Lunch & Learn – Session 1
PMO Development
12th February 2014
Lunch & Learn – Session 1
Aim: To develop the PMO processes with you.
By 1.30PM
• overview of PMO (brief!)
• Inform the design of the Project Proposal Document
• Inform the design of the Project Planning Document
Why do we need a PMO?
•
Operational: To ensure the CCG delivers its plan and fundamentally improves services for
patients.
•
Strategic/Transformational:
– in order to survive the CCG will need to transform health services in North Derbyshire.
This will only be delivered if we have a clear roadmap of how to get there and ensure we
deliver against this.
– The CCG will also need to ensure sustainability of its providers or if sustainability is not
desirable drive the commissioning of alternative models.
Why do we need a PMO?
•
Financial:
– Comprehensive Spending Review – funding increases will not cover demand and inflation
in future years and the CCG will need to make some difficult decisions about where to
invest (and disinvest).
– QIPP is not delivering year to date – will be critical in future years to deliver financial
balance and maintain authorisation.
390,000
385,000
Year 2 Gap: £14.1m
380,000
375,000
Forecast Spend
370,000
Resources Available
365,000
Year 1 Gap: £9m
360,000
355,000
2013/14
2014/15
2015/16
What is a PMO?
The PMO provides
Detailed
Plans
Risk
Management
Benefit
Tracking
Challenging
Progress
Programme
Management
Office
Programme support
• Programme/project development;
• sufficiently robust to provide best chance of
success during implementation;
• rigorously detailed to allow measurement and
to track progress;
• ensure appropriate tools, templates and
processes are used and followed;
• implemented within the planned time limit and
with the intended outcomes (i.e. milestones
and KPI’s are met);
• provide project managers with support, advice
and signposting to additional expertise for
their projects
Monitoring and Measurement function
Co-ordination, Review and Scrutiny of key
projects
What isn’t a PMO?
Detailed
Plans
A PMO is NOT a function that takes control
over the projects from Programme Leads
Risk
Management
Benefit
Tracking
Challenging
Progress
Programme
Management
Office
It oversees and monitors delivery, it doesn’t
do or deliver the projects themselves!
What are the benefits of our PMO?
The PMO will help you to:
•
•
•
•
•
•
Demonstrate that we are delivering tangible improvements in service/patient care and shout
about our successes!
Provide assurance to the Governing Body that implementation of our plans is progressing and
delivering the intended benefits.
Identify what work/projects are priority and focus resource accordingly
Enable any barriers to progress/issues to be resolved quickly
Facilitate more effective and quicker decision making.
Develop excellent project management capabilities that will ensure we are an effective and
slick organisation.
DRAFT PMO Governance Structure
Governing Body
Gov. Body Assurance
Committee
Plan Delivery Group
Purpose:
Oversees/monitors and
ensures delivery of the
CCG Plan
Clinically led Programme
Groups, i.e.:
•
•
•
•
•
•
•
Urgent Care Working Group
Integrated Care project group
Primary care
Children, maternity and young
people
Long Term Conditions/Planned
Care groups
Mental Health and LD
Medicines Management
PMO SUPPORT:
Provides assurance in the form of a monthly
highlight report including exceptional progress
and exceptions they can assist to progress
• Identifies key decisions to be made
• Highlights issues that the Group can assist in
resolving
• Coordinates the agenda and produces highlight
report (by exception).
• Assist in expediting/unblocking barriers to
progress
• Project resource is deployed where required to
bring projects back on track
• Works with programme leads to ensure all
project documentation is in place
• Status reports are provided monthly
PMO Structure
Notes:
• Clinically led programmes will continue to
report via their existing governance
processes. Links into PMO therefore
shown as a dotted line here.
• Multi-stakeholder/disciplinary groups will
be supported by an Executive Sponsor,
Clinical and Programme Manager. They
provide the top-level vision and support to
the Programme Manager to drive the
change by:
•
advocating the case for change to
strategic stakeholders,
•
enabling delivery of the programme
plan,
•
assisting resolution of major issues,
•
encouraging progress, and
•
ultimately ensuring delivery of
benefits.
Lunch & Learn – Session 1
PMO – was it good for you?
Authorization of Projects - 1
Process for Development & Implementation of Change Projects
NO
ACTION
RESPONSIBILITIES
TIMELINE
Identify Need
Locality / Programme
Week 1
Generate & prioritize ideas
Locality / Programme
Week 2
Draft project Proposal and
identify priority level
Locality / Programme / PMO
Week 2
Submit To Authorising Group*
Locality / Programme / PMO
Week 2
Prioiritization Reviewed and
Agreed
Authorising Group*
Week 3
Decision to proceed
Authorising Group*
Week 3
YES
Project Proposal
• Purpose: justify the release of resources to
work up this proposal into a project
10 mins discussion, 5 mins feedback
• Terminology
• Ease of use
• Sufficient
• Gaps?
Authorization of Projects - 2
Process for Development & Implementation of Change Projects - page 2
NO
ACTION
RESPONSIBILITIES
TIMELINE
Refine project Proposal into
Project Planning Document
Locality / Programme / PMO
Week 4-7
Submit to Authorising Group*
Locality / Programme / PMO
Week 8
Decision to Proceed
Authorising Group*
Week 8
YES
Implementation
Locality / Programme / PMO
project performance and
outcome monitoring
PMO
Project Planning Document
• Purpose: set out how and when the project’s
aims and objectives are to be achieved. It
will define the approach to be used by the
Project team and provides details of the
execution, management and control of the
project to include costs, milestones, activities
and resources
Project Planning Document
• 10 mins discussion, 5 mins feedback
• What’s good?
• What’s not?
Lunch & Learn – Session 1
Next Steps:
Answer the 9 questions by Feb 28th
Produce a Project Planning Document by March
31st
Lunch & Learn – Session 1
Next Lunch & Learns
Wednesday 19th February
Fit for Purpose:
Your opportunity to contribute to the PMO Process through
engagement & ideas about future plans.
Tuesday 4th March
Back to Basics:
For staff looking to refresh your project management skills
Wednesday 12th March
Crunchy Numbers:
Measuring the success of your project is critical in ‘knowing how you
are doing’. This session will help you in developing outcomes and
how to measure impact
Wednesday 19th March
The Future
Understanding the PMO reporting cycle
Last Chance Saloon:
Open space for questions, specific project support and development
Wednesday 26th March
Lunch & Learn – Session 1
Thank you
Please Evaluate now