The document discusses implementing a Project Management Office (PMO) and outlines various PMO models, roles, responsibilities, and best practices. It recommends starting with a small PMO of 3 project managers, a team leader, and 5 support staff. Key PMO roles include an executive, portfolio manager, mentor, and specialists in tools, methodology, training, and data administration. For a PMO to succeed, it must demonstrate value by improving project performance and be supported by executives.

1. Implementing A Project Management Office (PMO) Prepared by: James Waln, PMP October 2007

2. Overview The What and Why of PMO’s Starting a PMO Types of PMO’s PMO Roles and Responsibilities Executive Buy-In PMO Best Practices Sources and Suggested Reading Reference Material

3. The What and Why of PMO’s

4. What Is a PMO Exactly?

5. The Project Management Office (PMO) A PMO is a centralized organization dedicated to improving the practice and results of project management.

6. PMO Responsibilities

7. What Benefits Does a PMO Offer? PMO’s are/can… Making available qualified project managers Provide support personnel to assist project managers Allow project managers to pool their skills and knowledge Help project managers to develop professionally Recommended for organizations with many project managers Provide consulting-type services and products to its constituency If a PMO is not used… With several projects under way, project managers are probably not learning from one another PM’s are probably not sharing best practices PM’s are not challenged to continuously improve their skills Project managers can be overtly influenced by line managers Project managers scattered across an organization with no common bond are significantly handicapped The most important service of a PMO is to provide qualified project managers to an organization…

8. Starting a PMO

9. Starting a PMO FACTS Executives must deliver in two key areas — ongoing operational results and improvement efforts. Functional managers are continuously evaluated by senior management, peers, and subordinates for their ability to make things happen quickly. Many projects involve multiple departments and functional areas. Each organizational unit has its own language, its own standards, its own project management techniques or lack thereof. No wonder so many central project management coordination units have sprung up in the last few years. Today, there is estimated to be over 50,000 such organizations in the U.S. alone.

10. Starting a PMO PMO Requirements: PMO value must be measurable to become sustainable. If you cannot measure, you cannot control and if you cannot control, you cannot manage. The PMO must be aligned with the interests and goals of the organization to sustain itself. A PMO has responsibility for educating the organization it serves about its benefits it brings to projects A PMO must create and track metrics to show the results of its contributions A PMO should survey its customers routinely to verify it is adding value The PMO should focus on portfolio management of: Project investments Resources Assets Strategic objectives

11. Types of PMO’s

12. Current PMO and Advanced Models

13. What Does a PMO Look Like? Typical starting point for a PMO can be three project managers, a team leader, and five team members (also called PMO support personnel). PMO Project Starter Services… Provide well-trained and competent project managers to run key projects. Provide project management consulting. Review contract proposals from vendors. Sponsor project management education. Develop, document, and maintain project management best practices. Conduct project culture training. Perform project reviews. Perform post-project reviews. Ensure that new projects apply lessons learned. Reporting View of a Small Project Management Office

14. PMO Models Early on in PMO history, the Gartner Group identified three PMO models as flourishing: "Project Repository Model” "Project Coach Model" "Enterprise PMO Model" There is a fourth model, called the "Deliver Value Now Model," that should not be ignored.

15. PROJECT REPOSITORY MODEL PROJECT REPOSITORY MODEL BENEFITS PMO serves as a source of information on project methodology and standards. Assumes the enterprise has embraced a cohesive set of tools for project design, management, and reporting. Occurs most often in organizations that empower distributed, business-centric project ownership or with weak central-governance. Data gap identification Incremental risk management control as projects initiate and mature in the development cycle Bottleneck identification for all projects "Raising the bar" for delivery "goodness"

16. PROJECT COACHING MODEL PROJECT COACHING MODEL BENEFITS Assumes a willingness to share some project management practices across functions and uses the PMO to coordinate the communication. Best practices are documented and shared and project performance is monitored actively. Results are used to raise enterprise performance and train inefficient or new project managers. Acts as trainer Consultant or mentor Source of information on project processes Often helps in project setup and post-project reviews

