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The Complete PMO Handbook: Managing Projects, Processes and Business

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This document provides an overview of the third edition of "The Complete Project Management Office Handbook". It discusses how the book extends concepts of modern project management into project management oversight, control, and support. It explains how the project management office (PMO) can be used as a business integrator to influence project outcomes. The book helps readers determine if a PMO is right for their organization and identifies different levels of PMO competency and development. It provides guidance on setting up and operating a PMO, including checklists and processes.

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ISBN: 978-1-4665-6631-6 9 781466 566316 90000 Business Management / Project Management This updated and completely revised edition of a bestseller extends the concepts and considerations of modern project management into the realm of project management oversight, control, and support. Illustrating the implications of project management in today’s organizations, The Complete Project Management Office Handbook, Third Edition explains how to use the project management office (PMO) as a business integrator to influence project outcomes in a manner that serves both project and business management interests. Helping you determine if a PMO is right for your organization, this edition presents a five-stage PMO competency continuum to help you understand how to develop PMOs at different competency levels and associated functionalities. It also identifies five progressive PMO development levels to help you identify which level is best for your organization. Updates to this edition include:
•A refinement of the 20 PMO functions that guide PMO setup and operations •A new section that provides an effective evaluation of PMO maturity indicators based on the prescribed 20 PMO functions presented in the handbook •A new section on Establishing a Project Management Office that details a comprehensive process for determining the needs, purpose, and functionality for a new PMO •Best practices that have cross-industry value and applicability The book includes checklists, detailed process steps, and descriptive guidance for developing PMO functional capability. The up-to-date PMO model defined will not only help you better understand business practices in project management, but will also help you to adapt and integrate those practices into the project management environment in your organization. For anyone associated with start-up and smaller PMOs, the book explains what can be done to create less rigorous PMO functional capabilities. It also includes helpful insights for those who need to specify and demonstrate “quick- wins” and early PMO-based accomplishments in their organization. 6000 Broken Sound Parkway, NW
Suite 300, Boca Raton, FL 33487 711 Third Avenue New York, NY 10017 2 Park Square, Milton Park Abingdon, Oxon OX14 4RN, UK an informa business www.crcpress.com www.auerbach-publications.com K16277 The CompleTe projeCT managemenT offiCe handbook Gerard M. Hill third edition T h e C o m p l e T
e p r o je C T m a n a g e m e n T o f f iC e h a n d b
o o k hill Third ediTion K16277 cvr mech.indd 1 8/2/13 10:44 AM The CompleTe projeCT managemenT offiCe handbook THIRD EDITION ESI International Project Management Series Series Editor J. LeRoy Ward, Executive Vice President ESI International, Arlington, Virginia The Complete Project Management Office Handbook, Third Edition Gerard M. Hill • 978-1-4200-6631-6 • 2013 PgMP® Exam: Practice Test and Study Guide, Fourth Edition
Ginger Levin and J. LeRoy Ward • 978-1-4822-0135-2 • 2013 PgMP® Exam Challenge! Ginger Levin and J. LeRoy Ward • 978-1-4822-0208-3 • 2013 PMP® Exam: Practice Test and Study Guide, Ninth Edition Ginger Levin • 978-1-4822-0224-3 • 2013 PMP® Exam Challenge! Sixth Edition J. LeRoy Ward and Ginger Levin • 978-1-4665-9982-6 • 2013 Determining Project Requirements, Second Edition: Mastering the BABOK® and the CBAP® Exam Hans Jonasson • 978-1-4398-9651-8 • 2012 Team Planning for Project Managers and Business Analysts Gail Levitt • 978-1-4398-5543-0 • 2012 Practical Project Management for Building and Construction Hans Ottosson • 978-1-4398-9655-6 • 2012 Project Management Concepts, Methods, and Techniques Claude H. Maley • 978-1-4665-0288-8 • 2012 Program Management Complexity: A Competency Model Ginger Levin and J. LeRoy Ward 978-1-4398-5111-1 • 2011 Project Management for Healthcare David Shirley • 978-1-4398-1953-1 • 2011 Managing Web Projects Edward B. Farkas • 978-1-4398-0495-7 • 2009
Project Management Recipes for Success Guy L. De Furia • 978-1-4200-7824-4 • 2008 Building a Project Work Breakdown Structure: Visualizing Objectives, Deliverables, Activities, and Schedules Dennis P. Miller • 978-1-4200-6969-3 • 2008 A Standard for Enterprise Project Management Michael S. Zambruski • 978-1-4200-7245-7 • 2008 The Complete Project Management Office Handbook, Second Edition Gerard M. Hill • 978-1-4200-4680-9 • 2007 The CompleTe projeCT managemenT offiCe handbook gerard m. hill THIRD EDITION CRC Press Taylor & Francis Group 6000 Broken Sound Parkway NW, Suite 300 Boca Raton, FL 33487-2742 © 2014 by Taylor & Francis Group, LLC
CRC Press is an imprint of Taylor & Francis Group, an Informa business No claim to original U.S. Government works Version Date: 20130723 International Standard Book Number-13: 978-1-4665-6633-0 (eBook - PDF) This book contains information obtained from authentic and highly regarded sources. Reasonable efforts have been made to publish reliable data and information, but the author and publisher cannot assume responsibility for the validity of all materials or the consequences of their use. The authors and publishers have attempted to trace the copyright holders of all material reproduced in this publication and apologize to copyright holders if permission to publish in this form has not been obtained. If any copyright material has not been acknowledged please write and let us know so we may rectify in any future reprint. Except as permitted under U.S. Copyright Law, no part of this book may be reprinted, reproduced, transmit- ted, or utilized in any form by any electronic, mechanical, or other means, now known or hereafter invented, including photocopying, microfilming, and recording, or in any information storage or retrieval system, without written permission from the publishers. For permission to photocopy or use material electronically from this work, please access www.copyright. com (http://www.copyright.com/) or contact the Copyright Clearance Center, Inc. (CCC), 222 Rosewood Drive, Danvers, MA 01923, 978-750-8400. CCC is a not-for- profit organization that provides licenses and
