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Presentation PMO Fighter
- 1. A guide to be successful in large projects
- 2. Topics • • • • • • • What is PMO? Pushing and controlling skills PMO´s Kit “TBD” dilemma suffered by PMO Removing rugs The PMO Fighter secrets The successful formula
- 3. What is PMO ?
- 4. Definition Objective: support and administrate Project Management efforts in organizations. A Project Management Office (PMO) is a management structure that standardizes the Project-related governance processes and facilitates the sharing of resources, methodologies, tools and techniques. The responsabilities of a PMO can range from providing project management support functions to actually being responsible for the direct management of one or more projects.(PMBOK, 2013) PMO is an organizational entity responsible for integrate projects and provide products/services in the Supportive, Controlling and Directive levels. References: Project Management Office Program Management Office, Project Support Office Excelence Center in Project Management Project Control Office
- 6. Becoming familiar with the project "If you are not crazy pushing and controlling, you can be anything but a PMO“ understand the project at the highest level learn how to manage through an unfamiliar project identify action items, conflict of interest, main delays PMO´s Duty find out how to ask information and advice identify milestones, top issues and risks map stakeholders
- 7. PMO´s Kit
- 8. Kit 1 Templates have meeting minutes, status report, organizational structure, action items control 2 Contacts List from main managers and directors 3 WBS understand fastly the work to be done in the project 4 Risk Management create a probability and impact matrix of project´s risks 5 Roles and responsibilities matrix avoid problems between PMOs and PMs 6 Action Items Control have only 1 owner with due date 7 Follow-up process make sure that checking out the pending activities is part of your routine, whether daily or weekly 8 Critical Path keep close tabs to make sure the activities will be done by the deadline "The PMO´s biggest mission is to keep an eye on the upcoming “tsunamis” that might ruin the project"
- 9. Kit 9 Status Report report achievements, top issues & risks, action plan 10 Meeting Minutes register decisions, risks and action items 11 Schedule have a real vision of the project´s progress 12 S Curve helping to predict/foresee a direction change 13 Macro planning create “project stages vs. working fronts” through a timeline 14 Dashboard easily shows the team project/working fronts status 15 Visible Management making visible and easily understood the working front/project status 16 Working Tools automate content and project management
- 10. “TBD” dilemma suffered by PMO
- 11. Leading with famous “TBD” "Accepting and reporting TBDs might be a PMO’s risky behavior, because it might become a “lifestyle”. Suddenly all deadlines are missed …” Do not accept TBD Remove … “TBD” Request TBD date Establish the date
- 12. Removing rugs
- 13. Removing rugs "Try helping removing the “rugs” to show the truth and help the manager with the critical points and delays" • Making complex charts simple, consolidating them with number charts • Showing pending matters Simple Critical High level True • Complex schedules into a few lines and some important milestones • To be impartial and communicate the true
- 16. The secrets Scope Time • know the scope of the project PMO is in charge of • define reach and deph (macro planning) • control CRs • detail work fronts • consider assumptions and restrictions to define project´s scope Risks • map risks • create probability and impact matrix Costs • have budget skills • separate technical approvals from commercial approvals • avoid commercial and technical solutions cost discussions Communication • listen more and talk less • confirm understanding Procurement • know about negotiation process • define what and how to communicate • plan the steps Stakeholders • map stakeholders Integration • Identify the integrator • Identify level of influence • push hard about positioning and sidelines control Quality • ensure best practices, standards and procedures • Define mitigation actions with PM • manage conflicts
- 18. Results "They know that the best PMO is not the one that hit stronger, but the one who receives the strongest hit and keep motivate to work" Push and Control Remove rugs Remove “TBD” Prioritize Support to the PM Status interpretation Success Time to market Escalation