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© 2013 Deployments Factory
How to boost your PMO – 25/06/2013
@ Abbaye Neumünster, Luxembourg
Thibaut De Vylder, CEO
“Make...
© 2013 Deployments Factory
How to boost your PMO with the right information?
2
© 2013 Deployments Factory
What is a PMO?
What is a data-driven PMO?
How we do it & real examples
Agenda
3
© 2013 Deployments Factory
Part 1 - What is a PMO?
4
© 2013 Deployments Factory
Enterprise PMO
Line PMO
Functional PMO
‘Métier’ PMO
Types of PMO
The more general and
transvers...
© 2013 Deployments Factory
The top priorities of a PMO?
 Improving Resource Management
 Assuring the consistent applicat...
© 2013 Deployments Factory
Common PM & PMO issues
Some issues are regularly pointed out by our clients
 No unique list of...
© 2013 Deployments Factory
3 core PMO Processes
9
CM
-
Change
Management
PPPM
–
Project, Program
& Portfolio
Management
DM...
© 2013 Deployments Factory
Data in traditional PM toolt
PM tools manage much info per project and
produce global ‘static’ ...
© 2013 Deployments Factory
Data in traditional PM tool
Project 1
Project n
t
Piloting Projects is not managing projects
Pr...
© 2013 Deployments Factory
Part 2 - What is a data-driven PMO?
12
© 2013 Deployments Factory
Information life cycle
rogram
PMO
Data
PMO
Information
PMO
Governance
Organisations generate
da...
© 2013 Deployments Factory
3 levers for improvement
rogram
PMO
Data
PMO
Information
PMO
Governance
Organisation
Focus of D...
© 2013 Deployments Factory
Step 1 – Capture your PM data
14
© 2013 Deployments Factory
 Project ID
 Project Name
 Project Manager
 Start Date
 Finish date
 Status
 Progress
 ...
© 2013 Deployments Factory
16
© 2013 Deployments Factory
Step 2 - Add relevant data from other
systems
17
© 2013 Deployments Factory
Types of systems interacting with PMOs
Systems with
different data
OR
Systems with
same data bu...
© 2013 Deployments Factory
Capture useful data from other systems
 Project ID
 Project Name
 Project Manager
 Start Da...
© 2013 Deployments Factory
20
© 2013 Deployments Factory
Qualify these useful data
 Project ID
 Project Name
 Project Manager
 Start Date
 Finish d...
© 2013 Deployments Factory
22
© 2013 Deployments Factory
Step 3 – Transform your data into
information
23
© 2013 Deployments Factory
Build Key Performance Indicators
KPI #1 – Progress vs Budget consumed
KPI #2 – Milestones achie...
© 2013 Deployments Factory
Build Key Performance Indicators
 Progress vs Budget
 Milestones vs Budget
 Progress vs Cale...
© 2013 Deployments Factory
26
© 2013 Deployments Factory
Step 4 – Build your PMO memory
27
© 2013 Deployments Factory
Build your PMO ‘memory’
Project 1
Project n
t1 tp
Historise
combined data
and KPI’s
 Project I...
© 2013 Deployments Factory
29
© 2013 Deployments Factory
Step 5 – Visualize your information in
a different way
30
© 2013 Deployments Factory
 Jan 2013 data
 Poor DQ
 Rainy
 March 2013 data
 Better DQ
 Sunny
31
© 2013 Deployments Factory
Part 3 - How we do it
& real examples
33
© 2013 Deployments Factory
Functional Architecture
33
321
© 2013 Deployments Factory
PROPILOT
 Generic
 Fits to your needs
 Any levels
 Any parameters
 Core functionalities
 ...
© 2013 Deployments Factory
GENERIC DATAFACTORY
D. RestituteC. TransformA. Capture
Structured
Extractors
Enrichments
Data
Q...
© 2013 Deployments Factory
Reporting samples
any type
any form
any support…
36
© 2013 Deployments Factory
Dynamic dashboard samples
37
© 2013 Deployments Factory
Conclusion : This enables to …
Work with RELIABLE information
Work with UNDERSTANDABLE informat...
© 2013 Deployments Factory
 Being non intrusive
 Simplicity : use of a limited set of
functional data vs. all technical ...
© 2013 Deployments Factory
Relevant PMOs in Financial Sector
 Facility Project Office Branches – 1999/2003
 Facility Pro...
© 2013 Deployments Factory
Q&A
41
© 2013 Deployments Factory
Deployments Factory SA
• Rue Guillaume Stocqstraat 79
• 1050 Brussels - Belgium
• Tel: +32 2 29...
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130625 How to boost your PMO with the right information?- Tue 25th of June in Luxembourg by Thibaut De Vylder

