Carlos Serra - Strategic PMO, Let's Realise Some Benefits - FuturePMO 2018

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Presented by Carlos Serra, Head of Project Support Office, Church of England Presentation Synopsis: Benefit realisation overlaps across multiple projects and crosses the boundaries between projects and business as usual operations. Because of that, project team are not able to be involved in all phases of a benefits realisation life cycle. In the workshop, attendees will discuss their views and experiences on how a PMO can take a strategic role in the benefits realisation process within an organisation and become a pivotal element of the strategy execution process. At the end, summaries from the groups will be compared to a set of good practices.

Strategic PMO:
let's realise
some benefits!
FuturePMO Conference
4th October 2018
Carlos Serra

The presenter: Carlos Serra
17+ years’ experience in Project, Program and Portfolio management in Brazil and UK, having worked for Exxon
Mobil, Petrobras, Lloyd’s Register, Gazprom, Colart International Holdings and The Church of England.
Researcher. Author of academic and non-academic articles. Reviewer for the International Journal of Project
Management. Author of Benefits Realisation Management: Strategic Value from Portfolios, Programs, and
Projects.
Guest Lecturer for the Warwick Business School (UK). Conference speaker.
MSc in Program and Project Management (University of Warwick, UK)
Masters in Project Management (UFRJ, Brazil)
BSc in Production Engineering (CEFET-RJ, Brazil)
PMP® - Project Management Professional (PMI)
APMP - The APM Project Management Qualification (APM UK)
Prince2 Foundation & Practitioner (Axelos/APMG)
Managing Projects With Microsoft Office Project (Microsoft)
2Strategic PMO: let's realise some benefits!
Carlos Eduardo Martins Serra®

Organisations applying Benefits Realisation Management
The companies above had case studies presented in conferences and/or published online.
Strategic PMO: let's realise some benefits!
Carlos Eduardo Martins Serra, MSc, PMP®
3

PMO: One acronym, multiple levels and roles
PMO levels
Portfolio
Programme
Project
PMO roles
Strategic PMO: let's realise some benefits!
Carlos Eduardo Martins Serra®
CoE
Governance
Control &
reporting
Support
Delivery
Processes
Oversight
TrackingAssist/advise
Enable

PMO lifecycle vs benefits realisation lifecycle
Strategic PMO: let's realise some benefits!
Carlos Eduardo Martins Serra®
Project PMO lifecycle
Programme PMO lifecycle
Portfolio PMO lifecycle
Benefits realisation lifecycle
All levels of PMO can have an strategic impact by supporting the benefits realisation process

Some examples of BRM activities performed
by a PMO function are…
Identifying and
mapping
benefits
Supporting the
production of
business cases
Tracking pre-
delivery ability
to realise
benefits
Running BRM
health checks /
deep dives
Tracking post-
delivery
benefits
realisation
Tracking post-
closure benefits
realisation
Coordinating
post
implementation
reviews
Strategic PMO: let's realise some benefits!
Carlos Eduardo Martins Serra®

2 - Group Activity
Tasks:
Split the attendees into 4 groups
Identify 1 sprint lead per group

Identify activities
Time box:
3 minutes
Agree on findings
Time box:
7 minutes
Present findings
Time box:
3 minutes
per group
X 4
Group activity overview - Iterative process
Role of the sprint lead:
• Track the time
• Remove blockers

Iteration 1 – Identify Activities (brainstorm)
• Each person writes down activities in post its
• Everybody put their post its on the flip chart
• Similar activities to be put one over the other
Time box:
3 minutes

Iteration 2 – Agree on findings
• Group reviews the results
• Group identifies:
• Areas with heavy activity – where PMOs are contributing more to BRM
• Areas non-covered (gaps) – where to increase focus to have a more strategic
impact on BRM
• Any others relevant findings/conclusions
Time box:
7 minutes

Iteration 3 – Presentation of results
• Groups present:
• Areas with heavy activity
• Areas not covered by the discussion (gaps)
• Any others relevant findings/conclusions
Time box:
3 minutes
per group
X 4

Presenter: Carlos Eduardo Martins Serra, MSc, PMP®
Website (blog): http://www.projectizing.com
Email: carlos.serra@projectizing.com
LinkedIn: http://linkedin.com/in/carloseduardomartinsserra
Closure
Thank you!
20Strategic PMO: let's realise some benefits!
Carlos Eduardo Martins Serra, MSc, PMP®

