prepared by: bruce robertson and casey worthington, pmp core competencies: cement for your pmo’s...

Prepared by: Bruce Robertson and Casey Worthington, PMP

Core Competencies:

Cement for your PMO’s Foundation

Presented by:

Bruce Robertson

Casey Worthington, PMP


Agenda• Introduction

• Definition of Core Competencies

• How Core Competencies fit into the PMO

• Why Core Competencies are useful to the PMO

• How you can develop your own Core Competencies

• Q & A


Quotation

Project Managers are like the CEO’s of small enterprises. They must possess skills in a broad range of areas, from finance and marketing to customer relations.

This view stands in marked contrast to the traditional perspective, where project managers were seen to be mere implementers of other peoples solutions.

In the traditional view, project managers were not expected to have insights outside of their narrow technical area.(Tom Block, The Project Office)


Topic Introduction

• Unlike Project Management as such, the PMO conducts regular, recurring day to day operations, such as:

– hiring, organizing training, evaluating staff performance, etc.

• Many of these ongoing activities require specific tools, such as:

– interview forms, department training strategies, individual training objectives and plans, performance appraisal forms, etc.


Topic Introduction• Core Competencies (CC’s) are a listing and definition

of all the skills needed to be a proficient Project Manager

• These competencies / skills are personal, not corporate, but need to be aligned with corporate goals

• These Competencies form a framework with which to generate a number of highly useful tools needed for ongoing PMO operations and give substance to the PMO’s foundation

• The tools themselves are the pillars which support the goal of any PMO: consistently successful projects


Quotation

As organizations become more sophisticated in carrying out their projects, their need for expert knowledge on the intricacies of project management grows.

The need for specialized knowledge applies to a wide array of activities, including scheduling, budgeting, writing proposals, assessing vendors, selecting projects, managing risk, identifying needs and requirements, managing change requirements, coping with project politics, and building authority.

If an organization has made a major commitment to conducting its affairs by means of projects, it will require constant access to project management expertise.

(Tom Block, The Project Office)


Core Competencies Overview

Skills• A listing of the various skills required to be a PM

organized into logical categories• A definition of each individual skill

Levels• A listing of skill levels• A definition of the levels for each skill


Identifying the PM skill set

CC’s can be divided into Hard and Soft skills• Hard:

– Eg. Scope definition, Budgeting, Procurement, Change control, Close-out, Estimating, ...

• Soft– Eg. Leadership, Team building, Facilitation,

Eagerness to learn, Diplomacy, Stress management...

Core Competencies Defined



ABT Sample•Hard SkillsProject Definition

Planning ProcessDevelops an estimating planRevalidates scope definitionDesigns the solutionDevelops estimating assumptionsEstimatesCreates the preliminary plan

Controlling ProcessesDesigns the control processDefines the success criteriaSets levels of control

•Soft SkillsVisible LeadershipFlexibilitySound Business JudgementTrustworthinessExhibits Several Communication StylesActs as a Coach and MentorActive Listening SkillsSetting and Managing ExpectationsConstructive Project NegotiationsIssue and Conflict ResolutionOrganizational and Leadership Skills


Granularity• Different industries have different needs and

expectations for PM’s• Individual companies structure their PM practice

differently• PM’s can exist at various levels

– e.g. Program Manager, Sr. PM, PM, Jr. PM,

• Listings of PM skills can be very high level, or extremely detailed



Skill Definition

• Defining the terms is important because words can mean different things to different people

• It is equally important to define the meaning of each skill, as it applies to the PM’s within your organization and industry– E.g. Soft - Leadership (at which level?)

» Personal leadership or Leading a team or organization?

– E.g. Hard - Quality (TQM, Six Sigma, Kaizen, …)» How do you define and measure quality ?



Levels of Skill

• Step 1- Define a measurement range (rating system)– e.g. Range of 1-4 (broad based)

– e.g. Range of 1-10 (more granular)

– e.g. Categorical: beginner-intermediate-expert

• Step 2- Define the skill levels within the range



Sample - Range• Skill Level 1

– Understands the basic concept, no practical experience

• Skill Level 2– Limited practical experience, requires coaching

• Skill Level 3– Competent, performs this function as part of their regular

routine

• Skill Level 4– Highly proficient, able to handle complex situations,

mentor to others



Sample - Categorical

• Not applicable

• Not satisfactory

• Satisfactory

• Very Satisfactory

• Extremely satisfactory


• Not applicable

• Beginner

• Intermediate

• Expert

#1 #2


Framework / Matrix

• PM Core Competencies as a Framework: – A conceptual model underpinning various essential PMO

tools, and

– A conceptual model outlining the totality of skills necessary to be a fully competent Project Manager

