How to set up, operate and improve a Project Management Office. Basics of Project Portfolio Management

1. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 0ICG Integrated Consulting Group Slovakia s.r.o.
Project Management Office (PMO)
How to set up, operate and improve
Training and Consultations PMO and Project Portfolio Management

2. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 1ICG Integrated Consulting Group Slovakia s.r.o.
PMO Value Ring
PMO Functions
and Services
PMO Roles
Value of PMO
Project Portfolio
Management
Methodology
Standards
Tools and
Repository
PMO Roadmap
PM Culture
Maturity Models
PMO
VALUE
RING

3. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 2ICG Integrated Consulting Group Slovakia s.r.o.
Strategic Objectives
Project - Program – Portfolio Management
Relation between Projects, Programs and Portfolio Management
Program BProgram A
Strategic Benefits
Project 4Project 3Project 2Project 1 Project 5
Business-as-usual
Project management
Program management
Portfoliomanagement

4. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 3ICG Integrated Consulting Group Slovakia s.r.o.
PMO Functions and Services
People
Process
Projects
• Creating PM policies
• Owning the PM process
• PM templates
PM Methodology
Support
• Capacity Management
• Resource Allocation
• Resource Consumption
Resource
Management
• Project Performance
• Status reporting
• Adherence to PM Methodology and policies
Controlling and
Monitoring
• Project Portfolio Roadmap
• Portfolio Planning
• Supporting decision making and prioritization in
connection to Strategy realization
Portfolio
Management and
Prioritization
• Training and Coaching of PMs
• Best Practice Sharing
• PM center of Excellence
PM Culture and
Development

5. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 4ICG Integrated Consulting Group Slovakia s.r.o.
The right place for your PMO
CEO
Business
Unit 1
Business
Unit 2
Business
Unit 3
PMO
CEO
Business
Unit 1
PMO Team 1 Team 2
Business
Unit 2
Team3
Centralized Model Decentralized Model
Process Tools Templates Metrics Process Tools Templates Metrics
Governance
Portfolio
Management
Prioritization
Central PM
Pool
Benefits Disadvantages
• Greater consistency
• Ability to better manage
demand and assign
resources
• Economies of scale
• Easier to deploy new
standards
• Overly bureaucratic
• Long decision making
• Not fitting to needs of
individual teams
Benefits Disadvantages
• Greater ability to change
course more effectively
• Faster Decision making
• More lean and Agile
• Inconsistent in quality
delivery
• Less aligned with overall
strategy
• Less control above
outcomes

6. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 5ICG Integrated Consulting Group Slovakia s.r.o.
Value and Benefit of PMO
Needs:
• Manage resources assigned to
projects
• Ensure strategic goals are
executed on time
• Increase speed of project
execution
• Improve quality of projects
• Control budget and benefit
realization
• Prioritize Project Ideas, prioritize
resources
• Standardize project management
• Support Project Managers
How many
resources are
working on
Projects?
We need to be
more fast and
deliver our
products faster to
our clients?
Will we achieve
our strategic
goals through
projects? Are
we on track?
We cannot realize
every request and
idea. What
projects we
should approve?
Why are
projects over
budget?
Voice of Customer (VOC)
I am supposed
to run a project.
What is the
process for it?

7. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 6ICG Integrated Consulting Group Slovakia s.r.o.
Purpose of the phase from PMO perspective
▪ What is the priority of the
project?
▪ Is the project in alignment
with our methods?
▪ Is the plan realistic?
▪ Do we have resources to
support?
▪ What are
interdependencies?
▪ Is the project performing
according to the plan?
▪ How are resources
consumed?
▪ Is the project outcome of
sufficient quality?
▪ What are real costs of the
project?
▪ Is everything documented?
▪ Was outcome accepted by
client?
▪ What have we learnt?
PMO activities and support
1. Advise PM about process
and tools
2. Control project document
requirements
3. Alignment with strategic
goals
1. Project approval
2. Ensuring resources
3. Approval of budget
4. Map interdepenedencies
1. Report performance
2. Monitor resource
consumption
3. Control alignment with
methodology
4. Support to escalate project
problems
1. Formal closing and document
handover
2. Free up resources
3. Evaluate spending and costs
4. Lessons Learned
PMO and Project Lifecycle
PLANNING IMPLEMENTATION CLOSINGPROJECT
INITIALIZATION
Project Management

8. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 7ICG Integrated Consulting Group Slovakia s.r.o.
Planning the Project Portfolio
• Yearly / Long-term planning of future projects and required resources
• PMO = A COORDINATOR AND ADMINISTRATOR FOR PLANNING,
PRIORITIZING AND ALLOCATION OF PROJECT RESOURCES
• Who are teams, managers to be involved?
• What visibility of future projects and resource needs do we have?
• What is the process for financial planning and budgeting?
• What other management meetings are there to plan on a yearly basis?
• Who is the body, that can approve project portfolio / project roadmap? - decision making
authority
Project
Nominations/
Planning in
Business Units
Collection of
Project Ideas
Evaluation of
Project Ideas
Creating a
Preliminary
Roadmap
Approve final
Roadmap and
Resources
Project
Execution
Project Portfolio Planning
Strategy
development
Goal setting Budgeting
Final
Business
Plan
Other Planning Processes to be aligned

9. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 8ICG Integrated Consulting Group Slovakia s.r.o.
Project Documentation
Here is the Project
Documentation and
here is Guide to it…

10. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 9ICG Integrated Consulting Group Slovakia s.r.o.
Roadmap to Implement a PMO
Define Scope
Define
Services
Define Vision Define Roles
Find SupportCreate a Plan
Communicate
Change
Set up
Processes and
Standards
Implement
Tools and
Templates
Evaluate
Results
Get Feedback Improve

11. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 10ICG Integrated Consulting Group Slovakia s.r.o.
PMO Maturity Model
Initial /
Reactive
Developing
/ Emerging
Discipline
Defined /
Initial
Integration
Managed /
Effective
Integration
Optimized /
Effective
Innovation
• Projects managed
based on criticality
• No clear rules of
prioritization
• No formal tool
• Budgetary estimates
• PMO established
• Standardized project
processes
• Some PM templates
• Basic prioritization
tools
• Simple list of Projects
• Rapid Project
Delivery
• Change and
Communication
Management core
PMO Competency
• PMO Value clear to
all Stakeholders and
measured
• Portfolio regularly
reviewed
• Benefits realization
tracked
• Approval based on
alignment to strategy
• PM Methodologies
commonly used
• Clear PPM roles
defined
• PMO Career path
defined
• Increased awareness
about PMO and PPM
• PPM Policy defined

12. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 11ICG Integrated Consulting Group Slovakia s.r.o.
Elements of the PMO Training
One-day Modul
• Basic PMO Theories and Models
• Defining Scope of a PMO
• Project Portfolio Management
Two-day Modul
• Theory as in One-day Model
• Practical exercises
• Co-creation of basic documents and standards
• Preparation of an implementation plan
• PM and PMO Maturity assessment
PMO Training we offer in 2 versions:
1. Theoretical models of PMO and Portfolio Management
2. Theory + Practical training – Co-creation
Content of the training:
▪ PMO Models
▪ Functions and Services of a PMO
▪ Roles and responsibilities of PMO
▪ Tools and techniques to manage a project portfolio
▪ How to measure value of PMO
▪ Basic documents and processes
▪ How to implement a PMO
▪ Measuring PM and PMO Maturity
▪ Pitfalls operating a PMO

13. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 12ICG Integrated Consulting Group Slovakia s.r.o.
PMO Training agenda
Training objective Operating a PMO
Introduction Project Health Check
Basic definitions Project Documentation
Set up of a PMO Implementing a PMO
PMO Functions and Services Define a Vision for PMO
Define Value of your PMO Roadmap to implement a PMO
Project Portfolio Management Improving you Project Culture
Planning the Project Portfolio Building a Centre of Excellence
PPM Tools Coaching and Training
Pitfalls Implementing PMO

14. PROJECTMANAGEMENTOFFICE
www.integratedconsulting.sk 13ICG Integrated Consulting Group Slovakia s.r.o.
Diana Rusnakova
diana.rusnakova@integratedconsulting.sk
+421 908 767 501
COMPETENCES
− Operational Excellence pro-grams
− Lean Six Sigma deployment
− Change Management work-shops and trainings
− Process Design
− Kaizen events
− Process Audits
− Project Portfolio Management and PMO
Diana supports clients on their journey to change and improve processes.
Previously working across different industries internationally she developed
a strong eye to see opportunities for growth and efficiency gain. She has a
passion to design new solutions and processes that add greater value to the
customer. Her consultancy approach is strongly focusing on the people side
of changes.
Diana provides training in Lean Six Sigma, Change Management and
Project Portfolio Management.
Diana studied at the University of Economics in Bratislava.
POSITION
Consultant ICG
PROJECTS
Improvement of Service Installation process – Telco, Increase Efficiency of Debt
Collection Process – Telco, Document and Knowledge Management – IT First Data,
Operational Excellence Program – First Data, Procure to Pay Process Optimization -
SwissRe
ABOUT ME