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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
Thanks for your Attention