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PMO presentation at the 2010 MUSE conference in Dallas 6/2/2010.
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Project Management OfficeApplying discipline to business needs!
Agenda
PMO – Why? Characteristics of a PMO / PM Tools of the trade Critical Success Factors Organizational Learning
What is a PMO?
Project Management Office
Definition
Department or group that defines and maintains the standards of process,
related to project management, within an organization.
Characteristics of a PMO
Standardized Documentation Measuring methodologies Successful repeatable processes Acceptable industry standards/guidelines Establishing “Best Practices” for your
organization
PMO’s Aliases
PMO Majority
Other names: Project Management Office Project Support Office Project Office Center of Excellence Enterprise Project Management
PMO vs PM?
PM’s and PMOs - different objectives. Both of these groups efforts should
however be aligned with the Organizational Strategy.
Traditional Project Planning PMO
Specific project objectives Manages major program scope changes
Controls assigned project resources Optimizes shared organizational resources across portfolio
Manages individual projects constraints
Manages project interdependencies at the enterprise level
Offers support to Project Managers
• Methodologies – Achieve lasting successMaximize valueRealize Enterprise business
Benefits• Benefits –
Consistent delivery Accurately implement
organizational prioritiesAlign with organizational
initiatives.
What does a PMO do?
Consulting
PMO
Centralized
What is Project Management?
“A disciplined process of managing
multiple tasks to achieve a defined
goal over a period of time.”
Characteristics of a Project
Manages planned change Usually impacts multiple departments Team members usually diverse Specific outcome goal Exceeds defined minimum time
requirements Defined start & stop time
The 5 P’s
Prior
Planning
Prevents
Poor
Project
Management
PM Methodology
Define Business Need Research & Analysis Approve Project Define Charter Define Scope Statement Define Goals & Objectives Define Roles & Responsibilities Define Assumptions Define Risk Factors
Define Constraints Define Plan & Timeline Define communications Define documentation Monitor milestones Make corrections Complete project Sign off completed Lessons Learned
Source: PMI Institute
When does business need a Project? And when does it not?
Project? Yes Defined goal with targeted completion
identified Exceeds “X” man hours
Not a Project! No defined target of completion No end date Permanent Task Force/Committees Less than “X” man hour effort
Project Management Tools
Charter Document Roles & Responsibilities Form Assumptions Template Risk Template Communication Template Phases Check List (Initiation, Planning, Execution & Closure)
Microsoft Project
Results
All successful projects include:
PM methodology of Charter
Goals
Scope
Planned time line
Milestones
Famous Quote
“I love it when a plan comes together”
Can you guess who said this?
George Peppard (Hannibal),
The TV Show “The A Team”
Critical Success Factors
Integration into Organizational culture Failure Statistics Understand Mission Organizational Structure
PMO Ownership
Enterprise Autonomous Strategic Planning
Organizational (Department) Information Technology
Special Purpose Major project
Failure Statistics
Inadequate PM Implementation 32% Lack of Communications 20% Scope & Complexity issues 17%
Project Management
Methodology Related 69%
Source: KPMG study 252 Organizations
Understand the Objectives!
Interpretation?
How the customer explained it.
How the project manager understood it.
How the analyst designed it!
PMO Staffing
Leaders: Typically ONLY Project Managers Dedicated to managing multi teams/projects
Team Members: Temporary team members from other areas Various levels of expertise/experience Usually representative from impacted areas
PMO Authority
Very little decision making ownership Limited authority to:
Allocate/Request resources Set priorities Initiate, change, or cancel projects
Value of PMO
Measure Success Continuous Process Improvement Establish key Critical Success Factors
(CSF) Reduces variable processes Creates standardization Improves probability of success Eliminates wasteful time/money/energy
Measure & Monitor
Lessons Learned
Review Successes Identify Opportunities (SWOT) Document Celebrations Integrate PI into next projects
