project management office(PMO)

Information Technology Project ManagementMohamad RabiStd id: 115862

Table of contentWhat Is a PMO? PMO Types PMO Roles Goals of a PMOPMO Implementation Current State Assessment Future State Vision Gap Analysis Implementation Strategy Implementation PlanPMO Services Basic PMO Services Advanced PMO Services

What Is a PMO?A PMO is a project or program

management officeAn 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

PMO Types

Different type of project management officeType I: Project ReportingType II: Project Management

InfrastructureType III: Coaching and Training CenterType IV: Resource Center / Center of

Excellence

PMO RolesChief 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

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

PMO Roles cont..Executive administration – provides

secretarial support and performs back office tasks

Technology services – manages and coordinates technology issues

Goals of a PMOReport project status consistently

and effectivelyReview 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

PMO ImplementationCurrent State AssessmentFuture State VisionGap AnalysisImplementation Strategy Implementation Plan

Current State Assessment

Mission : Aligns organization to value it provides to the Business

– What the organization does, how, for whomVision : 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

Current State AssessmentStrategy - How-to– Overall plan and course of action to

achieve goals– Based on external environment and internal

capabilitiesObjectives– Low level statements– Describe what this organization will achieve this

yearPrinciples– Moral and ethical statements– Rules of behavior, how you value people– How people will resolve conflict

Current State AssessmentHistory– 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

Current State AssessmentGovernance – How the management structure functions– How you accomplish objectives using

managementClients, Customers and SuppliersStakeholdersBusiness processesOther initiatives that may conflictOrganization structure and how it helps or

hinders project success

Current State AssessmentStaff– Roles– Responsibilities– Skills & competencies– MakeupLocations– One location, multiple location,– Cultural differences – Language differences

Future State Vision

Clients / customers SuppliersStakeholdersProducts and servicesOther initiativesStaff, roles, responsibilities, and skills

Future State VisionPick areas that make most senseSimilar 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 consensusIterative process– Your future state is likely to change when you see

what it will take to reach it

Gap AnalysisWhat is the gap between current state and

the future state?Gain consensusThe Gap Analysis is a means to an end, not

the end itself

Implementation strategyUse 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

Implementation planUse the Gap Analysis and Implementation

Strategy to Identify :– Projects– Timeframes– Resources– Deliverables Create the roadmap to move toward your

future vision

Basic PMO ServicesConsolidated status reporting– Basic PMO service– Provides consolidated view of all project

statusProject dashboards– Graphic, visual display– Charts and graphs for overall status and

trends

Basic PMO ServicesMethodology management One of the basic PMO responsibilitiesConsistent and common project management

methodology – Processes– Procedures– Best practices– Templates– Standards and guidelinesMake sure the methodology is scalable

Basic PMO ServicesTraining Many alternatives– Instructor led and computer based– Seminars / webinars– Books / magazinesProject 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

Basic PMO Servicesaudit every project– Validate compliance– Provides opportunity for coaching– Use quality assurance techniquesDocuments 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

More Basic PMO ServicesMetrics Collection– Project focused and PMO focused– Project management value focused– Organization scorecard focused– BenchmarkingOrganizational Assessments Periodically

determine progress of PM implementation– Look at all services offered– Analyze all metrics and fee

Advanced PMO ServicesProvide training and coaching Establish supporting infrastructureDesigning a project management career path Collecting project metrics for improved

estimating and process improvementDefining project time-reporting requirementsProviding product management for PM tools

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 organizationCommon resource pool– Skills inventory– Current assignments

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