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An FT Story: The PMO Evolution - Financial Times, Jo Dourou | FuturePMO 2019

In this presentation Jo guided delegates along the evolutionary journey of the PMO at the FT, spawning from an admin to a data-driven function. Establishing new technologies and automation at its core, the PMO has filled a void between Finance and IT, with its intelligent use of data. Jo demonstrated how enhancing the communication and collaboration amongst business stakeholders, through the PMO, led to a more balanced and integrated approach in reaching business objectives and achieving greater financial transparency and performance. Jo Dourou presented at FuturePMO 2019 which is a 1 day PMO conference hosted by Wellingtone. www.FuturePMO.com

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#FuturePMO
AN FT STORY:
THE PMO EVOLUTION
Jo Dourou
www.ft.com
#FuturePMO
DID YOU KNOW THAT...
“65% of the PMOs are considered ‘bureaucratic’ by stakeholders”?
(2013 Gartner PPM Summit)
#FuturePMO
YOUR PMO
“NICE TO HAVE?”
“MUST HAVE?”
OR
#FuturePMO
WHAT OTHERS THINK
“PMO.. WHAT?”
“One has not only an ability to perceive the world but an ability to alter
one's perception of it; more simply, one can change things by the manner
in which one looks at them.”
Tom Robbins
#FuturePMO
STEP 1
BE BOLD.
DREAM BIG.
“Never give up on your beliefs, your dreams or
your aspirations for you and your team.”
Don’t be afraid to take risks!
#FuturePMO
STEP 2
EVALUATE YOUR
CURRENT SITUATION
Maximise the profit of what is already in place.
Then enhance or change.

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An FT Story: The PMO Evolution - Financial Times, Jo Dourou | FuturePMO 2019