registration for a variety of users. For organizations that have been granted a photocopy license by the CCC, a separate system of payment has been arranged. Trademark Notice: Product or corporate names may be trademarks or registered trademarks, and are used only for identification and explanation without intent to infringe. Visit the Taylor & Francis Web site at http://www.taylorandfrancis.com and the CRC Press Web site at http://www.crcpress.com v Contents Acknowledgments .......................................................................................xvii Author ............................................................................................... ...........xix Introduction ............................................................................................... ..xxi SeCtion i PRACtiCe MAnAGeMent 1 Project Management Methodology ........................................................3 Project Environment Interface Concepts......................................................5
Business Environment Interface Concepts ...................................................5 Project Management Methodology Activities across the PMO Continuum ........................................................................................... 6 Project Management Methodology Function Model ...................................8 Establish Basis for Project Management Methodology .......................8 Convene Methodology Development Team ...............................9 Prepare Methodology Deployment Strategy ............................10 Examine Current Practices ......................................................19 Develop Methodology Solution ........................................................22 Identify Methodology Components.........................................23 Design Life Cycle Processes .....................................................25 Develop Project Management Practices ...................................31 Introduce Methodology Platform ............................................33
Conduct Methodology Implementation ...........................................35 Plan Methodology Implementation .........................................35 Plan Project Transition ............................................................39 Conduct Methodology Training and Implementation ............ 42 Manage Methodology Maturity .......................................................43 Evaluate Methodology Implementation ...................................43 Analyze Methodology Performance ........................................ 44 Manage Methodology Maintenance ........................................45 Postscript for the Smaller PMO ................................................................ 46 vi ◾ Contents
Establish Simple, Critical Processes for Project Management ...........47 Gain Increased Support for Process Expansion .................................47 Expand and Incorporate Technical and Business Processes ...............48 2 Project Management Tools ...................................................................51 Project Environment Interface Concepts....................................................52 Business Environment Interface Concepts .................................................54 Project Management Tools Activities across the PMO Continuum ............56 Project Management Tools Function Model ..............................................58 Select Project Management Tools .....................................................58 Identify the Need for Project Management Tools ....................59 Examine General Types of Project Management Tools ............60 Assess Specific Project Management Tools
...............................62 Acquire Project Management Tools ........................................ 64 Implement Project Management Tools .............................................65 Plan Tool Implementation .......................................................65 Plan Tool Transition ............................................................... 66 Conduct Tool User Training .................................................. 66 Conduct Tool Implementation ................................................67 Evaluate Tool Performance ...............................................................67 Identify and Resolve Utilization Problems ...............................68 Identify and Resolve Functional Problems ...............................68 Assess Overall Tool Effectiveness .............................................69 Postscript for the Smaller PMO
.................................................................69 3 Standards and Metrics ..........................................................................71 Project Environment Interface Concepts....................................................72 Business Environment Interface Concepts .................................................73 Standards and Metrics Activities across the PMO Continuum ..................74 Standards and Metrics Function Model .....................................................76 Implement Project Management Standards ......................................76 Examine Standards Sources .................................................... 77 Identify Applicable Standards ..................................................80 Introduce Preferred Standards .................................................82 Conduct Benchmarking ......................................................... 84 Determine Project Metrics Requirements
.........................................86 Identify Process Management and Improvement Metrics ........87 Identify Project Performance Metrics ......................................89 Identify Business Management Metrics ...................................92 Introduce and Use Project Metrics ....................................................94 Establish Metrics Measurement Plan .......................................94 Compare Metrics Performance ................................................95 Establish Corrective Actions ....................................................95 Postscript for the Smaller PMO .................................................................96 Contents ◾ vii 4 Project Knowledge Management ..........................................................99