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What are you expecting as a PMO stakeholder?
· To decrease the risk failure
· To keep projects delivered on budget & on time
· To improve the quality of your project deliverables
· To make sure your programs deliver the expected benefits

These goals are reached through:
· Standardization (methodology, common metrics, processes…)
· Integrated Planning (resources, budget, milestones…)
· Multi-projects coordination (consolidated and aggregated views)
· Monitoring (progress, key performance and quality indicators)
· Issue tracking (predictive alerts)

The pace of the business and the volatile economic conditions have reinforced the need to have an efficient and agile PMO. Yet in many organizations the PMO fails to deliver the promised results… Most PMOs failures are leading to delays, additional costs and scope discrepancies because of incomplete or irrelevant information. How can you address these challenges in an innovative and cost-effective way?

With more than 10 years’ experience in project and information management, Deployments Factory has developed a data-driven approach which increases the global value of your PMO while decreasing its costs.

During this breakfast session we will explore how data-driven PMO is changing the way PMO stakeholders manage and track their projects with catchy, relevant and trustworthy information feeding your governance bodies.

This session is intended for CxO's, PMO sponsors, Portfolio, Program & Project Managers/Officers who are curious about the benefits of data-driven management principles in the context of PMOs.

It's time for your organization to boost your PMO using the power of information! Don’t miss Deployments Factory’s event on the Data-driven PMO.

With the support of
Olivier Vansteelandt, CIO AXA Luxembourg as Guest Speaker

Published in: Business, Technology
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Transcript of "130625 How to boost your PMO with the right information?- Tue 25th of June in Luxembourg by Thibaut De Vylder"

