Transcript Instantis Corporate Slide Library

How to Plan, Implement and
Manage a
World-Class PMO
CQC Solutions ltd are an Oracle Instantis partner for EMEA
PMO Starter Toolkit
1. Understand PMO Starter Kit White Paper
2. Share How to… Presentation
3. Manage PMO Action Plan
© Oracle All Rights Reserved
So, you’ve decided to form a PMO…
Because you need to be able to answer questions like:
Are we doing the right projects?
Do we know the current status of the projects?
Are we managing, escalating, and resolving project
Issues?
Do PMs have the right training?
What is our overall resource utilization?
Now what?
© Oracle All Rights Reserved
PMO Roadmap
1. Plan
1. Purpose & Goals
2. Scope & Maturity
3. Service Offering
4. Service Metrics
2. Implement
1. Job Descriptions &
Hiring
2. Project Portfolio
Inventory & Analysis
5. Business Processes
3. Methodology and
Standards Definition
6. Governance,
Stakeholders & Team
Structure
4. Skills Assessment and
Development
7. Timeline/Milestones
5. PPM System Plan
3. Manage
1. Project Reviews
2. Project Management
and Monitoring
3. Working with
Governance
4. Re-Validation with
Senior Leadership
5. Maturity Assessment
and Development
8. Charter Document
(summary of above)
© Oracle All Rights Reserved
Plan Phase Components
1. Plan
2. Implement
3. Manage
Key Plan Components
1. Statement of purpose/
goals
Key Questions Answered
• What is the PMO's fundamental purpose and goals?
What?
2. Scope & target maturity
3. Core services offerings
4. Service metrics
How?
5. Business processes
• What is the scope of the PMO based on organization
needs and target organizational maturity?
• What core services will the PMO provide and how will
success/value be measured?
• How will services be managed and delivered?
Who?
6. Governance
Customers/Stakeholders
PMO team structure
• Who does the PMO report to?
• Who are the PMO’s customers and stakeholders?
• Who comprises the PMO team (key roles, org chart)?
When?
7. Timeline/milestones
• When will the PMO be in business and when will the
core services come online?
• A simple one page summary document answering
most/all of the above
Why?
Summary 8. Charter
© Oracle All Rights Reserved
1. Why: Create statement of purpose/goals
1. Plan
2. Implement
3. Manage
A simple statement of purpose and goals should serve as a guide
for the PMO team and as a core communications platform to
stakeholders. Potential goals include:
Better alignment of project activity and business strategy and investments
Implement a more consistent project management process and methodology
Facilitate better collaboration and knowledge and best-practice sharing
Ensure resource pool is trained and competent to meet evolving IT and
business needs
Better manage resource utilization and capacity
Provide executive visibility to project, program and portfolio-level status,
issues, risks, costs, etc.
© Oracle All Rights Reserved
2. What: Define Scope & Target Maturity
1. Plan
2. Implement
3. Manage
PMO Scope
* Example starting point and goal
GOAL*
Portfolio
Mgmt
Program
Mgmt
Project
Mgmt
NOW*
5 Continuously
Improved
4 Measured
3 Pro-active
2 Repeatable
1 Reactive
Organization Maturity Level
© Oracle All Rights Reserved
2. What: Define Scope & Target Maturity (cont.)
Assess current and target maturity level
1. Plan
2. Implement
3. Manage
CMMI Maturity Level Definitions…
Methods
undocumented;
Delivery, budgets,
schedules
uncontrolled
Processes not
consistently used,
projects regularly
exceed budgets,
schedule
Commitment to
documented
standardized PM and
delivery process
company-wide
KPIs specified and
monitored regularly,
predictable and
controlled delivery.
Extend processes to
external entities,
state-of-the art
collaboration.