Project Environment Interface Concepts..................................................100 Business Environment Interface Concepts ...............................................101 Project Knowledge Management Activities across the PMO Continuum .......................................................................................... 102 Project Knowledge Management Function Model ...................................102 Establish Knowledge Management Framework ..............................104 Information Management .....................................................105 Document Management ........................................................108 Process Management ............................................................. 110 Collaboration Management ................................................... 111 Project Archive and Reference Library Management ............. 114 Introduce Knowledge Management System
.................................... 117 Conduct Installation and Establish Connectivity .................. 117 Perform Function and Feature Customization ....................... 117 Introduce Project Knowledge Management Content .............120 Implement Knowledge Management System ..................................121 Develop PMIS .......................................................................121 Develop Executive Dashboard ...............................................130 Construct Project Management Library ................................131 Implement Online Project Collaboration ..............................132 Implement Other Knowledge Management Tools .................134 Postscript for the Smaller PMO ...............................................................135 SeCtion ii inFRAStRUCtURe MAnAGeMent 5 Project Governance
............................................................................139 Project Environment Interface Concepts..................................................140 Business Environment Interface Concepts ...............................................141 Project Governance Activities across the PMO Continuum .....................142 Project Governance Function Model .......................................................144 Prepare and Maintain PMO Charter ..............................................144 Define Business Purpose ........................................................146 Specify Organizational Alignment ........................................148 Highlight Functional Responsibility......................................148 Specify PMO Authority .........................................................149 Identify PMO Funding .........................................................150 Develop Project Management Policies ............................................150
Evaluate Policy Needs ............................................................ 151 Demonstrate Senior Management Support ............................ 151 Prepare Policy Guidance ........................................................ 152 Develop Project Classification Guidance ........................................154 Examine Project Classification Purpose .................................154 viii ◾ Contents Identify Project Classification Criteria ...................................154 Implement Project Classification Guidance ........................... 157 Establish Project Manager Authority .............................................. 157 Establish Executive Control Board ................................................. 159
Determine Executive Oversight Requirements ......................160 Set Control Board Parameters ............................................... 161 Prepare Control Board Operating Procedures .......................162 Align Business and Technical Committees .....................................163 Postscript for the Smaller PMO ...............................................................164 6 Assessment ..........................................................................................16 7 Project Environment Interface Concepts..................................................168 Business Environment Interface Concepts ...............................................168 Assessment Activities across the PMO Continuum ..................................169 Assessment Function Model ....................................................................171
Conduct Competency Assessments .................................................171 Identify Competency Assessments .........................................172 Perform Competency Assessments .........................................173 Implement Competency Improvement Plans ......................... 174 Conduct Capability Assessments ....................................................175 Identify Capability Assessments ............................................175 Perform Capability Assessments ............................................177 Implement Capability Improvement Plans.............................179 Conduct Maturity Assessments ......................................................180 Identify Maturity Assessments ...............................................181 Perform Maturity Assessments ..............................................182 Implement Maturity Advancement Plans
..............................184 Postscript for the Smaller PMO ...............................................................185 7 Organization and Structure ...............................................................187 Project Environment Interface Concepts..................................................188 Business Environment Interface Concepts ...............................................188 Organization and Structure Activities across the PMO Continuum ........188 Organization and Structure Function Model ...........................................189 Set Up the PMO Structure ............................................................. 191 Identify Staff Needs for PMO Functions ...............................192 Introduce PMO Staff .............................................................195 Analyze and Establish PMO Relationships ............................196
Establish Project Team Structure ....................................................198 Specify Project Team and PMO Relationship ........................198 Define Standard Project Team Structure ...............................202 Define Extended Project Team Alignment ............................205 Develop Stakeholder Participation ................................................. 208 Manage Internal Project Team Stakeholders ..........................209 Contents ◾ ix Manage Internal Oversight Stakeholders ...............................210 Manage Internal-Support Stakeholders.................................. 211 Manage Customer Stakeholders ............................................212 Manage Vendor/Contractor Stakeholders
