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Part 1 of a series of presentations on establishing a PMO rapidly.

Part 1 of a series of presentations on establishing a PMO rapidly.

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01 start with the end in mind03 Document Transcript

  • 1. 7/22/2009Report #1: Start With the End in MindThe Rapid PMO: Strategic Steps from A to Z Hass Howard
  • 2. Hass Howard, 2009Report #1: Start With the End in MindThe Rapid PMO: Strategic Steps from A to ZWhere to Begin?When designing your Project Management Office (PMO), it is a good approachto start with your end goal(s) in mind. The establishment and continuous growthof an effective PMO is a journey. Just like with any journey, the bumps along theroad are easier to consume if you know the end destination. Identifying themission, vision, and goals of your PMO is an excellent start that lays thefoundation for a smooth journey.Now, any sort of organizational change will encounter its fair share of obstacles.Erecting a PMO is no different. However, clear communication of the PMO’spurpose, and its benefit to various members of the organization, shall reducereluctance to its implementation. By first defining the Mission and Vision of thePMO, selection of the PMO type becomes a fairly easy task.Defining the PMO Mission and VisionMission and vision statements are common vehicles for communicating theoverall purpose and future intended state of an organizational unit. Theeventual users of your PMO are not foreign to the intent of mission and visionstatements either, as these tools are used quite frequently in strategic plans, oncompany web sites, and in a multitude of business communications to establisha common perception of a goal or business entity. Launching your PMO withoutthese two pieces of the big picture in hand does not necessarily translate intodisaster, but it definitely increases the obstacles along your path.1—
  • 3. Hass Howard, 2009For the purposes of this report, we will concentrate on forming an informationtechnology (IT) centric PMO for a company with operations throughout NorthAmerica. By first defining the mission of the PMO, we establish a sharedunderstanding of the PMO’s purpose. Provided below is the sample missionstatement that we will use for this fictional PMO. Establish excellence in the management of IT projects by offering project management support services to the enterprise, enabling the successful completion of IT initiatives on time and within budget where customer requirements are consistently met or exceeded.There are a few elements of the mission statement that you should take noticeof, particularly its clear expression of the PMO’s major intent, “Establishexcellence in the management of IT projects”. Users of the PMO are alsoidentified, “…project management services to the enterprise.” How the PMOcontributes to the IT Division’s achievement of the company’s strategic goals isalso addressed, “…successful completion of IT Initiatives on time and withinbudget where customer requirements are consistently met or exceeded.” The Enterprise IT PMO empowers project managers, and anyone involved in the administration of an IT related project, to leverage a set of proven project management best practices, tools, and processes to consistently deliver projects on time and within budget, maintaining no more than a +/- 10% variance between actual and estimated projects’ costs and durations, where customer satisfaction ratings are routinely 95% or greater for all initiatives contained within the IT Project Portfolio.2—
  • 4. Hass Howard, 2009Using the above mission statement, we will use Mission Statement Creationthe following vision to articulate the future 1. To create your missiongoal-state of the PMO. statement, first identify your organization’s “winning idea”.Even in this brief example, the linkagebetween mission and vision are clear. While 2. Next identify the key measures of your success. Make sure youthe mission emphasizes the aim of the PMO, choose the most importantthe vision inspires the members and customers measures (and not too many ofof the PMO by depicting the increased them!)capabilities and efficiencies that everyone will 3. Combine your winning ideabenefit from once the mission is realized. As and success measures into ayou construct your mission and vision tangible and measurable goal.statements under this rapid model, consider 4. Refine the words until youthem to be conversation catalysts that you have a concise and precisecan quickly employ to engage all levels of statement of your mission, which expresses your ideas,staff in the PMO design and implementation measures and desired result.discussions. Vision Statement CreationPMO Mission and Vision ExamplesThere are many techniques that your 1. First identify your organization’s mission. Thenorganization can leverage to quickly generate uncover the real, human valuea mission and