Automation of other
functions such as
financial
management,
business process
modeling
An Innovative
process improvement
culture is evident
N/A
Next Level When
2 Repeatable
5 Continuously
Improved
1 Reactive
4 Measured
Automated project
budgeting; risk, issue,
requirements
tracking; resource
management
3 Pro-active
Methodology defined
for project tracking
scheduling, time,
tracking, resource
assignments, project
oversight, support
© Oracle All Rights Reserved
2. What: Define Scope & Target Maturity (cont.)
Define PMO Scope
1. Plan
2. Implement
3. Manage
PMO Scope
realization mgmt; knowledge mgmt, portfolio scope
Portfolio Benefits
definition, overall investments, benefits and risks,
Mgmt performance monitoring
Program Coordination of business and IT projects, program planning,
Mgmt change/risk mgmt, coordination of project delivery and results
measurement
Project PM training, mentoring, coaching; budgets, scheduling,
Mgmt resources deliverables, scope, risks and metrics.
5 Continuously
Improved
4 Measured
3 Pro-active
2 Repeatable
1 Reactive
© Oracle All Rights Reserved
3. What: Identify Core Services Needed to
Achieve Goal
1. Plan
2. Implement
3. Manage
Potential core service
offerings:
Business Strategy Alignment
Methodology & Process Consistency
Collaboration &
Knowledge Mgmt
Professional/Organizational
Development
Resource
Management
Project/Program/Portfolio Visibility and Coordination:
Issues, Risks, Schedule, Costs, Quality…
© Oracle All Rights Reserved
3. What: Identify Core Services Needed to
Achieve Goal (cont.)
* Example core services identified to achieve goal
•
•
•
•
Portfolio
Mgmt
Program
Mgmt
Basic strategy alignment/oversight
KM & Best Practice Repository
Benefits realization tracking process
Portfolio-level metrics and
dashboard
• Program planning services
• Program change and risk mgmt
process
• Methodology & process consistency
• PM training, mentoring coaching
• Time tracking and resource
allocation process
Project
Mgmt
1. Reactive
2. Repeatable
© Oracle All Rights Reserved
4. What: Define core service metrics
1. Plan
Potential Service
2. Implement
3. Manage
Example Metrics/Success Criteria
• # of projects aligned with key business strategies
• Project health by strategy (# or %)
• % projects following approved methodologies
• # or % of milestones or phases completed as planned
• % projects completed on time
Collaboration and
• # of best practice documents submitted to knowledge base
knowledge management
• # or % of issues resolved leveraging lessons learned
Professional development • # of “certified” PMs or PMs trained in company process
• Training courses delivered
• % decrease in expenditures on contractor/outside help
Resource management
• % improvement in resource utilization
• % improvement in employee satisfaction
Issue & Risk management • # of issues reported; % reported issues resolved
• # of high-impact issues
• % of aged issues
Business Strategy
Alignment
Methodology and process
consistency
© Oracle All Rights Reserved
5. How: Define business processes
(how services will be managed/delivered)
1. Plan
2. Implement
Potential Service
Example Scope, Focus
Business Strategy • Alignments to corporate
strategies
Alignment
Methodology and • Focus is on standards and
process
methodologies for project
consistency
execution, risk identification,
issue resolution
Collaboration and • Best practice projects, tools
knowledge
and templates
management
• PPM community
Professional
• Methodology training and
development
certification
Resource
• Resource management will
management
initially focus on resource
assignment visibility and
basic resource utilization
•
•
•
•
3. Manage
Target Delivery Mechanism
PPM system delivers strategy
alignment functionality using listings,
reports, and dashboards
Methodology expertise and knowledge
transfer delivered via training services
Consistent delivery enforced by PPM
system
Globally accessible web-based
knowledge base leveraging PPM
system document repository
• Delivered via blended learning
software platform (ILT + eLearning)
• Core function of PPM software solution
© Oracle All Rights Reserved
6. Who: Define Governance, Stakeholders, and
PMO Team Structure
1. Plan
2. Implement
3. Manage
Example PMO Reporting Structure
Leadership
Team
Identify direct reporting
relationship and dotted-line
sponsors/champions (i.e.
