PMO Setup with Microsoft Project Online

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Jan. 12, 2018

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PMO Setup with Microsoft Project Online

  1. page 1page 1 #project #process #change MS Project Bangkok Meetup 2018-01-11 next level consulting APAC · 8 Eu Tong Sen Street #14-94 · Singapore 059818 · · +65 3159 1491
  2. page 2 French, 20+ years in ASEAN Various Experiences > Banking > IT Vendors > Training / Consulting Project and IT Service Management > ITIL / DEVOPS Certified Trainer > Accredited Facilitator for Business Simulations (ITSM, & PM) Gamification Explorer MOOC enthousiast > EDX, Coursera, etc … Aspiring Game Designer Traditional & Boardgame > GO (Baduk) > Euro style game (slow) Long Distance Runner (Marathon and +) 2 About me (Project / Program / Portfolio)
  3. page 3 We are specialised in Project Management Change Management Process Managem Industries: IT, telecommunications, engineering, energy, industry, pharmaceuticals, automotive, logistics, banking and insurance, public administration, health, NGOs and many more.
  4. page 4 What we can do for you Training & Development Consulting Coaching Interim Management Software Emotional Inspiration
  5. page 5 Agenda • What is a PMO? • Why having a PMO? • How to setup a PMO? • Quick MS Project Online intro • PMO Examples: • Discussion / Q&A
  6. page 6 What is a PMO? In larger companies, a PMO can consist of a department that deals with project management issues across the organization, such as: • project management • governance, • implementation, • training, • researching project management needs, • or determining the best way to build useful reports. In small or medium businesses, a PMO can range from a single person to a small group of people, but can also scale to try to address the same issues as in large businesses.
  7. page 7 The common goals of all PMOs • Driving and evangelizing the project management adoption (Process and Tools) • Simplifying project management for the organization’s users by automating processes (into the tool). • Creating policies, procedures and best practices around project management functions. • Being the project management subject matter experts by serving as a ‘Center of Excellence’ for all things project management, and providing training on project management best practices and tools. • Being empowered by executive sponsorship to make and enforce change through their recommendations.
  8. page 8 Why a PMO? Top 5 1. Limited Visibility into Project Performance 2. You have limited resources and capacity planning is an issue 3. There is no consistent methodology for project delivery 4. There is a lack of ownership and/or accountability 5. Projects often come in late or over budget and fail to meet the objectives
  9. page 9 Why a PMO? 1. Limited Visibility into Project Performance Limited visibility into projects and resources is one of the leading causes of project failures. Centralising all of your project and resource management in a central function, whether at the departmental or organisational level lets you easily address key questions, such as: • What work is being performed by who, and when? • How are specific projects aligned with corporate priorities? • How is the Return on Investment for specific projects calculated?
  10. page 10 Why a PMO? 2. You have limited resources and capacity planning is an issue Most organisations experience resource capability planning issues, which is greatly compounded when projects are managed in isolation. A PMO helps to significantly reduce these issues by centralising the selection and prioritisation of projects - using Project Portfolio Management techniques and tools to select the right projects at the right time based on resource and financial constraints.
  11. page 11 Why a PMO? 3. There is no consistent methodology for project delivery Inconsistencies in the way projects are managed make it extremely difficult to report on status and progress. With the advent of cloud-based project and portfolio management solutions, a standard toolset to manage projects, programmes and portfolios is now within the reach of most organisations. Even with the most basic project management solution you can standardize the way your project managers plan projects, request resource and report on status and progress.
  12. page 12 Why a PMO? 4. There is a lack of ownership and/or accountability Ownership and accountability are key to project success, and an area where tools such as project portfolio management software really come into play. Project portfolio management tools provide the framework for you to ensure all projects have clear ownership and there is accountability to the business. From simply defining what resource and expenditure is required to deliver the project, through to outlining the key deliverables and benefits, PPM tools help you build a business case for each project to be used in selection and prioritisation. A top down approach to PPM greatly simplifies this approach.
  13. page 13 Why a PMO? 5. Projects often come in late or over budget and fail to meet the objectives It would be a bit short sighted to simply say a PMO will eliminate late or over budget projects, but a PMO equipped with the right tools and the right processes will certainly limit project failures through extending the planning horizon, ensuring project selection and prioritisation are in line with resource and financial constraints, and as we saw earlier, by providing greater visibility and control over the entire project lifecycle you will be able to react faster to issues as they happen make more informed decisions on corrective actions.