• PM Core Competencies as a Matrix:– High level format for easy viewing and reference


PM Core Competency Matrix

PM Methodology Skills

Project Planning

Scheduling

Change Control

Estimating & Budgeting

Quality Management

Resource Management

Project Control

Risk Management

Procurement Management

Close out

Organization and Management Skills

Performance Management

Manage Meetings

Coaching & Mentoring

Time Management

Decision Making

Negotiation

Facilitation

Communication

Personal Skills

Stress Management

Problem Determination & Analysis

Creative Thinking

Industry Specific Knowledge

Corporate Values

Eagerness to Learn

Customer Management Skills

Networking

Professionalism

Diplomacy and political acumen

Consulting Skills

Leadership Skills

Team building

Managing Expectations

Persuasion & Influence

Conflict Management

Initiative

Vision



GE Sample Matrix

PM Core Competency Matrix


Organization and Management Skills

Personal Skills Leadership Skills




• Project Planning

• Scheduling

• Change Control

• Estimating & Budgeting

• Quality Management

• Resource Management

• Project Control

• Risk Control

• Procurement Management

• Close out



Organization & Management Skills• Performance

Management

• Manage Meetings

• Coaching & Mentoring

• Time Management

• Decision Making

• Negotiation

• Facilitation

• Communication



Personal Skills

• Stress Management

• Problem Determination & Analysis

• Creative Thinking

• Industry Specific Knowledge

• Corporate Values

• Eagerness to Learn




• Networking

• Professionalism

• Diplomacy and Political Acumen

• Consulting Skills



Leadership Skills

• Team Building

• Managing Expectations

• Persuasion & Influence

• Conflict Management

• Initiative

• Vision



Fitting CC’s into the PMO

Successful projects

(Roof)

Executive Commitment

(Foundation)

PMO Operations:•Fire / Hire•Training•Performance Management•Quality

•Project selection and placement•Market Rates•Career Paths•Integration w/HR•Recognition•Qualifications

(The Pillars)

PMO

Core Competencies

(Cement for your Foundation)


Fitting into the PMO

Successful Projects

Core Competencies May Not Apply

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Executive Support


Why are Core Competencies useful to the PMO ?


Core Competency uses:CC’s are key inputs to other tools and processes

Integration with HR practices: Hiring: Interview questions to screen new hires, resume screening Firing: Performance management Job descriptions Compensation Career path development Recognition Better interface between compensation plans and Corporate objectives Qualifications Training strategy / plans



Core Competencies uses:Corporate Inputs:

Go to market strategy Qualifications Rates in the marketplace Internal / external marketing Quality - performance criteria / measurement Project selection and placement

Project Management Offerings: Coaching and Mentoring / Professional Support Competency Analysis Project Manager training PM Consulting PMO development



How can Core Competencies benefit your organization ?

Core Competencies are an important foundation for a PMO.

A strong PMO can result in the following benefits:

Improved bottom line Improved customer focus Market recognition Improved professionalism of Project Managers Better utilization of scarce resources Standard, reusable PM methodologies and tools



Developing Core Competencies in your organization

Should be treated as a regular project:ConceptDevelopmentExecutionClose-Out


The Concept PhaseSeek initial management approvalApproaches

Commission as an internal / external project Volunteerism Outsource

Develop a project charterObtain Budget Recruit core project team

Developing CC’s in your organization


The Development Phase

Research PM materials PMI Internet Library

Align with Corporate / strategic directionCreate WBS and ScheduleAssign Roles and ResponsibilitiesCreate Risk and Communication plans



The Execution Phase

Develop skills list Create definitions Categorize

Hard vs. SoftMethodology vs. Leadership

Create skill levels range system/matrixDefine each skill level



The Close Out Phase

Formal project signoff

Ensure Competencies are used as a regular part of the PMO operation

Investigate alternative usesInputs to other processes



Questions ?

Presented on behalf of:

By: Bruce Robertson and Casey Worthington, PMP


The END

Thank You !

prepared by: bruce robertson and casey worthington, pmp core competencies: cement for your pmo’s...

Documents

pmp slide

competencies skills

project office slide

pmp quotation project

skill slide

core competencies q

project politics

project management expertise