vision statement for your PMO. in that mission.Mind Tools, a leader in the skills building field, 2. Next, identify what you, yourprovides a very effective and straightforward customers and otherseven (7) step process for defining a mission stakeholders will value mostand vision statement (see figure A). This is one about how your organization will achieve this mission. Distilof many practices that you can follow. these into the values that yourThroughout the Internet there are also many organization has or shouldgood examples of PMO mission and vision have.statements that your organization can use to 3. Combine your mission andguide the creation of its own PMO mission and values, and polish the words until you have a visionvision. statement inspiring enough to energize and motivate people inside and outside your organization. (Mind Tools Ltd., 2008) Figure A3—
  • 5. Hass Howard, 2009When visiting the State of North Carolina’s Enterprise Project ManagementOffice (EPMO) web page, the mission and vision statements are two of the firstitems you view on their home page. Similar to our fictional mission and vision,the State of NC EPMO employs brief paragraphs to communicate its mission andvision. Mission Example Mission Example “To provide leadership for the improvement and expansion of Project “To enable successful completion of projects and realize their benefits, the Management across state government through coordination and PMO will: communication, standardization and measurement, and mentoring and coaching.”Collaborate with State agencies to help ensure achievement · (State of NC EPMO) of their project goals and objectives. Vision Example · Conduct project tracking, review and oversight on behalf of the Legislature. “The EPMO provides professional oversight to facilitate successful IT · Encourage adherence to repeatable project management projects through assessing projects and facilitating resolution of issues, processes with established standards and measurement risks and roadblocks and by providing early warnings if a project is likely criteria. to fail. The EPMO does this through project management methodologyand o Provide sustainable applying professional experience best practices and by best practices tools.complete information to the SCIO and providing full and to ensure the SCIO can respond appropriately. management EPMO) o Coordinate statewide project (State of NC training, coaching and mentoring programs. ” o Actively participate in project governance. (Office of Enterprise Technology)The University of North Texas uses a briefer, yet still effective, vision statement forits PMO. Vision Example “Create a foundation within CITC for enhanced awareness and collaboration, increased efficiency, and more consistent delivery of the right projects at the right time with the right resources.” (U of North Texas PMO, 2008)4—
  • 6. Hass Howard, 2009Bullet points are also another practical vehicle for publicizing your PMO’s missionand vision. The State of Minnesota combines brevity and bullet points toarticulate its PMO’s mission.The style of your mission and vision statements should resemble the culture ofyour company. Some organizations compose missions and visions that spanseveral pages. With the objective of this undertaking being to establish a PMOof value as expeditiously as possible, I caution the use of lengthy mission andvision statements. Besides, it is much easier for people to remember concisemission and visions that are very compelling.What’s Next?Establishing a mission and vision without any measurement goals is akin toplanning a trip without any target travel dates. Forming the picture of what youseek to accomplish is only part of the equation. To truly energize the enterprisearound project management maturity, tangible goals and strategies shouldaccompany the PMO mission and vision. Individual, team, and departmentalcontributions can then be continually assessed against the achievement of thestated goals and strategies. Next in the Series: Report #2: Adding Teeth to the Mission and Vision5—
  • 7. Hass Howard, 2009Works CitedMind Tools Ltd. (2008). Mission Statements & Vision Statements. Retrieved January 7,2009, from Mind Tools Web site:http://www.mindtools.com/pages/article/newLDR_90.htmOffice of Enterprise Technology. (n.d.). PMO Mission and Vision. Retrieved January 7,2009, from The Office of Enterprise Technology State of Minnesota:http://www.state.mn.us/portal/mn/jsp/content.do?subchannel=-536890651&programid=536910278&id=-536890276&agency=OETwebState of NC EPMO. (n.d.). Enterprise Project Management Office, State of NorthCarolina. Retrieved January 7, 2009, from Enterprise Project Management Office, Stateof North Carolina: http://www.epmo.scio.nc.gov/U of North Texas PMO. (2008, April 18). University of North Texas PMO. RetrievedJanuary 7, 2009, from University of North Texas Computing and InformationTechnology Center: http://pmo.unt.edu/6—