  1. 1. © 2013 Deployments Factory How to boost your PMO – 25/06/2013 @ Abbaye Neumünster, Luxembourg Thibaut De Vylder, CEO “Make informed decisions” v2.7
  2. 2. © 2013 Deployments Factory How to boost your PMO with the right information? 2
  3. 3. © 2013 Deployments Factory What is a PMO? What is a data-driven PMO? How we do it & real examples Agenda 3
  4. 4. © 2013 Deployments Factory Part 1 - What is a PMO? 4
  5. 5. © 2013 Deployments Factory Enterprise PMO Line PMO Functional PMO ‘Métier’ PMO Types of PMO The more general and transversal the scope. The more content specific 5
  6. 6. © 2013 Deployments Factory The top priorities of a PMO?  Improving Resource Management  Assuring the consistent application of defined processes  Implementing reporting, analytics & dashboards  Implementing Performance measurement process  Implementing Governance Processes Source : PM Solutions Research Report, 2010 6
  7. 7. © 2013 Deployments Factory Common PM & PMO issues Some issues are regularly pointed out by our clients  No unique list of projects  No clear distinction between project, maintenance and support activities  PMs and project resources have unclear priorities  The baseline of the projects is not documented and monitored centrally  Interdependencies between projects not defined  Project progress is not reported on a standardised way  This results into a lack of view, control and efficiency 8
  8. 8. © 2013 Deployments Factory 3 core PMO Processes 9 CM - Change Management PPPM – Project, Program & Portfolio Management DM - Demand Management
  9. 9. © 2013 Deployments Factory Data in traditional PM toolt PM tools manage much info per project and produce global ‘static’ pictures with last relevant data coming from one system 9
  10. 10. © 2013 Deployments Factory Data in traditional PM tool Project 1 Project n t Piloting Projects is not managing projects Project n 10
  11. 11. © 2013 Deployments Factory Part 2 - What is a data-driven PMO? 12
  12. 12. © 2013 Deployments Factory Information life cycle rogram PMO Data PMO Information PMO Governance Organisations generate data (referentials, progress, budgets, orders, invoices, forecasts, meteo...) Decisions impact the organisation Data is controlled & transformed into intelligent Information (KPIs, trends...) Input is available to make informed decisions (faster, better and more reliable) decisions Other sources Organisations use other data to complete theirs Organisation 13
  13. 13. © 2013 Deployments Factory 3 levers for improvement rogram PMO Data PMO Information PMO Governance Organisation Focus of DepFac intervention Capture of useful data 3 Restitution of right info, at the right time & in the right format  data-driven management 2 Transformation of data into info Other sources 1 4 Driving actions through existing management 14
  14. 14. © 2013 Deployments Factory Step 1 – Capture your PM data 14
  15. 15. © 2013 Deployments Factory  Project ID  Project Name  Project Manager  Start Date  Finish date  Status  Progress  Meteo Signaletic Progress Tasks Figures Teams OBS link Only a few indicators are useful to pilot your projects Capture only the useful functional data 15
  16. 16. © 2013 Deployments Factory 16
  17. 17. © 2013 Deployments Factory Step 2 - Add relevant data from other systems 17
  18. 18. © 2013 Deployments Factory Types of systems interacting with PMOs Systems with different data OR Systems with same data but which doesn’t necessarily agree PMO PM tools Budgets Accounting ERP’s Helpdesk Purchase order maker List of activities Testing automates Code qualification Reporting tools … 19
  19. 19. © 2013 Deployments Factory Capture useful data from other systems  Project ID  Project Name  Project Manager  Start Date  Finish date  Status  Progress  Meteo Common management project reports are not consistently generated from project management software. PWC, 2009  Consumption  Project Manager  Key MilestonesOperational tools  Budgets Accounting Budgets 19
  20. 20. © 2013 Deployments Factory 20
  21. 21. © 2013 Deployments Factory Qualify these useful data  Project ID  Project Name  Project Manager  Start Date  Finish date  Status  Progress  Meteo  Consumption  Project Manager  Key MilestonesOperational tools  Budgets Accounting Budgets  015  Accounting  Marc Faucon  1/01/2013  31/12/2020  Approved   Sunny  160  90%  Jean Lannoy  50% Common management project reports are not consistently generated from project management software. PWC, 2009 21
  22. 22. © 2013 Deployments Factory 22
