Similar to Current State categories, but not exact – Some categories only apply to Current State • This is a requirements gathering process – No right or wrong – Only right and wrong for your organization – Need to identify requirements and build consensus • Iterative process – Your future state is likely to change when you see what it will take to reach it

17. Gap Analysis • What is the gap between current state and the future state? • Gain consensus • The Gap Analysis is a means to an end, not the end itself

18. Implementation strategy • Use the Gap Analysis • Provides a framework to make decisions and Sections – Overall scope – Enablers and barriers – Risks – Implementation strategy statements (how-to) – High-level approach

19. Implementation plan • Use the Gap Analysis and Implementation Strategy to Identify : – Projects – Timeframes – Resources – Deliverables • Create the roadmap to move toward your future vision

20. Basic PMO Services • Consolidated status reporting – Basic PMO service – Provides consolidated view of all project status • Project dashboards – Graphic, visual display – Charts and graphs for overall status and trends

21. Basic PMO Services • Methodology management • One of the basic PMO responsibilities • Consistent and common project management methodology – Processes – Procedures – Best practices – Templates – Standards and guidelines • Make sure the methodology is scalable

22. Basic PMO Services • Training Many alternatives – Instructor led and computer based – Seminars / webinars – Books / magazines • Project Management Coaching – Usually one-on-one or small group – Advice is based on coach training and experience and is specific to the people being coached

23. Basic PMO Services • audit every project – Validate compliance – Provides opportunity for coaching – Use quality assurance techniques • Documents repository – Need a place to house documents – Can‘t reuse prior work if you can’t find it – Include methodology, PMO documents, and welldone examples of completed work

24. More Basic PMO Services • Metrics Collection – Project focused and PMO focused – Project management value focused – Organization scorecard focused – Benchmarking • Organizational Assessments Periodically determine progress of PM implementation – Look at all services offered – Analyze all metrics and fee

25. Advanced PMO Services • Provide training and coaching • Establish supporting infrastructure • Designing a project management career path • Collecting project metrics for improved estimating and process improvement • Defining project time-reporting requirements • Providing product management for PM tools

26. Advanced PMO responsibility • Establishing a portfolio management process • Portfolio management – Improved resource allocation – Improved alignment of the work – Improved balance of work • Portfolio management and the PMO – PMO sees all projects – PMO serves as a central coordination organization • Common resource pool – Skills inventory – Current assignments

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