September 2010 CGAIT Presentation from Jefferson County, Colorado on "Creating And Managing A PMO".

1. Creating and Managinga Project Management Office Bill Dayton, PMP Manager – Project Management Office

3. Our PMO Charter & Structure

4. PMO Software Tools

5. Business Analysis, Project Intake & Evaluation

6. Project Prioritization

7. Steering Committees

8. Jeffco Project Charter

9. Jeffco Project Management

10. Project Closeout9/29/2010 2

11. Introduction to Jeffco’s PMO Project Management Office Sponsored by the Chief Information Officer and Deputy CIO 9 Full Time Staff 1 PMO Manager 4 Business Analysts 4 Project Managers Business Analysts and Project Managers specialize in their area but perform both roles as necessary Our business analysts are assigned to IT programs, Elected Officials, Departments and Divisions as necessary throughout the County to gain expertise in that area 9/29/2010 3

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13. Project and Request Summary 32 Active Projects / 19 Active Requests 31 Completed Projects Year to Date 20 Business Analysis Requests Closed with Completed Analysis Year to Date 9/29/2010 5 Rough Estimate Project = >40 hours and $1000 Investment

14. PMO Direction and Charter Timeline Q4 2008 – Q1 2000 ITS Strategic Planning and PMO Strategic Direction May 2009 PMO Officially Created Q3 2009 – Q2 2010 Examined Personnel within PMO Hiring new team members. Right skill set? / Building skills Implemented new PM tools PMP Certifications & Looking at BA Certifications Project Management Institute www.pmi.org International Institute of Business Analysis www.theiiba.org Q3-Q4 2010 – Project Charter and Gartner Maturity Model 9/29/2010 6

15. PMO Purpose & PMO Charter 9/29/2010 7 ITS Strategic Planning - www.Weidnerinc.com PMO Purpose StatementThe purpose of the Project Management Office program is to provide project management and business-consulting services to the county so they can make more informed business decisions and reliably achieve business objectives Services Gartner Maturity Model, PMO Project Charter & PMI OPM3

16. 9/29/2010 8 Gartner PMO Maturity Model

17. Project Management Office Charter PMO Project charter built out with ITS Input CIO & Deputy CIO Feedback Input from PMO Team Sample provided on CGAIT site Charter Implementation Plan Broken out by Phase, Tasks and Maturity Model Level 9/29/2010 9

18. PMO Charter Implementation Plan 9/29/2010 10 Approximately 18 month implementation plan

19. PMI OPM3 OPM3 Standard is from Project Management Institute (Organizational Project Management Maturity Model) Soft cover book of standards published by PMI incorporates program and portfolio management processes for project management offices The PMO is using OPM3 as an additional resource to assess the maturity of the PMO and improve processes. Includes assessment documentation of program and portfolio measures Copies can be purchased on PMI’s site or Amazon.com 9/29/2010 11

20. PMO & Project Reporting 9/29/2010 12

21. PMO Software Tools Microsoft Project and Project Server Project 2003 and Project 2007 Examined options and deficiencies Portfolio Reporting and Views Missing Project Request Intake and Tracking Microsoft Project Portfolio Server Implementation Cancelled the implementation Innotas SAAS Solution Request Intake, Project Management, Portfolio Reporting Future Direction – SAAS Tools 9/29/2010 13

22. Business Analysis and Request Intake Business Analysts – Customer Relationship Management Formal Role created within the PMO in ITS Assigned to specific areas in the County Enables them to gain knowledge in those areas and build customer relationships Business Analysts gather and report on requests Build out request analysis and assess priorities with customers Gather requirements Ultimately build a project charter in conjunction with the project managers before project approval Business analysts report on request status on bi-weekly basis Make recommendations to close requests or push through as projects based on customer input and timing needs and dependencies 9/29/2010 14

23. Initial Request Form 9/29/2010 15

24. Request Evaluation Basis of Request Evaluation Customer need Value to the County Synergy with other business units or governmental agencies Return on investment Project / request dependencies Technology obsolescence Customer priority 9/29/2010 16

25. Request Gates PMO uses a Request “gate” process “Initial Request Gate” – basic form filled out by business analysts. This gate is the pool. Requests sit here until acted upon but are reviewed monthly and updated or deleted as necessary “Business Request Gate” - When work begins on a project request, the request is assigned to a BA and forwarded to the BA Gate. Status reporting begins on the request on a bi-weekly basis. BA gate requests are completed, pushed back or become projects “PMO Gate” – Requests forward to the PMO gate receive additional analysis, initial project planning and completion of all required information to create a project charter. Receives formal approval from PMO manager or is sent back “CIO Gate” – Project receives approval from CIO or is rejected, when approved, project record is created and project kickoff occurs. Status reporting on the project record begins 9/29/2010 17

26. Project Prioritization Jefferson County PMO does not have a Project Investment Council or Governance Prioritization depends heavily on customer communication and input and we turn request priorities back to the customer always for their prioritization decisions Involves on-going discussions with ITS resources and customers for dependencies, resource availability and changes in priorities 9/29/2010 18

27. Steering Committees ITS has created steering committees for a few of our enterprise applications and customers Steering committees formalize reporting to customers on application and project status, request and project priorities and enhancing customer relationships through on-going discussion and monthly meetings Steering committees are helping to serve the functions of IT governance or an investment council for the PMO 9/29/2010 19

28. Jeffco Project Charter Project charter is created during the buildup of information throughout the request gate process Project charter approval occurs when project is formally reviewed and approved for kickoff Project charter is contained in our SAAS PM solution PDF of our Project Charter is available on CGAIT site 9/29/2010 20

29. Jeffco Project Management PMO follows the Project Management Institute’s framework for project management We are using estimates for hours in our PM solution. Actuals are being recorded in our JDE ERP system Reports are compiled to compare actuals against estimates for project reporting. Not a perfect system We would benefit if we had actuals in our PM system for capacity discussions, but time to enter actuals is too great 9/29/2010 21

30. Jeffco Project Close out Standard PMI project close out Jeffco uses a project warranty phase prior to close out Really is an extended test and familiarization period for customers to get comfortable with the solution, have questions answered and to mentally prepare customers for project closure. Found that when we just had a testing phase and then went into project closure, customers often wanted to delay. Warranty period has alleviated many of their concerns. Often no work is performed during the warrant period, or only minor updates, but customers feel more comfortable with this approach Project close out reviews with the project manager, customer and PMO Manager take place prior to officially closing a project. 9/29/2010 22

31. Future Jeffco PMO Direction Work on completion of PMO maturity goals and tasks Continue to fine-tune PM and BA skills and processes Share knowledge with other counties and municipalities 9/29/2010 23

32. Questions For more information, please refer to the CGAIT Website for attachments or contact Bill Dayton at Jefferson County. Bill Dayton, PMPManager - Project Management OfficeJefferson County IT ServicesLaramie Building3500 Illinois StreetGolden, CO 80401Desk Phone: 303.271.8055Mobile Phone: 303.587.6069Email - bdayton@jeffco.us 9/29/2010 24