  23. 23. © 2013 Deployments Factory Step 3 – Transform your data into information 23
  24. 24. © 2013 Deployments Factory Build Key Performance Indicators KPI #1 – Progress vs Budget consumed KPI #2 – Milestones achieved vs Progress KPI #3 – Budget consumed vs Elapsed calendar % Progress < % Budget % Progress >= % Budget % Milestones achieved < % Progress % Milestones achieved >= % Progress % Budget < % Elapsed calendar % Budget >= % Elapsed calendar Key Performance Indicators must be  Clear and focused towards performance targets  Expressed quantatively  Relevant 24
  25. 25. © 2013 Deployments Factory Build Key Performance Indicators  Progress vs Budget  Milestones vs Budget  Progress vs Calendar Enrich your data by calculating the missing elements  Project ID  Project Name  Project Manager  Start Date  Finish date  Status  Progress  Meteo  Consumption  Project Manager  Key Milestones  Budgets  Project ID  Project Name  Project Manager  Start Date  Finish date  Status  Progress  Meteo  Consumption  Project Manager  Key Milestones  Budgets 25
  26. 26. © 2013 Deployments Factory 26
  27. 27. © 2013 Deployments Factory Step 4 – Build your PMO memory 27
  28. 28. © 2013 Deployments Factory Build your PMO ‘memory’ Project 1 Project n t1 tp Historise combined data and KPI’s  Project ID  Project Name  Project Manager  Start Date  Finish date  Status  Progress  Meteo  Trend  Budget  % Consumed budget  Project Manager  % milestones achieved  KPIs 28
  29. 29. © 2013 Deployments Factory 29
  30. 30. © 2013 Deployments Factory Step 5 – Visualize your information in a different way 30
  31. 31. © 2013 Deployments Factory  Jan 2013 data  Poor DQ  Rainy  March 2013 data  Better DQ  Sunny 31
  32. 32. © 2013 Deployments Factory Part 3 - How we do it & real examples 33
  33. 33. © 2013 Deployments Factory Functional Architecture 33 321
  34. 34. © 2013 Deployments Factory PROPILOT  Generic  Fits to your needs  Any levels  Any parameters  Core functionalities  Define stable parameters  Change stable parameters  Update progress parameters  Aggregate levels  Easy-to-use user interface  Security  Technology  Full web technology (HTML5)  Ipad / Android compliant  Use  Fit for Transformation, performance, PMO… http://testing.depfac.com/propilot 35
  35. 35. © 2013 Deployments Factory GENERIC DATAFACTORY D. RestituteC. TransformA. Capture Structured Extractors Enrichments Data Quality Analysis Distribution B. Store Raw data Measures & KPI’s Quality indicators & KQI’s Reportin g data Unstructured Extractors Reporting - Reports - Dashboards - Triggers & exceptions - Other ERP’s, EPM’s… Proprietary Solution Web & custom tools XLS, CSV, XML… Documents, emails, pdf… Semi- Structured Extractors … Simulations Predictions 35
  36. 36. © 2013 Deployments Factory Reporting samples any type any form any support… 36
  37. 37. © 2013 Deployments Factory Dynamic dashboard samples 37
  38. 38. © 2013 Deployments Factory Conclusion : This enables to … Work with RELIABLE information Work with UNDERSTANDABLE information Manage BY EXCEPTION Go back in the past with HISTORISATION Detect TRENDS and anomalies Click through with 360° in depth analysis 38
  39. 39. © 2013 Deployments Factory  Being non intrusive  Simplicity : use of a limited set of functional data vs. all technical data  Time to deliver : short term delivery with first iterations in weeks & full solution in months  Generic : valid for all types of PMOs  Coherence : wide range of stakeholders using the same information  Leverage of previous investments Our commitments 39
  40. 40. © 2013 Deployments Factory Relevant PMOs in Financial Sector  Facility Project Office Branches – 1999/2003  Facility Project Office Corporate Building - 2004/2006  Global Basel 2 Program PMO @ Global B2 Program Management - 2007/2009  Basel 2 Program Risk PMO @ Central Risk Management - 2006/2008  Demerger PMO FBN/ABN/Fortis – 2008/2011  ‘Mission du rapprochement’ PMO @ BNPParibas - 2010/2013  Transversal IT PMO @ TOPS - 2011/2013  ADM IT function PMO @ TOPS/ADM - 2011/2013  Central Program Management @ BNPParibas - 2012/2015  APAC PMO @ BNPParibas - 2013/2016 Présentation Associate 12/12/2011
  41. 41. © 2013 Deployments Factory Q&A 41
  42. 42. © 2013 Deployments Factory Deployments Factory SA • Rue Guillaume Stocqstraat 79 • 1050 Brussels - Belgium • Tel: +32 2 290 63 90 - Fax: +32 2 290 63 99 • Email: info@depfac.com • Twitter: @depfac Questions? More Information? 42

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