17. ENTERPRISE PMO MODEL ENTERPRISE PMO MODEL BENEFITS The most permanent, consolidated, organizational model and concentrates project management within the PMO. The mission of the EPMO implies direct management or oversight of projects. All project managers are staffed within the shared service and consigned to projects as needed. The EPMO acts as a contracted project manager, assessing scope, allocating resources and verifying time, budget, risk, and impact assumptions. Many firms have since learned that a consultative approach aimed at increasing project throughput and reducing project durations requires teamwork between the EPMO and the project teams . The idea of a PMO owning the project managers has some significant potential negative effects. The project management expertise and standards may not filter through to functional areas. When significant portions of the projects are part of one functional area, that functional area may not feel as committed.

18. "DELIVER VALUE NOW" MODEL "DELIVER VALUE NOW" MODEL BENEFITS Puts organization goals first. Improvements in PM methodology are viewed as a means to an end, and not the end in itself. A holistic approach, embracing methods, skills and strategy that views project management as one piece of a bigger puzzle. Enables consistent motivation for the entire organization to seek out accelerated project deliveries. A stronger, more balanced project portfolio and better project performance. A strong, well-balanced project portfolio that identifies up-to-date project workload, sponsorship, tactical progress, health status and current data gaps. A monthly "plan and forecast" that identifies portfolio opportunities and threats, top issues and risks, projects over/under budget summary. A project prioritization model for all portfolio projects based on ability to form a Governance Board to direct model creation. Governance Board setup and/or modification enables the force-ranking of the portfolio of projects. Project management training, coaching, and mentoring based on need.

19. DETERMINING THE PMO MODEL FOR YOUR ORGANIZATION Questions you should ask… 1. Who will initially be the main customers of the PMO? 2. What is the maturity level of the project management community? 3. How well does the Executive Team work together for the good of the enterprise? 4. Where is the greatest pain? 5. Will the PMO be able to deal with the intensity of missed delivery expectations from the executives and all of its implications? 6. Will the PMO be able to rescue troubled projects critical to the business? What if it cannot? 7. Will the PMO be funded sufficiently and supported by the executives to meet the value opportunities and threats?

20. PMO Roles and Responsibilities

21. PMO Roles and Responsibilities PMO EXECUTIVE PROJECT MANAGEMENT TOOL MENTOR PROJECT PORTFOLIO MANAGER HELP DESK SPECIALISTS RESOURCE PORTFOLIO MANAGER DATA ADMINISTRATOR PROJECT MANAGEMENT MENTOR

22. PMO Services Overview As a PMO begins to define its objectives, it needs to consider what services it will provide to meet those objectives. It must also assess when in its implementation schedule it will provide these services. The services that are required dictate the various roles and responsibilities. Each service provided will require some level of staff support.

23. PMO Services

24. Executive Buy-In

25. Executive Buy-in of The PMO A PMO must deliver on its promise through four major processes: Choosing the right project mix — a new way of strategic planning Linking the executive team's strategies to current and planned projects Managing the project portfolio correctly Measuring the PMO to tangibly improve project performance relative to the executives' strategic goals Executives will embrace a PMO that dramatically increases the probability of meeting their goals. A PMO must be able to help executives with execution of strategy, as determined by the project mix and flow, or the PMO will not achieve sufficient level of value to sustain itself.

26. Executives Embrace a PMO If… CHARACTERISTICS OF A PMO THAT EXECUTIVES WILL EMBRACE: Executives will perceive value if the PMO helps the executives meet the goals on which they are measured It must drive more projects through completion, without correspondingly increasing resources Projects must be completed in drastically shorter times The impact of the PMO is clearly felt on both the top and bottom lines of the organization (even in not-for-profit organizations) Executives and managers throughout the organization feel that they are getting benefit out of the PMO

27. PMO Best Practices

28. Elements of An Effective PMO The Right People The Right Tools The Right Data AVOIDS: The Wrong Result

29. THE "WRONG" RESULT — WHY PMO IMPLEMENTATIONS FAIL… The PMO did not define its value proposition. The PMO is not perceived as impacting project delivery abilities. The PMO is seen as a threat — most often too authoritative. The PMO does not have buy-in from the senior management. The PMO is too low in the management reporting. Project Management Overhead — the bad PMO acronym. The PMO is micromanaging — trying to control every project directly.