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As our industry changes, so must our ways of working. This presentation will introduce you to the new PRINCE2TM 7 and explain how the changes apply to you, your delivery teams, and your PMO to prepare you for the future of project management. This was presented by John Edmonds, Senior PPM Architect from PeopleCert at FuturePMO, on the 26th of October. FuturePMO is a 1-day PMO event for practitioners at all levels. The conference brings extraordinary speakers from across industries to challenge your PMO and PPM thinking, helping you work smarter. The next one takes place on the 3rd of October 2024 in London. To learn more and book on to the next conference, visit www.FuturePMO.com LinkedIn - https://www.linkedin.com/showcase/11120292 Twitter - https://twitter.com/FuturePMO Facebook - https://www.facebook.com/futurepmoevent/ YouTube - https://www.youtube.com/channel/UCHi8w5ACqsloXxBEA9t9pfA

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During this engaging presentation, Louise outlined the journey of the IT PMO at Magnox, exploring the opportunities and challenges of embedding PMO and PPM practices into a developing Digital and IT Function, she highlighted the need to have visible mission control and standards whilst still aligning with company standards, whilst building and maintaining senior executive sponsorship and project team engagement. This was presented by Louise Allcock, PMO Leader from Magnox at FuturePMO, on the 26th of October. FuturePMO is a 1-day PMO event for practitioners at all levels. The conference brings extraordinary speakers from across industries to challenge your PMO and PPM thinking, helping you work smarter. The next one takes place on the 3rd of October 2024 in London. To learn more and book on to the next conference, visit www.FuturePMO.com LinkedIn - https://www.linkedin.com/showcase/11120292 Twitter - https://twitter.com/FuturePMO Facebook - https://www.facebook.com/futurepmoevent/

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Doctors Without Borders (Médecins Sans Frontières - MSF) provides medical assistance to people worldwide affected by conflict, epidemics, disasters, or exclusion from healthcare. Working with tight financial constraints in emergency and crisis contexts and areas lacking basic infrastructure and accessibility, our teams constantly deal with complex and extreme environments. MSF’s Amsterdam office has a dedicated PMO with a stable core team of experienced PMs. Managing projects in unusual contexts, the PMs draw upon shared best practices and their own flexibility - finding what works in which context and effectively becoming the architects of their own methodology. Building up this community of committed and passionate PMs to drive organisational change is the new frontier for MSF PMO. This was presented by Roberta Borgognoni, Project Manager from Médecins Sans Frontières (MSF) at FuturePMO, on the 26th of October. FuturePMO is a 1-day PMO event for practitioners at all levels. The conference brings extraordinary speakers from across industries to challenge your PMO and PPM thinking, helping you work smarter. The next one takes place on the 3rd of October 2024 in London. To learn more and book on to the next conference, visit www.FuturePMO.com LinkedIn - https://www.linkedin.com/showcase/11120292 Twitter - https://twitter.com/FuturePMO Facebook - https://www.facebook.com/futurepmoevent/

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The training and development sector has changed dramatically in the past five years primarily due to new learning technology and customer demand. This session examined the latest trends in L&D and will cover some of the more popular models. The session also looks at how people learn, which can help select training delivery methods. The session will cover the following: • Blended learning – improving the effectiveness of learning interventions – new thinking on how to maximise the benefits • How to use 70-20-10 - a classic formula for blending formal learning with work activities and coaching • The concept of ‘flipped learning’, how modern organisations drive more value from the learning activities • Scaffolding and other techniques to develop learner performance • The Socratic method and Wiederhold’s Matrix – developing learner critical thinking via questioning and helping them to self-improve through reflection • Coaching and mentoring This was presented by Sue Croft - Consultant and Trainer from the International Institute of Learning at FuturePMO 2023, on the 26th of October. FuturePMO is a 1-day PMO event for practitioners at all levels. The conference brings extraordinary speakers from across industries to challenge your PMO and PPM thinking, helping you work smarter. The next one takes place on the 3rd of October 2024 in London. To learn more and book on to the next conference, visit www.FuturePMO.com LinkedIn - https://www.linkedin.com/showcase/11120292 Twitter - https://twitter.com/FuturePMO Facebook - https://www.facebook.com/futurepmoevent/