  14. page 14 For more information: PMI pmo.pdf
  15. page 1515 How to setup a PMO? Continual Improvement Process
  16. page 16 How to setup a PMO? AS IS • Current state analysis • Processes and tools • Stakeholder analysis • Maturity Assessment TO BE • Scope • Roles and Responsibilities Gap Analysis / Setup • Skills /Training • Governance • Process • Tools Operate • Knowledge Transfer / Hand Over • ROB = “Rhythm of Business”
  17. page 1717 How to setup a PMO by Phases Phase 1 • PMO Assessment and Strategy • Identify Senior Sponsor Phase 2 • PMO Initiation • Create Business Case and Charter of the PMO Phase 3 • Establish the PMO • Create Master Project List by priority Phase 4 • PMO Implementation • Pilot PMO • PMO Operation Phase 5 • PMO Embedding and Improvement • PMO Embedding and Improvement
  18. page 18 “AS IS” Assessment • PMO Maturity Cube (PMI) • /maturity-cube-self-assessing- performance-6437 • P3M3 – Prince 2 – Axelos • practice-solutions/p3m3/p3m3- maturity-model • Portfolio, Program and Project Management Using COBIT 5 • Pages/portfolio-program-and- project-management-using-cobit- 5.aspx • Self/Internal Assessment
  19. page 19 P3M3® - Maturity Model The model to measure > Project Management Maturity > Programme Management Maturity > Portfolio Management Maturity Registered Trade Mark of the Office of Government Commerce (OGC) Published by The Stationery Office (TSO) > Developed 2006 > Revised edition 2008 P3M3 has developed into a standard maturity assessment model P3M3 is based on CMMI P3M3 contains > – 3 models > – 5 maturity levels > – 7 perspectives
  20. page 20 ISACA/ COBIT
  21. page 21 Self/Internal Assessment Project Inventory • Project name • Owner • Start/end Date • Scope/Value • Documentation People • "Project Manager" • Skills / Exp • Certification • Culture Governance • Organization Structure • Documentation requirements Technology • Project Tracking • Collaboration tools • Document Management
  22. page 22 PMO - Example Organization: MNC – IT Organization Challenges: • Poor visibility into project progress • Late escalations • Impact 1. Inaccurate revenue forecast 2. Resource utilization/planning 3. Increase project cost Implementation: • PMO coordinator • Weekly review of project status • Traffic Light Report • Escalation Lessons Learned: • Simplify reporting (Excel, …)
  23. page 23 PMO - Example Organization: Local – IT Organization Challenges: • Change in revenue recognization • Multiple manual reporting systems • Impact 1. Heavy reporting effort 2. Accuracy Implementation: • Project Online • Product Training • Tools adoption Lessons Learned: • Be clear about the PMO objectives
  24. page 24 PMO - Example Organization: Local – Construction : (Top 5) Challenges • Heavy manual reporting • Delay / Inaccurate data • Need to integrate with 3rd party (Sales, Marketing) Implementation: • Project Server • Integration • Tools adoption Lessons Learned: • Be clear about the PMO objectives
  25. page 25 PMO - Example Organization: International– Non-Profit Challenges • Poor or No PM practice • No tools (Excel or nothing) • No consistency • No visibility • … Implementation: • Project Online • Training/Workshop • Tools adoption • PMO Operation Lessons Learned: • Budget (long term) • “AS IS” situation important • 2 Days Workshop very productive
  26. page 26 Project Online Overview
  27. page 27 Project Microsoft Office 365 services SaaS/Software AsAService
  28. page 28 Project TargetAudience For team members, project participants, business decisionmakersProject Online Microsoft Project Online services Office365Service Project Pro for Office 365 For project managers, resource managers, PMO,business decision makers For project managers, resource managers
  29. page 29 Project Project Online - top 10 benefits 1. Online Project Portfolio Management (PPM) 2. Get Started Quickly 3. Take Action 4. Improve Governance And Control 5. Effectively manage resources 6. Strengthen everyday collaboration 7. Seamlessly communicate 8. Make data-driven decisions 9. Improve IT Management 10. Quickly Innovate
  30. page 30 Project Terms  Plans  Provisioning  Tenant  Project Online  Project Web App  Project Pro for Office 365  Project Online with Project Pro for Office 365
  31. page 31 Plan Description Target users Project Online Essentials 1 •Web-based interface for team members •Update tasks, issues, and risks •Submit timesheets •Share documents and collaborate with Skype for Business presence Team members Project Online Professional 1 All of the Project Online Essentials functionality, plus: •Rich user interface through desktop client •Anytime/anywhere access through Web interface •Project scheduling and costing •Resource management •Publishing projects to the cloud •Includes the most current version of the Project desktop application, instantly streamed to your Windows PC. •Each subscription license allows for up to five concurrent installations of the Project desktop application. Project managers Project Online Premium 1 All of the Project Online Professional functionality, plus: •Portfolio selection and optimization •Demand management •Enterprise resource management •Out-of-box portfolio reports Portfolio and resource managers
  32. page 32
  33. page 3333 Example:
  34. page 3434 Example:
  35. page 35
  36. page 36 Power BI
  37. page 37 Power BI
  38. page 3838 PM Education: Workshop
  39. page 39 Recommended Material
  40. page 40 Links MS Project Online: • management-software?tab=1 • • • management-in-the-cloud-14060
  41. page 41page 41 Q&A and Discussion #project #process #change
  42. page 42page 42 Thank You ! Interim Management Software Emotional Inspiration Training and Development Consulting CoachingAbout us next steps