30. Some Final Thoughts on starting a PMO… In today's economy, more value is needed now. Establishing a PMO that brings recognized value in the first six months of its existence is critical. Recommend you go beyond the original models. As you plan the PMO implementation, seriously consider establishing visible value to senior management from the get-go. Go after the low-hanging fruit that helps everyone win and the PMO will be on its way. Avoid being perceived as sitting in the "Ivory Tower of Project Management Excellence". Build a PMO that will "Deliver Value Now."

31. Sources & Recommended Reading

32. Sources and Recommended Reading Advanced Project Portfolio Management and the PMO: Multiplying ROI at Warp Speed by Gerald I. Kendall and Steven C. Rollins, J. Ross Publishing © 2003 The Enter Prize Organization: Organizing Software Projects for Accountability and Success by Neal Whitten, Project Management Institute © 2000 Improving Your Project Management Skills by Larry Richman, AMACOM © 2006 Building Project Management Centers of Excellence by Dennis Bolles, AMACOM © 2002 Introduction To Project Management by Kathy Schwalbe, Thomson Course Technology © 2006 “ In Common” by Bud Baker, Ph.D., PM Network magazine, September 2007 “ Definition Impossible” by Bud Baker, Ph.D., PM Network magazine, June 2007

33. Reference Material

34. Next Steps Overview Executive Summary/Proposal Letter with these sections: Business Case Scope Approach Risk Cost and Benefits Timeline To successfully gain executive buy-in spend an hour with each functional executive to assess the current environment Executive Presentation (3 hour time slot) The problems in managing projects The cost of the problems The connections between the root problem and the executive problems Simulate one of the problems to show the executives the impact The PMO Solution Discussion Conclusion This proposal becomes the formal written document for chartering the implementation of the PMO as a project.

35. PMO Roles and Responsibilities Role Responsibilities Value Required Skills When Leads the development of the PMO value proposition Leads the PMO strategically Key to gaining organization-wide support. PMO charter development and implementation Ensuring all PMO activities are driving bottom line value Buy-in and involvement of executives PMO staffing Approval of monthly forecast and work plan report PMO staff retention Approval authority on project mgmt. contracts Measured by how much documented value is brought to the organization Executive oriented Project management professional Has the ability to work well with all levels of the organization Cross-functional experience with project portfolio management Consulting background This is the first person hired into the PMO. PMO EXECUTIVE

36. PMO Roles and Responsibilities Role Responsibilities Value Required Skills When PMO Career Path Leads and maintains the development of the project, resource, asset and strategic objective portfolios Reports to the PMO executive Financial and what-if analysis. Analyzes the project portfolio and makes recommendations to decision makers Balances the portfolio Evaluates and helps to implement processes to improve project flow Publishes the monthly forecast and work plan report Manages the development and definition of the prioritization model Can be backup to the PMO executive Same measurement as PMO executive improvement in ROI in project portfolio. Ability to report bad news Ability to work well with all levels of the business Portfolio management experience for project portfolios > $25 million. Part of the first group of people hired into the PMO PMO Executive PROJECT PORTFOLIO MANAGER

37. PMO Roles and Responsibilities Role Responsibilities Value Required Skills When PMO Career Path Supports project rescues Works in the field assisting project teams Trains project managers Conducts project assessments Reports to the PMO executive. Provides coaching and mentoring services to the project management community on top portfolio-related components Works with project sponsors and project managers to identify project delivery opportunities and threats. Same measurement as PMO executive Monetarily identified in overcoming project team threats and opportunities Ability to work well with all levels of business Consultative in nature and duties Certified Project Management Professional (PMP) Complete grasp of PMI PMBOK® fundamentals Ability to work in high stress situations Part of the first group of people hired into the PMO PMO Executive Project Portfolio Manager PROJECT MANAGEMENT MENTOR