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In late 2019, Durham University’s central PMO was established to help support the delivery of an ambitious new strategy. This session shared insights and lessons learned from Durham’s PMO journey, including why and how the PMO was introduced and the challenges that have been navigated. The session also focused on the approach and tactics the team has employed to build strong foundations to underpin the successful delivery of change and increase P3M maturity across the organisation. This was presented by Suze Clarke - Senior PMO Manager from Durham University at FuturePMO 2023, on the 26th of October. FuturePMO is a 1-day PMO event for practitioners at all levels. The conference brings extraordinary speakers from across industries to challenge your PMO and PPM thinking, helping you work smarter. The next one takes place on the 3rd of October 2024 in London. To learn more and book on to the next conference, visit www.FuturePMO.com LinkedIn - https://www.linkedin.com/showcase/11120292 Twitter - https://twitter.com/FuturePMO Facebook - https://www.facebook.com/futurepmoevent/

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1. Strategic PMO: let's realise some benefits! FuturePMO Conference 4th October 2018 Carlos Serra

2. The presenter: Carlos Serra 17+ years’ experience in Project, Program and Portfolio management in Brazil and UK, having worked for Exxon Mobil, Petrobras, Lloyd’s Register, Gazprom, Colart International Holdings and The Church of England. Researcher. Author of academic and non-academic articles. Reviewer for the International Journal of Project Management. Author of Benefits Realisation Management: Strategic Value from Portfolios, Programs, and Projects. Guest Lecturer for the Warwick Business School (UK). Conference speaker. MSc in Program and Project Management (University of Warwick, UK) Masters in Project Management (UFRJ, Brazil) BSc in Production Engineering (CEFET-RJ, Brazil) PMP® - Project Management Professional (PMI) APMP - The APM Project Management Qualification (APM UK) Prince2 Foundation & Practitioner (Axelos/APMG) Managing Projects With Microsoft Office Project (Microsoft) 2Strategic PMO: let's realise some benefits! Carlos Eduardo Martins Serra®

3. I - Introduction 10 minutes

4. Organisations applying Benefits Realisation Management The companies above had case studies presented in conferences and/or published online. Strategic PMO: let's realise some benefits! Carlos Eduardo Martins Serra, MSc, PMP® 3

5. PMO: One acronym, multiple levels and roles PMO levels Portfolio Programme Project PMO roles Strategic PMO: let's realise some benefits! Carlos Eduardo Martins Serra® CoE Governance Control & reporting Support Delivery Processes Oversight TrackingAssist/advise Enable

6. PMO lifecycle vs benefits realisation lifecycle Strategic PMO: let's realise some benefits! Carlos Eduardo Martins Serra® Project PMO lifecycle Programme PMO lifecycle Portfolio PMO lifecycle Benefits realisation lifecycle All levels of PMO can have an strategic impact by supporting the benefits realisation process

7. Some examples of BRM activities performed by a PMO function are… Identifying and mapping benefits Supporting the production of business cases Tracking pre- delivery ability to realise benefits Running BRM health checks / deep dives Tracking post- delivery benefits realisation Tracking post- closure benefits realisation Coordinating post implementation reviews Strategic PMO: let's realise some benefits! Carlos Eduardo Martins Serra®

8. 2 - Group Activity Tasks: Split the attendees into 4 groups Identify 1 sprint lead per group

9. Identify activities Time box: 3 minutes Agree on findings Time box: 7 minutes Present findings Time box: 3 minutes per group X 4 Group activity overview - Iterative process Role of the sprint lead: • Track the time • Remove blockers

10. Iteration 1 – Identify Activities (brainstorm) • Each person writes down activities in post its • Everybody put their post its on the flip chart • Similar activities to be put one over the other Time box: 3 minutes

11. Iteration 2 – Agree on findings • Group reviews the results • Group identifies: • Areas with heavy activity – where PMOs are contributing more to BRM • Areas non-covered (gaps) – where to increase focus to have a more strategic impact on BRM • Any others relevant findings/conclusions Time box: 7 minutes

12. 3 - Findings and conclusions

13. Iteration 3 – Presentation of results • Groups present: • Areas with heavy activity • Areas not covered by the discussion (gaps) • Any others relevant findings/conclusions Time box: 3 minutes per group X 4

14. Presenter: Carlos Eduardo Martins Serra, MSc, PMP® Website (blog): http://www.projectizing.com Email: carlos.serra@projectizing.com LinkedIn: http://linkedin.com/in/carloseduardomartinsserra Closure Thank you! 20Strategic PMO: let's realise some benefits! Carlos Eduardo Martins Serra, MSc, PMP®

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