tactical guide for building a pmo how to build & implement ... · project management &...

© Copyright 2012 – B Dow© Copyright 2017 – B Dow

Welcome Everyone!

Building and Running a PMO

Tactical Guide for Building a PMO – How to Build & Implement a PMO


Experienced

Bill Dow, PMP

Author Speaker/Presenter

• 1. Project Failures & Survey’s

• 2. Common Communication Problems

• 3. Project Communication Planning

• 4. Project Management & Social Media

• 5. Project Communications & Agile Projects

• 6. Project Management & Business Intelligence

Importance of Project Communications

Agenda

1.Building a PMO

2.Steps to Building

and Implementing a

PMO

3.Wrap-up & More

Information


Building a PMO


Start with a Plan

Obtain Executive Support

Create PMO Staples

Select 4 P’s of PMO (including Methodologies)

Select PMO Model

Create PMO Maturity Model (Categories and Measurement)

Obtain PMO Resources

Select PMO Training

Implement PMO Methodologies

Select PMO Reporting

Select PMO Tools and Processes

PMO Complete

(1)

Remember the 12 Steps to Building your PMO

Steps to Building a PMO


Was that overwhelming?

Did you know there were 12 steps in building/enhancing a PMO?

© Copyright 2016 – B Dow

Start with a Plan


Develop a WBS that outlines the components of your PMO. It does not have to be perfect, but develop the high-level groups to start we will tweak along the way. Get these into your favorite scheduling tool as soon as possible.

This schedule examples comes directly from “The Tactical Guide for Building a PMO” book.

Designing & Building a PMO


Designing & Building a PMOUse a WBS tool to change the view

This schedule example comes directly from “The Tactical Guide for Building a PMO” book.


Executive Support


Executive Support – Stop Now!

Get Executive/Management Support Immediately



Understand the PMO Cycle, As a PMO Manager you are going to live and breathe this cycle.

Obtain Executive/Management Support


Creating PMO Staples


Designing & Building a PMOCreate PMO Staples – Starts with some Basics

✓Mission Statement

✓Vision Statement

✓PMO Value and KPIs

✓PMO Budget?

“PMO will provide customers with high quality, faster, cheaper projects, aligned with strategic goals of company

Drive excellence in management and delivery of projects”


The 4 P’s of the PMO


• One of the key components of building your PMO is understanding what are your 4 Ps of your PMO?

• Portfolio

• Program

• Project

• the 4th P is the PMO itself

Designing & Building a PMOThe 4 Ps of PMOs

Don’t forget the PMO!!


Designing & Building a PMOThe 4 Ps of PMOs


PMO Model / Methodology Matrix



When building the PMO, consider documenting the model with the process methodologies

PMO Model Type/ 4P’s Matrix


PMO Maturity Model


PMO Maturity Model

+

Measurement System Measurement Categories

=

PMO Maturity Model

PMO Maturity Models – Measurement System


Measurement System Every PMO Maturity Model needs a measurement system and it is an industry best practice to use Dr. Kerzner’s Project Management Measurement model. It works perfectly for a measuring PMO Maturity as well as for Project Management.

PMO Maturity ModelPMO Maturity Models – Measurement System


Measurement CategoriesEvery PMO will have their own sets of categories based on their industry, management needs, PMO needs…etc. Categories need to be very company specific as they are a critical component to measuring and showing how well your PMO is maturing.



Tying it all together!



PMO Staffing Model


Hire PMO ResourcesPMO Roles and Responsibilities Staffing Model


PMO Training & Mentoring


PMO Training & Mentoring Programs

PMO Mentor Program

PMO Buddy System

Critical Hard & Soft Skills Training


PMO Model & Process Methodology


Implement your Different Methodologies (Portfolio/Program/Project)

Methodology Playbooks, Guides, Training, Tools…

When selecting you PMO Model, consider which methodology(s) you will use.


PMO Reporting


PMO Reporting

Dashboards

Portfolio Reports

• Past Reports

• Current Reports

• Future Reports

Program Reports

• Past Reports

• Current Reports

• Future Reports

Project Reports

•Past Reports

•Current Reports

•Future Reports

When setting up reports, there are 3 buckets to focus on in your PMO


PMO Tools and Process


PMO Tools & Processes

Portfolio Management Tools Program & Project Management Tools

There are hundreds of Portfolio and Program/Project Management software products to choose from for every PMO Manager….

• CA Clarity Project and Portfolio Management

• Compuware • UMT• Oracle Primavera• Microsoft Project Server 2013 & 2016

• and many others…..

• Microsoft Project 2013 & 2016• WBS ChartPro• Deltek Active Risk Manager• @Risk• and many others…..



• Program Status Reporting

• Program Risk Management

• Program Quality Management

• Etc.

• Project Schedule Management

• Project Performance Management

• Project Risk & Issue Management process

• Etc…

• Portfolio Initiation Process

• Portfolio Planning process

• Portfolio Status Process

• Etc…

• Governance process

• Escalation process

• Financial process

• Etc…

Generic PMO Processes

Portfolio Management

Processes

Program Management

Process

Project Management

Process

(1) (2)

(3)(4)


There should be a minimum set of requirements you setup for each methodology!


PMO Build Project Complete!


PMO Complete

Check, Check, Check


PMO Complete - Celebrate

Now the work begins..


PMO Wrap-Up


Final Take-Away• We covered 12 of the most important steps to building a sound and

lasting PMO for your organization.

• Don’t take short cuts, create these 12 different areas for your PMO and mature each of the areas as you run your PMO.

• Understand the value each of the 12 areas brings and ensure you can justify why you are taking the time and effort to build out these areas. Examples include:

• Why would you spend time to build a PMO Maturity Model?

• Why do you new a Project Manager Playbook?

• What value is there in a PMO Staffing Model?


Questions??


Thanks!

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