PMO customers)
Define organizational
structure and
responsibilities
Solicit and track stakeholder
agreement
PMO
Director
PMO
Trainer
PMO
Analyst
Business
Units
Manager
Program
Managers
Project
Managers
© Oracle All Rights Reserved
7. When: Create Timeline and Identify Key
Milestones
1. Plan
2. Implement
3. Manage
Charter
Plan
Initial Staff
On-board
Project
Inventory &
Analysis
Methodology,
PPM Solution,
Skills Assessment
Implement
Project Reviews
and Reporting
Revalidation with
senior leadership
Manage
© Oracle All Rights Reserved
8. Publish Charter
1. Plan
2.
Implement
1. PMO Purpose & Goals
• Concise statement of purpose and goals
2. PMO Scope and Focus
• Definition of the scope and focus of the
PMO and target maturity level if
applicable
3. Service Offering & Metrics
• Definition of service offerings (aligned
with PMO scope and target maturity)
3. Manage
4. PMO Processes
• Description of how the PMO processes
will be managed and delivered
5. PMO Organization Structure
• Description of organization structure and
communications flow
• List of key personnel including PMO
Sponsor(s) and stakeholders
6. PMO Authority
• Service success criteria and metrics
• Statement of PMO authority
• High-level timeline of key service delivery
milestones
• List of sponsor and key stakeholder
signatories and/or charter
approvers
© Oracle All Rights Reserved
1. Plan
2. Implement
3. Manage
1. Define Key Roles/Job Descriptions
1. Plan
2.
Implement
3. Manage
PMO Director
PM Manager/Support
Job Description: Sets strategic direction.
Defines, manages to and reports KPIs. Creates
and maintains tool, templates, best-practice and
methodology documentation.
Job Description: Manages the PM resources
and provides PM coaching and mentoring. May
serve as PM resource for strategic projects.
Tracks organization-wide resource capacity and
utilization recommending optimal allocation.
Training/Professional
Development Manager
PMO Analyst
Job Description: Assesses organizational and
individual competency levels and skills to
determine needs. Designs and delivers
curriculum/service offering and certification
program.
Job Description: Maintains PMO dashboard
and reports. Assists project teams with reporting
and tracking. Provides systems support and
administration (project inventory database,
knowledge repository, collaboration platform,
etc.).
© Oracle All Rights Reserved
2. Gather project Inventory and Analyze
1. Plan
2.
Implement
3. Manage
For every active and proposed project, the PMO should
gather:
Project Name, Description and Scope
Alignment (BU, program, portfolio, strategy, etc.)
Project Type
Project Personnel (PM, project sponsor, project team)
Requestor and Internal Priority
Dates
Financials (budget, costs, ROI, approved changes)
Outstanding Issues
© Oracle All Rights Reserved
2. Gather project Inventory and Analyze (cont.)
1. Plan
Analyze project
inventory to:
2.
Implement
3. Manage
Example Findings:
1. Understand potential
issues and opportunities
that exist right now
“Projects are not generally
aligned with business
objectives”
2. Generate baseline metrics
for future trend &
comparative analytics
“There are some common
project issues such as…”
“Projects with certain attributes
such as [fill in the blank], are
generally not on-time”
© Oracle All Rights Reserved
3. Define Key Methodologies and Standards
1. Plan
Key Areas
2.
Implement
3. Manage
Description/Components
Owner
Project
Methodology
•Proprietary, off-the shelf/industry standard or blend
•Deliverable templates [list both required and optional]
Risks
•Definition
•Trigger Event
•Management approach
Issues
•Definition
•Qualification (Exposure = $ Impact x %Probability)
•Assignment (one individual)
•Report Updates, Escalation, and Resolution
Change Control
(optional)
•Definition
•Planned and Actual Impact
•Approvals
© Oracle All Rights Reserved
4. Build skills assessment & development plan
1. Plan
2.
Implement
3. Manage
Potential PM skills assessment and development action plan
characteristics:
Assessment of current project delivery skills
Training and development plan implemented in
coordination with functional/resource
managers
Training tracked in PPM solution
Company PM certification program Implement
(optional)
Development of feedback system to assess
training effectiveness
All or some of above may be outsourced
© Oracle All Rights Reserved
5. Build a PPM System Plan
1. Plan
2.
