tactical guide for building a pmo how to shutdown a pmo · © copyright 2012 © copyright 2017 –b...

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

Welcome Everyone!Class: 1

Building and Running a PMO

Tactical Guide for Building a PMO – How to Shutdown a PMO


Experienced

Bill Dow, PMP

Author Speaker/Presenter


Importance of Project Communicationso 1. Project Failures & Survey’s

o 2. Common Communication Problems

o 3. Project Communication Planning

o 4. Project Management & Social Media

o 5. Project Communications & Agile Projects

o 6. Project Management & Business Intelligence

Agenda

1. Shutting down a PMO

2.Loss of Executive Support

3.Steps to shutting down a

PMO

4.Wrap-Up & more

Information


Shutting down a PMO


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


Running a PMO


Develop Executive Reports

Develop PMO Reports

PMO Day to Day Operations

PMO Resources (Mentor & Buddy System)

(1)

Also the steps to Running the PMO

(1)

(4)

(3)

(4) (2)

(3)

Steps to running a PMO


Steps to Shutting down the PMO

Steps to Shutting down a PMO


Shutting Down a PMO


• Shutting down a PMO is essentially reversing the steps that you took in creating and running your PMO.

• Tackling these areas logically is the one way to ensure a complete shutdown.

• Take the time and plan shutting down your PMO, don’t just walk away from it. PMO’s shut down all the time, this won’t be your first experience.

Shutting Down a PMO!

© Copyright 2017 – B Dow

Executive Support

Executive Support is now gone!


Designing & Building a PMO

We have gone through the cycle and we are now here!

Obtain Executive/Management Support


• There are a million different reasons for PMO’s shutting down.

• Including the following:

• Lack of Executive Support

• Program Shutdown

• Org Changes

• Etc.


It Happens all the Time!


• However, there are things that can be done in shutting down the PMO in an organized way!

• This is usually a very stressful time for the PMO Manager so having a check box activity like this will be easier for them to get through!

• Continue to use PMO employees to help you shutdown the PMO, the PMO manager does not have to take this on themselves.


Remember, it’s not personal...It is just business!


• Let’s look now at a structured checkbox approach to shutting down your PMO.

• Let’s look at these tasks in order of importance first, getting to the least important areas as we progress through the tasks.

• The timing of shutting down a PMO is going to take some time, so plan accordingly and set expectations it can’t happen overnight.



Steps to shutting down a PMO


Shutting down your PMO – Creating a Project Schedule

Review resources (FTE & Contactors) for different roles in organization

Shutdown and Mentoring/Buddy Systems in place in Org

Review all Financial/Billing and determine steps to close out

Review and Software contracts/Maintenance agreements in place that will need closing

Review PMO Materials/PMO Sites and Archive/Backup

PMO Shutdown


1

5

3

4

2

6

7


• One of the best practices that you are going to want to make sure you do is create a plan.

• This plan will keep you organized and structure and give you the best chance of shutting down your PMO successfully.

• Let’s look at what that would look like.



PMO Shutdown Plan

Check, Check, Check

1. Create Project Schedule for PMO Shutdown plan


PMO Shutdown Plan

Check, Check, Check

1. Create Project Schedule for PMO Shutdown plan

• You don’t have to use MS Project or a scheduling tool, but this will keep you the most organized.

• If you decided to use a non-scheduling software, that’s ok, but just get spend the time and get the tasks down in an organized manner.

• Many PMO Manager’s don’t take the time and plan shutting down their PMO’s. Take the time and plan!


PMO Resources


2. Review resources (FTE & Contactors) for different roles in organization

• Determine roles for employees and vendors in organization. If you know of new openings then direct employees to those hiring managers.

• Reach out to hiring managers or peers in and outside your organization to place employees.

• This should be top priority for you to land your employees in new roles!

PMO Shutdown Plan


2. Review resources (FTE & Contactors) for different roles in organization

• Once your employees have a place to go, then work on placing contractors/vendors where applicable.

• Some contractors will not be able to be placed, therefore work with the respective vendor companies where applicable. Roll off all vendors where applicable.

• Update an HR systems to move employees and/or rolled off employees.

PMO Shutdown Plan


PMO Mentoring and Buddy Systems


3. Shutdown and Mentoring/Buddy Systems in place in Org

• Reach out to the employees who have been participating in the programs and let them know the programs are being shut down.

• Work with your HR department and determine if there are other programs that can be utilized by employees.

• Let employees know that they should keep relationships they have but in an informal manner.

PMO Shutdown Plan


PMO Finances


4. Review all Financial/Billing and determine steps to close out.

• Work with Finance department to determine process to close out PO’s associated with vendors/contractors in the group. * Do not close out immediately! *

• Determine department where remaining budget will be transferred.

• It important to understand the billing cycle at this time as to know when the final PO can be closed.

PMO Shutdown Plan


4. Review all Financial/Billing and determine steps to close out.

• Close out PO’s after the last billing has taken place. Don’t close before your contractors submit their final bill.

