PMO Evolution Project held into PMI-RS Brazil.

1. Accelerating Your Chapter’s Goals by Leveraging
a Lean PMO and Volunteer Teamwork
Guilherme Souto, PMP
Volunteers Support: Rodrigo Zanotelli Morais, MBA / Giovana D’Alascio, PMP
October 27, 2016

2. 2
• PMI Rio Grande do Sul chapter (PMI-RS)
• Since 2001
• Located in the southernmost part of Brazil: Rio Grande do Sul state
• +- 650 members
• 170+ volunteers
• Chapter Governance and Leadership Award 2013
• Chapter of the Year 2015
• Chapter Innovation Program winner 2015
• One of the largest PM conferences in Brazil (>900 attendees – 2014/2015)
Boosting Your Volunteer Program to the Next
Nice to meet you !

3. Agenda
CONTEXT SCENARIO
THE CHALLENGE
DEFINING A SOLUTION
SERVICES
GOVERNANCE
RESULTS
NEXT STEPS
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork

4. 4
Context Scenario
• Previous PMO brought effective contributions on controls and
operational results
• Larger number of initiatives put PMO at test to provide portfolio
visibility without overhead volunteer project managers
• Without changes the PMO could slow projects down and
prevent projects to deliver results
• PMO structure had to be reviewed prioritizing a light and high
value based workflow
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork

5. Lean PMO Project
Restructuring PMI-RS’s PMO so that it becomes an accelerator of
chapter’s projects potential of delivery.
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
The Challenge

6. Defining a Solution
Lean PMO Project Assumptions
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Design
Thinking
Lean PMO
• Collaborative Work Process
• Understanding the bottlenecks of previous PMO
• Implementing a cost-effective workflow

7. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
What have we learned?
What does the
target audience
needs?
Whats is our
challenge?!
How and where will the
operation be?
What’s our vision?
How do we implement
change?
When should we
implement the change?
Who should be
Involved?What’s our Mission?
Lean PMO
Defining a Solution
Design Thinking applied to PMO

8. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
PMO RESTRUCTURING JUL/2015
SAMUEL Giovana, Rodrigo, Tourinho, Matos Souto
PMI RS
Learning Canvas

9. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Business Model Canvas

10. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
The PMI-RS’ PMO consolidates,
standardizes and generates chapter’s
projects visibility to assist the board
and volunteers in controlling the
strategic planning initiatives.
We seek efficiency, replication of
successful results and sustainable
growth, where being lean,
collaborative and adaptive for the PMI-
RS evolution is our differential.Pitch
Business
Model
Canvas
Learning
Canvas
Design
Thinking
Defining a Solution
Pitch

11. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
SIMPLICITY AND RESULTS
“In God we trust, all others bring data.”
—W. Edwards Deming

12. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Easy to do
business
with PMO
Great is the Enemy of
Good
Less Ideology
More Pragmatism
Lean and Simple
Less is More
Defining a Solution
Guiding the Teamwork

13. Defining a Solution
Requirements
• Restoring Partnership with Project Builder
• Standardized Progress Report
• Projects Audit
• Portfolio Overview
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork

14. Defining a Solution
Overview
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Standard Project
Control System
Project Documents Repository
WBS activities and
Cycles control
Portfolio Overview
One page project status

15. Services
The Lean PMO
Reports
Projects
Audit
Training
Knowledge
Management
• Portfolio View
• Project Status
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
• Methodology Health
Checklist
• Video Tutorials
• Quick Guides
• Documentation
Repository
Documents available on PMO Website.

16. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Project Manager: <………………>
Status Comment
DEADLINE
<…………………….>
TEAM
<…………………….>
SCOPE/QUALITY
<…………………….>
METHODOLOGY
<…………………….>
INVESTMENT
<…………………….>
Project: <………………> Previous
Status
Current
Status
Trend
Original End Date Rescheduled End
Date
Expected End Date
08/12/2015 N/A 08/12/2015
Issues/Risks Responsable Limit Date Executive Action ?
• <Issue> or <Risk> Description + Action • <Name> MM.DD.YYYY <Y/ N>
Dependencies/ Change Requests Responsable Delivery Date Executive Action ?
• <Dependency> or <CR> Description + Action • <Name> MM.DD.YYYY <Y/ N>
P <………………>Objective:
Progress since last Period
• XXXXX
• XXXXXXXX
• XXXXX
• XXXXX
Next Period Main Activities
• XXXXX
• XXXXX
• XXXXX
• XXXXXXX
PROJECT STATUS - PMIRS

17. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
#
BOARD
AREA
PROJECT NAME
% SHOULD
BE COMPLETE
% COMPLETE
REAL
PREVIOUS
STATUS
CURRENT
STATUS
TREND
MARKT MARKETING PROJECT N1 90% 90% ``
MARKT MARKETING PROJECT N2 57% 60%
MARKT MARKETING PROJECT N3 10% 12%
GOVERN GOVERNANCE PROJECT N1 45% 46%
GOVERN GOVERNANCE PROJECT N2 55% 45%
GOVERN GOVERNANCE PROJECT N3 80% 73%
FINANT FINANCE PROJECT N1 40% 36%
FINANT FINANCE PROJECT N2 60% 59%
FINANT FINANCE PROJECT N3 70% 68%
EVENTS EVENTS PROJECT N1 20% 13%
PORTFOLIO STATUS - PMIRS
% % % % % % % PERIOD
0% 60% 40% 0% 0% 0% 30% 2016

18. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Event Portfolio and Projects Status Meeting Overview
Objective Promote alignment of the actual chapter’s projects status between the Board and PMs.
Schedule Present the individual status of each ongoing project and a portfolio updated view.
Record E-Mail
Participants PMO, PMs and Board
Recurrence Monthly
Responsible Schedule: PMO; Status Portfolio Presentation: PMO; Project Status Presentation: PM
Communication Board E-mail; PMO Agenda.
Event Projects Audit
Objective Promote the project adequacy of the PMO defined methodology.
Schedule For each ongoing project, complete the checklist audit worksheet provided by PMO.
Record Directly in the project audit checklist worksheet.
Participants PMO and Project Managers
Recurrence Monthly (last week of the month)
Responsible Fill out and submit the audit form: Project Manager; Approval: PMP
Communication Board E-mail; PMO Agenda.
Governance
The Lean PMO

19. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
25th 30th
PM Prepares and
Submits the ONE PAGE
Project Status
PMO audits
projects
methodology
10th
PMO prepares the
Portfolio Status
Report
CURRENT MONTH
PM Updates the Project information on
Project Builder
Next Month
PMO Sends the
Portfolio Status Report
Governance
The Lean PMO

20. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
“There is nothing quite so useless, as
doing with great efficiency, something
that should not be done at all.”
“Doing the right thing is more important
than doing the thing right.”
— Peter F. Drucker

21. • PMO was summoned to
conduct the 2016 PMI-RS’
Strategic Planning meeting
• The mission was to use the
PMO’s Lean approach to define
the strategic Objectives for
2016 and select all the project
proposals in accordance with it
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Results
Lean PMO at PMI-RS’ Strategic Planning

22. • 3 meetings:
– Strategic Objectives
Definition
– Lesson Learned Meeting
– Project Proposals Approval
• 60 proposals for projects
analyzed
• 43 approved projects
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Results
Lean PMO at PMI-RS’ Strategic Planning

23. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Results
Lean PMO at PMI-RS’ Strategic Planning

24. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
27
43
TOTAL PROJECTS APPROVED
BY PMI-RS STRATEGIC
PLANNING 2016
PLANNED PROJECTS
TO START IN
JANUARY TO JUNE PERIOD
Results
Lean PMO Second Quarter 2016 Results
19
6
2
In Progress (Green)
Alert (Yellow)
Crisis (Red)
Portfolio General Overview

25. Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Next Steps
• Standard Methodology for Strategic Planning Annual Meeting
• Simplify Project Status and Portfolio Status Report Processes
• Implement Project Cost Control associated with the chapter’s
financial control

26. PMO’s Project Team
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork
Rodrigo Z. Morais
Project Manager
Giovana D'Alascio
Project Team
Marcelo Matos
Project Team
Gustavo Tourinho
Project Team
Guilherme Souto
Coach & Mentor
Samuel Dall'Agnol
Finance and
Governance VP

27. 28
Thiago Regal, MSc, PfMP, PMP
President
presidencia@pmirs.org.br
Giovana D’Alascio, PMP
Governance Director
governanca@pmirs.org.br
Rodrigo Zanotelli Morais, MBA
Administrative Director
administracao@pmirs.org.br
PMO
pmo@pmirs.org.br
www.pmirs.org.br
Thank you !
Accelerating Your Chapter’s Goals by Leveraging a Lean PMO and Volunteer Teamwork