38. PMO Roles and Responsibilities Role Responsibilities Value Required Skills When PMO Career Path Provides technical leadership, coaching and mentoring on all PMO tool utilization Reports to the Project Management Mentors Ensures the integrity of all data captured through the supported PMO tools Responsible for the competence of all project managers, resource managers and team members in PMO tools and applications Helps with project rescues in rescheduling work loads in the scheduling tool. Same measurement as PMO executive Data integrity and completeness Expert in scheduling tools Quick learner on software packages Ability to work well with all levels of the business Complete grasp of PMI PMBOK® fundamentals Ability to work in high stress situations Part of the first group of people hired into the PMO Project Management Trainer Project Management Mentor PROJECT MANAGEMENT TOOL MENTOR

39. PMO Roles and Responsibilities Role Responsibilities Value Required Skills When PMO Career Path Customer service Supports the project management community service requests for assistance Answers and tracks field requests for assistance from project management community Same measurement as PMO executive Responsiveness to customer help desk calls. Ability to work well with all levels of the business A complete grasp of PMI PMBOK® fundamentals Trained in all PMO standard tools and methodologies Excellent communication skills Ability to translate technical jargon into simple concepts Part of the first group of people hired into the PMO No later than early in second six months of PMO implementation schedule Project Management tool Mentor Trainer Project Management Mentor HELP DESK SPECIALISTS

40. PMO Roles and Responsibilities Role Responsibilities Value Required Skills When PMO Career Path Oversees resource portfolio, including strategic resources Works with Project Portfolio Manager to help balance the portfolios Seeks to implement resource portability Full and correct utilization of the organization's strategic resources Tracks resource utilization trends in alignment with portfolio objectives Assists project management community in locating just-in-time resources. Same measurement as PMO executive Utilization and throughput per week of the organization's strategic resources Primary PMO executive measurement: to reduce delays caused by unavailable non-strategic resources. Ability to work in high stress situations with project team partners Strong negotiation skills. Part of the second group of people hired into the PMO Project Portfolio Manager RESOURCE PORTFOLIO MANAGER

41. PMO Roles and Responsibilities Role Responsibilities Value Required Skills When PMO Career Path Works with project teams in the application of the project management methodology Assesses team's methodology usage for method compliance and associative risk management for all key projects Works with Project Management Mentor to identify and overcome obstacles and resistance Same measurement as PMO executive Percentage of project management community claiming that methodology is worthwhile Strong background in PMI/PMBOK® concepts and their application Ability to teach concepts to work teams Certified as a Project Management Professional (PMP®) Able to work with business sponsors and their project teams in project startups. Part of the second group of people hired into the PMO Brought in early if the work environment has very low project management maturity Project Management Mentor Trainer Resource Portfolio Manager METHODOLOGY SPECIALIST

42. PMO Roles and Responsibilities Role Responsibilities Value Required Skills When PMO Career Path Works with project teams, functional units and other organizations to provide and arrange project management training Teach project management basic and advanced concepts Same measurement as PMO executive Agreed upon financial impact of the training, signed off by sponsors or functional executives. Professional training experience Part of the second group of people hired into the PMO Brought in earlier if the work environment has low project management maturity Methodology Specialist Project Management Mentor PROJECT MANAGEMENT TRAINER

43. PMO Roles and Responsibilities Role Responsibilities Value Required Skills When PMO Career Path Constructs the monthly forecast and work plan report Document librarian Supports all PMO role players Provides primary support for the portfolio manager Ad hoc reporting; PMO data repository processing and integrity Review of portfolio project status reports and schedules for data completion Same measurement as PMO executive Customer satisfaction with information (not data) provided. Ability to work in high stress situations with project team partners Should be part of the first group of people hired into the PMO Help Desk Specialist Methodology Specialist DATA ADMINISTRATOR