• Once all bills are issued, then close out PO’s formally in the respective systems.

• Note, there could also be software maintenance contracts in place on those PO’s that will prevent them from being closed immediately.

PMO Shutdown Plan


PMO Software & Maintenance Agreements


5. Review and Software contracts/maintenance agreements in place that will need closing

• Review all software contracts in place to determine outstanding billing and agreements to close down contracts.

• Notify respective companies that we will not longer be using the software and we need to close out the maintenance contracts.

• Work with Finance group to keep PO open until last payment on maintenance contract is issued.

PMO Shutdown Plan


PMO Materials


6. Review PMO Materials/PMO Sites and achieve/backup

• Work with PMO employee and start backing up all PMO materials.

• This will span network drives, SharePoint sites and any other applicable places where PMO files where stored. Take local copies of materials for future use in organization.

• Work with IT department to backup formal sites/drives to ensure IT has copy and can be assessable in future.

PMO Shutdown Plan

The older the PMO, the more content you have!


6. Review PMO Materials/PMO Sites and achieve/backup

• It is important do document and make a PMO binder of the PMO materials. These binders are so valuable and will allow new PMO managers to come in and use some of the same materials.

• Producing a binder of PMO and having a physical copy of the PMO materials is much more valuable than storing everything in a series of folders.

• Spend the time and produce the PMO Binder of materials! You will have it for years to come.

PMO Shutdown Plan


PMO Shutdown Complete

Check, Check, Check

7. PMO Complete


PMO Shutdown Summary

• We covered the 7 key steps in shutting down a PMO.

• This is going to be a very common part of executing in a PMO Manager role, so this won’t be your first of last PMO you shut down.

• Embrace it, tackle shutting down the PMO with as much structure and rigor you use to build the PMO.


The PMO Lifecycle - Building, Running & Shutting Down will provide PMO Managers,

Portfolio, Program and Project Managers with the knowledge and skills to Build, Run

and Shutdown a PMO. No other text on the market will take you three steps of the

PMO lifecycle.

This book covers the step-by-step process of building, implementing and running a

new or existing PMO.

This book covers:

• Building industry leading PMO

• Building an Agile PMO

• Running the day to day operations of the PMO

• Shutting down PMOs in an organized and structured manner.

• Dashboard and Reporting using the latest tools.

The PMO Lifecycle – Building, Running, and Shutting Down


The PMO Lifecycle: Building, Running,

and Shutting Down - Published 2017

Available now….


But a book is only going to

take you so far….


I have a question for the

group!


Can I show you something

that will help you?


The PMO Lifecycle: Building, Running, and Shutting Down Online Class


The Tactical Guide for Building a PMO online course will walk you through the step by

step process of setting up or establishing a PMO in your organization.

This course covers:

• 1 free copy of the book (existing book owners will get copy of next PMO book, just

need to show proof of purchase)

• 19 Modules to take you through building a PMO from scratch. These include:

• Executive Support

• PMO Staples

• PMO Resourcing

• PMO Models

• And much more..

• Workbooks and tools to follow along while completing course


• Lifetime access and Free Future Updates

• Group Webinars and Live calls

• Private Facebook Group for direct help & Support

The PMO Lifecycle: Building, Running, and Shutting Down Online Class


Available today!


3 X Payment Options


Workbooks and tools to follow along while completing course

1. Company Profile Form catered

to your company environment

2. PMO Build Decision Chart – You complete at then of each module


Post your thoughts on Facebook:

• What are the three areas PMO Managers should focus on when assessing a PMO?

• Review the Red Flags for this module

• For more information check out our resource page with additional videos on this topic

Share your Thoughts

Need Support? You are not alone! Just ask in our private group on Facebook!


Dowpubishingllc.com/Courses


Fast Acting Bonus # 1

Free copy of my latest book – The PMO Lifecycle –

Building, Running & Shutting DownThe PMO Lifecycle - Building, Running & Shutting Down will provide

PMO Managers, Portfolio, Program and Project Managers with the

knowledge and skills to Build, Run and Shutdown a PMO. No other text

on the market will take you three steps of the PMO lifecycle.

This book covers the step-by-step process of building, implementing and

running a new or existing PMO.

This book covers:

• Building industry leading PMO

• Building an Agile PMO

• Running the day to day operations of the PMO

• Shutting down PMOs in an organized and structured manner.



30 min call with Bill Dow, PMP

We can talk about what the course has to

offer!

http://calendly.com/billdow

Not sure?

* Note booking system says 15 mins we can and will go 30 mins min.

http://calendly.com/billdow


Questions??


The PMO Lifecycle: Building,

Running, and Shutting Down -

Published 2017

Bill Dow, PMP

@dowpublishing

@billdow

dowpublishingllc

Bill Dow, PMPThe Tactical Guide for Building a PMO

-Published 2012

[email protected]

Dowpublishingllc.comw w w

Project Management

Communication Tools

- Published 2015


Thanks!

tactical guide for building a pmo how to shutdown a pmo · © copyright 2012 © copyright 2017 –b...

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