CONSULTING MICROSOFT PPM TRAINING
Maturing your PMO
Through its Teenage
YearsMarisa Silva, The Lucky PM
CONSULTING MICROSOFT PPM TRAINING

CONSULTING MICROSOFT PPM TRAINING
Who I am
• Experienced PPM consultant, trainer, and speaker
• Passionate and intrigued by projects and PMOs
• Senior Consultant at Wellingtone Project Management
• Managing Director at in2PMO
• Programs Director at Project Managers Without Borders
• Committee Member at the APM PMO SIG
• Mentor at Project Managers Against Poverty
• Author of ‘Bedtime Stories for Project Managers (and
others with trouble sleeping)’
• MSc in Strategic Management of Projects (UCL)
• PMP, PRINCE2, MSP, MoP, P3O, IPMA-D, MCP, PMD Pro-2,
PMO-CC

CONSULTING MICROSOFT PPM TRAINING
Oh, the joy of teenage years!

CONSULTING MICROSOFT PPM TRAINING
8
5
of organisations
have a PMO
Has your PMO realised its full
potential
in contributing business value to
the organization?
45%
%
Source: The State of Project Management 2017

CONSULTING MICROSOFT PPM TRAINING
PMOs are suffering an identity crisis

CONSULTING MICROSOFT PPM TRAINING
What is maturity?
www.menti.com

CONSULTING MICROSOFT PPM TRAINING
What is maturity?

CONSULTING MICROSOFT PPM TRAINING
Maturity is not about age!
Which would you prefer to learn from?
2 20

CONSULTING MICROSOFT PPM TRAINING
Maturity is not about what you do!
Strategic / Portfolio
PMO
Operational PMO
Which is likely more mature?

CONSULTING MICROSOFT PPM TRAINING
What is maturity?
Maturity is about how
well you do the
functions that are
valued by your
stakeholders.

CONSULTING MICROSOFT PPM TRAINING
Why measure maturity?
• A data-driven assessment against recognized best practices
• An opportunity to measure alignment between your methodology and
practice
• Identified strengths and opportunities of your current capabilities
• A baseline for measuring improvement
• A defined roadmap for organizational improvement
• A case for organizational change

CONSULTING MICROSOFT PPM TRAINING
Why measure maturity?
Where are you today?
Where do you want to be?
How will you get there?
How well did you do?

CONSULTING MICROSOFT PPM TRAINING
What’s special about PMO’s maturity?
Organisatio
PMO
Individuals
What’s special about PMOs?

CONSULTING MICROSOFT PPM TRAINING
What’s special about PMO’s maturity?
People
ToolsPractices
PMO

CONSULTING MICROSOFT PPM TRAINING
PMO Value Enablers
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.

CONSULTING MICROSOFT PPM TRAINING
Measuring your PMO maturity
Initial
Defined
Standardis
ed
Managed
Optimisin
g

CONSULTING MICROSOFT PPM TRAINING
How mature is your PMO?
www.menti.com

CONSULTING MICROSOFT PPM TRAINING
How mature is your PMO?

CONSULTING MICROSOFT PPM TRAINING
Measuring your PMO maturity
Survey of
methodology and
processes
Spot checks of
selected projects
1-2-1 interviews
with PMO
stakeholders
What you think
you should be
doing
What you are
really doing
How
people
perceive it

CONSULTING MICROSOFT PPM TRAINING
Measuring your PMO maturity
3
4
2
2
2
3
4
3
3
2
4
3
2
4
3
0 1 2 3 4 5
Project Management Capability
Programme Management Capability
Portfolio Management Capability
Change Management and Communication Capability
Benefits Realisation Management Capability
Knowledge Management Capability
Resource Management Capability
Audit and Assurance Capability
Project and Programme Recovery Capability
Training and Facilitation Capabilities
Reporting Capabilities
Organisational Governance
Professionalism and Career Development
Tools and Technology
PMO Management
Maturity Level
ValueEnablers
PMO MATURITY LEVEL BY VALUE ENABLER

CONSULTING MICROSOFT PPM TRAINING
Defining your PMO Roadmap
Establish training in
methodology & practical
PM techniques and
support to live project
teams
Training & Support
Develop PMO capability to
support best practice Project,
Programme and Portfolio
Management
Project Management Office
Leverage enterprise PPM
solution to support
consistent approach and
enable visibility
Technology
Define a consistent,
practical, fit for purpose
PM Methodology &
Governance structure
Methodology
01
Develop
Methods
02
Leverage
PMO
03
Develop
PPM Tools
04
Training
&
Support

CONSULTING MICROSOFT PPM TRAINING
1. Don’t try to run before knowing how to
crawl
•Project requests
captured
•PM Methodology
•Governance defined
•QA Reviews
•Simple cost tracking
and scheduling
•Few but meaningful
reports
•Capacity
management
•Methodology
tailoring
•Training and
coaching
•Detailed cost
tracking and
scheduling
•Health checks
•Additional and more
sophisticated
•Capacity forecasting
•Portfolio planning
•Stage Gates
•Benefits realization
management
•Multiple what-if scenarios
•Predictive cost and
schedule management
•Integrated dashboards

CONSULTING MICROSOFT PPM TRAINING
Is this how
your Project
Managers are
reacting?

CONSULTING MICROSOFT PPM TRAINING
2. Beware of the law of diminishing returns
Time
Value
Optimal
Diminishing
Return
Quick
Improvement

CONSULTING MICROSOFT PPM TRAINING
3. You can’t manage what you can’t measure
Organizational
Drivers
Examples of KPIs
Value to Business
• Planned ROI vs actual ROI
• Planned benefits vs realized benefits
• % of projects with robust business cases
• % of projects aligned with strategic objectives
• % of projects stopped or cancelled
• € at risk
Productivity and
Efficiency
• # of days from project conception to project start
• % of resource utilization
• % of billable hours
• # of FTEs by project
• # of projects by project manager
Project Delivery
• % of projects on time
• % of projects on budget
• # of high risks active by month
• # of issues escalated by month
• # of change requests by project
PMO Performance
• Satisfaction scoring from key stakeholders
• % of projects following the established PM Methodology
• # of project health checks conducted
• # of workshops facilitated
• # of hours of training provided
• % of certified PMs

CONSULTING MICROSOFT PPM TRAINING
4. Communicate your value
• Report periodically on the progress of KPIs
• Report the effectiveness of the PMO itself
• Establish regular checkpoints with the PMO
Sponsor
• Advertise the PMO’s achievements
• Celebrate success!

CONSULTING MICROSOFT PPM TRAINING
5. Maturity is about learning
https://www.youtube.com/watch?v=JMJXvsCLu6s

CONSULTING MICROSOFT PPM TRAINING
So…what does a mature PMO look like?
 They work with stakeholders to understand their needs and
expectations (what is value to them)
 They deliver services which enable organizations not only to do the
things right but also to do the right things (how value is provided)
 They see maturity as a journey, and recognize that each project is
different
 They measure progress and performance, including their own (how
they know they are getting there)
 They communicate, learn, and communicate (how they demonstrate
value)

CONSULTING MICROSOFT PPM TRAINING
Age is just a number.
Maturity is a choice.

CONSULTING MICROSOFT PPM TRAINING