Implement
Actions:
Evaluate and select a PPM
system in consultation with
stakeholders
Offer Solution training to
everyone including the project
management process
3. Manage
Example requirements:
► Portfolio Dashboard with Project
Health/Status
► Portfolio Alignment
► Rollups and Variances
► Easy integration with installed
systems
► Integrated knowledge base for best
practices, tools and training docs
► Training
© Oracle All Rights Reserved
1. Plan
2. Implement
3. Manage
1. Conduct Project Reviews
1. Plan
2.
Implement
3. Manage
Conduct periodic project and program
reviews that focus on:
For Projects
► Consistent project planning, delivery and reporting
► Ensuring the project is focused on scope and objectives
► Task assignment and reporting process and results
► Issues and changes
► Project communication effectiveness
For programs
► Master schedule and rollup of issues/costs
► Project dependencies being met and reported
For both:
► Assess team skills and offer training as needed
© Oracle All Rights Reserved
2. Establish a Project Monitoring and
Management Model
2.
Implement
1. Plan
3. Manage
Monitor/
Detect
Reporting
Resolve/
Mitigate
•
•
•
•
Issues
• Quality
Risks
• Time
Costs
• Change
Resources
Qualify/
Quantify
Communicate/
Escalate
© Oracle All Rights Reserved
3. Work with Governance
1. Plan
2.
Implement
3. Manage
The PMO should stand ready to make project
recommendations in the following areas:
► Retaining
► Consolidating
► Reprioritizing and shifting project resources
► Killing projects based on metrics, duplications,
alignment with corporate initiatives, revenue, and
project resource availability
© Oracle All Rights Reserved
4. Re-validate with Senior Leadership
1. Plan
2.
Implement
3. Manage
Questions the PMO should be able to
periodically answer:
Are we providing value?
Are any changes needed?
Have we driven our organizations maturity to the next level?
Can we answer the critical questions?
► Are we doing the right projects?
► Do we know the current status of all projects?
► Are we managing, escalating, and resolving project Issues?
► Do PMs have the right training?
► What is our overall resource utilization?
© Oracle All Rights Reserved
5. Mature your PMO
1. Plan
Maturity
Level
2.
Implement
Key Process Area Concentrations
Strategic
Focus
3. Manage
Effective
Span
Next Phase when…
5
Integrated
• Value, Procurement, Outsourcing, and
Contract Management
• Business Continuity Planning
• PM Center of Excellence
Integration with Enterprise /
Business
Industry –
Strategy
Execution
A whole new paradigm for Enterprise
PPM and governance is invented.
4
Managed
• Program Process, Vendor, Project Integration,
and Staff Performance Management
• PM Career Path
• Best practices dissemination
• Enterprise-wide resource planning/mgmt
Dynamic
Micro-Level
Change,
Continuous
improvement
Multiple SBUs
– Strategic
Alignment
Project success is the norm and little
PMO resource goes to crisis
management. PMO established as focal
point for optimizing project execution
performance enterprise-wide
• PM Methodology
• Skills, Risk, Staff/Environment Resource,
Change, Conflict/Issue Management
• PM Training and Consulting
• Knowledge Management
Static MacroLevel Change
Multiple
Programs or
Portfolios
PMO viewed as an important link
between IT project/program delivery and
the business. PMO takes lead in
objective setting and performance
monitoring.
2
Stable
• Planning, Tracking, Estimating, Risk
Identification, Schedule, Scope, Budget/Cost,
and Progress Reporting Skills
Stabilize
Performance,
Standardize
processes
Multiple
Projects
(Portfolio or
Program)
PMO now viewed as Program or
Portfolio Management Office
1
Initial
• Basic tools/techniques, methodologies,
Success
services, roles, standards established
Stories, Low(underlying disciplines may not be understood hanging fruit
or consistently followed)
Individual
Projects
Start to see initial “pull” for PMO services
and info.
3
Defined
© OracleInc.
All All
Rights
Reserved
© Instantis,
Rights
Reserved
Get Started!
© Oracle All Rights Reserved
Questions?
To learn about the leading
on-demand Enterprise PPM
solution, EnterpriseTrack from
Oracle-Instantis, please visit
www.cqc-solutions.com
© Oracle All Rights Reserved