  • 1. #FuturePMO AN FT STORY: THE PMO EVOLUTION Jo Dourou www.ft.com
  • 2. #FuturePMO DID YOU KNOW THAT... “65% of the PMOs are considered ‘bureaucratic’ by stakeholders”? (2013 Gartner PPM Summit)
  • 3. #FuturePMO YOUR PMO “NICE TO HAVE?” “MUST HAVE?” OR
  • 4. #FuturePMO WHAT OTHERS THINK “PMO.. WHAT?” “One has not only an ability to perceive the world but an ability to alter one's perception of it; more simply, one can change things by the manner in which one looks at them.” Tom Robbins
  • 5. #FuturePMO STEP 1 BE BOLD. DREAM BIG. “Never give up on your beliefs, your dreams or your aspirations for you and your team.” Don’t be afraid to take risks!
  • 6. #FuturePMO STEP 2 EVALUATE YOUR CURRENT SITUATION Maximise the profit of what is already in place. Then enhance or change.
  • 7. #FuturePMO STEP 3 IDENTIFY YOUR CORE VALUE “Accuracy” is our core value. What you present is not going to be of any use unless it’s accurate.
  • 8. #FuturePMO STEP 4 CREATE A VISION “Improving the financial and benefits reporting to enable the successful delivery of future projects through a solid governance model and powerful data analysis.”
  • 9. #FuturePMO STEP 5 IDENTIFY STAKEHOLDERS & BUILD RELATIONSHIPS “33% of IT projects fail because senior management doesn’t get involved and requirements/scope change mid-way through the project.” Source: A Replicated Survey of IT Software Project Failures by Khaled El Emam and A. Güneş Koru, 2008.
  • 10. #FuturePMO STAKEHOLDERS PMOFinance Internal Audit Procurement Data Analytics You can’t evolve alone Bring stakeholders in. Work with other departments, learn and expand your knowledge. To do something valuable for your organisation you need to bring a well rounded view of it in the discussion.
  • 11. #FuturePMO STEP 6 CREATE A DETAILED PLAN Think of the “Benefits Dependency Network”. Pick challenging objectives. Aim for the impossible, aim for the top.
  • 12. #FuturePMO BENEFITS DEPENDENCY NETWORK Benefits Dependency Network QA template improvement Risks/Issues going digital Question, challenge, action More accurate info Programme + Project Managed and Tracked correctly More quality assurance focused PMO Enabling changes Business Changes Outcomes Benefits Objectives Benefits Framework Targets clearly defined Scrutiny of KPIs: Well defined Relevant all year Welcoming change Understanding & communicating change in priorities Less forecast focused, more outcome driven Cost savings/Avoidance Improve Business Culture of measuring & recognising both success & failure Focus on measuring progress, value and success PLs/POs accountable Clearly defined KPIs for regular & easy reporting Documentation (Guides, Policies) Pair working Self-development, train ourselves Educate Business More professional team More productive and consistent More bonded team: better communication, increased knowledge sharing Make PMO more agile (internal processes) Raise of health score Raise of PMO and profile Changing stand-up format System to control and manage changes to KPIs/Targets 4 5 6 Highlight issue early & escalate 12 Enablers Projects Outcomes Benefits Objectives WHYHOW
  • 13. #FuturePMO STEP 7 GIVE YOURSELF TIME Change doesn’t happen overnight; especially good change. Don’t stop doing, unless you stop to think how you are doing.
  • 14. #FuturePMO OUR JOURNEY PURE ADMIN FOCUSED PMO PPM TOOL IMPLEMENTATION COMPLETE 2016 2017 EVOLUTION PLANNED & KICKED OFF/ BENEFITS REVIEW & KPIS 2018
  • 15. #FuturePMO OUR JOURNEY DATA ANALYSIS, REPORTING, AUTOMATION OF PROCESSES 2018 2019 RETURN ON INVESTMENT, PROVIDING BUSINESS EXCELLENCE
  • 16. #FuturePMO WE ASKED OURSELVES What if we analysed our data in a way that shows us which projects have the highest ROI and the lowest cost? What if we analysed our data in a way that shows where our money is spent, why? THE ‘WHY’ BEHIND THE SPEND What if we could prevent unnecessary spend by determining the “why” before the “what”? THE PROACTIVE INSIGHT ROI CALCULATIONS ● Retention? ● Acquisition? ● New Revenue? ● Cost avoidance? ● Cost? ● Revenue? ● Reactive? ● Proactive?
  • 17. #FuturePMO HOW DID WE EVOLVE? 1 2 3 New PPM Centralised Data Categorisation of All Data This was our key enabler and it allowed us to incorporate visuals and graphics and make the most of our data. It also allowed us to use data from business. We added all data in the system and tagged projects and programmes with every piece of information we needed for analysis. Analyse again and again, go back to correct your data and increase your knowledge every single time. Expansion of Remit Repeated Analysis Our Tech & Product Admin PMO turned into an Enterprise PMO and under our remit of responsibility now fall Print Sites, Facilities, HR & Finance projects. We categorised and grouped our data, in order to be able to compare them properly and gain valuable insight from it. 4 5 6 Nice-to-have functionalities Small little touches go a long way and they make such a big difference to stakeholders and their perception of you.
  • 18. #FuturePMO BENEFITS DATA ANALYSIS ACCURACY ROI SCRUTINY Use your data Make it accurate Focus on ROI Pay attention 172 hours/mth of support redirected to analytical work <5% discrepancy between forecast and YTD spend >80% of projects tracked achieved expected ROI PROFIT It’s all about £ 100% more scrutiny on projects’ KPIs and expected benefits >£2m Capex costs avoided early and £110k Opex saved year on year
  • 19. #FuturePMO STEP 8 OFFICIALLY REBRAND YOUR PMO No change happens if you don’t make it official and repeat it. “Repetition is the mother of learning, the father of action, which makes it the architect of accomplishment.” Zig Ziglar
  • 20. #FuturePMO SYNOPSIS “Influence is our inner ability to lift people up to our perspective.” Joseph Wong Be bold, find your core value, create your vision, create a plan and see it through, rebrand yourselves and repeat what you know of you, until everyone else does too.