project management office(PMO)

Information Technology Project Management
Mohamad Rabi
Std id: 115862
Table of content
 What Is a PMO?
 PMO Types
 PMO Roles
 Goals of a PMO
 PMO Implementation
Current State Assessment
Future State Vision
Gap Analysis
Implementation Strategy
Implementation Plan
 PMO Services
 Basic PMO Services
 Advanced PMO Services
What Is a PMO?
 A PMO is a project or program management
 An 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 office
 Type I: Project Reporting
 Type II: Project Management Infrastructure
 Type III: Coaching and Training Center
 Type IV: Resource Center / Center of Excellence
PMO Roles
 Chief 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
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
 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 PMO
 Report project status consistently and
 Review 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 Implementation
 Current State Assessment
 Future State Vision
 Gap Analysis
 Implementation Strategy
 Implementation Plan
Current State Assessment
Mission : Aligns organization to value it
provides to the Business
– What the organization does, how, for whom
 Vision : Perfect organization in a perfect world
– State what the organization is striving to
 Goals – What the organization is trying to
accomplish (high level)
– Aligned to business benefit
– May take multiple years to achieve
Current State Assessment
 Strategy
- How-to– Overall plan and course of action to achieve goals
– Based on external environment and internal capabilities
 Objectives
– Low level statements
– Describe what this organization will achieve this year
 Principles
– Moral and ethical statements
– Rules of behavior, how you value people
– How people will resolve conflict
Current State Assessment
 History
– 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 Assessment
 Governance
– How the management structure functions
– How you accomplish objectives using management
 Clients, Customers and Suppliers
 Stakeholders
 Business processes
 Other initiatives that may conflict
 Organization structure and how it helps or hinders
project success
Current State Assessment
 Staff
– Roles
– Responsibilities
– Skills & competencies
– Makeup
 Locations
– One location, multiple location,
– Cultural differences
– Language differences
Future State Vision
 Clients / customers
 Suppliers
 Stakeholders
 Products and services
 Other initiatives
 Staff, roles, responsibilities, and skills
Future State Vision
 Pick areas that make most sense
 Similar 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 consensus
 Iterative process
– Your future state is likely to change when you see what
it will take to reach it
Gap Analysis
 What is the gap between current state and the future
 Gain consensus
 The Gap Analysis is a means to an end, not the end
Implementation strategy
 Use 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 plan
 Use the Gap Analysis and Implementation Strategy to
Identify :
– Projects
– Timeframes
– Resources
– Deliverables
 Create the roadmap to move toward your future vision
Basic PMO Services
 Consolidated status reporting
– Basic PMO service
– Provides consolidated view of all project status
 Project dashboards
– Graphic, visual display
– Charts and graphs for overall status and trends
Basic PMO Services
 Methodology management
 One of the basic PMO responsibilities
 Consistent and common project management
– Processes
– Procedures
– Best practices
– Templates
– Standards and guidelines
 Make sure the methodology is scalable
Basic PMO Services
 Training
Many alternatives
– Instructor led and computer based
– Seminars / webinars
– Books / magazines
 Project 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 Services
 audit every project
– Validate compliance
– Provides opportunity for coaching
– Use quality assurance techniques
 Documents 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 Services
 Metrics Collection
– Project focused and PMO focused
– Project management value focused
– Organization scorecard focused
– Benchmarking
 Organizational Assessments Periodically determine
progress of PM implementation
– Look at all services offered
– Analyze all metrics and fee
Advanced PMO Services
 Provide training and coaching
 Establish supporting infrastructure
 Designing a project management career path
 Collecting project metrics for improved estimating
and process improvement
 Defining project time-reporting requirements
 Providing 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 organization
 Common resource pool
– Skills inventory
– Current assignments
Thanks for your Attention
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