..............................214 Manage Other Project Stakeholders ............... ....................... 215 Postscript for the Smaller PMO ...............................................................216 8 Facilities and Equipment Support ......................................................219 Project Environment Interface Concepts................................................. 220 Business Environment Interface Concepts ...............................................221 Facilities and Equipment Support Activities across the PMO Continuum .... 221 Facilities and Equipment Support Function Model .................................223 Establish Project Team Requirements .............................................224 Establish Work Space Requirements ......................................224 Establish Equipment Requirements ...................................... 226
Manage Project Facilities ................................................................229 Manage Facility Acquisition Options ....................................230 Monitor Facility Utilization ...................................................232 Monitor Facility Disposition ................................................ 234 Manage Project Equipment ............................................................236 Manage Equipment Acquisition ............................................236 Manage Equipment Assignments ..........................................238 Manage Equipment Disposition ............................................240 Postscript for the Smaller PMO ...............................................................241 SeCtion iii ReSoURCe inteGRAtion 9 Resource Management .......................................................................245
Project Environment Interface Concepts................................................. 246 Business Environment Interface Concepts .............................................. 246 Resource Management Activities across the PMO Continuum ................247 Resource Management Function Model ..................................................249 Acquire Project Resources ...............................................................249 Identify Resource Providers ...................................................251 Establish Resource Requirements ..........................................253 Fulfill Resource Requests .......................................................254 Assign Project Resources .................................................................255 Prepare Resource Assignment Notifications ...........................255 Obtain Individual Resource Commitments ...........................256 Introduce Resources to the Project Team ...............................256
Deploy Project Resources ................................................................256 Perform Deployment Administration ....................................257 Identify and Arrange Relevant Training ................................259 Monitor Travel Arrangements .............................................. 260 x ◾ Contents Manage Resource Performance ...................................................... 260 Develop Performance Management Guidance .......................261 Conduct Project Resource Performance Reviews ...................262 Monitor Project Resource Performance .................................263 Close Project Resource Assignments .............................................. 264
Coordinate Resource Extensions ...........................................265 Facilitate Resource Transfers and Reassignments ...................265 Manage Resource Terminations ............................................265 Postscript for the Smaller PMO .............................................................. 266 10 Training and Education .....................................................................267 Project Environment Interface Concepts................................................. 268 Business Environment Interface Concepts .............................................. 268 Training and Education Activities across the PMO Continuum ..............269 Training and Education Function Model ................................................271 Establish Training Program ............................................................271 Assess Training Needs ...........................................................272
Determine Training Requirements ........................................273 Identify Training Resources ..................................................275 Prepare Training Plan ............................................................277 Select and Develop Training Courses ....................................279 Manage Training Program ............................................................ 280 Establish Training Registration Capability ............................281 Publicize and Promote Training Program ..............................282 Conduct Project Management Training ................................283 Evaluate Training Program ............................................................ 284 Evaluate Training Plan Implementation ................................285 Evaluate Training Resources ..................................................285 Update Training Program ....................................................
286 Postscript for the Smaller PMO ...............................................................287 11 Career Development ...........................................................................289 Project Environment Interface Concepts..................................................290 Business Environment Interface Concepts ...............................................291 Career Development Activities across the PMO Continuum ...................291 Career Development Function Model ......................................................293 Develop Project Management Career Path .....................................294 Establish Project Management as a Professional Discipline ....................................................................... 294 Develop Basis for Executive Support .....................................295 Define Career Advancement Model .......................................298 Construct Position Descriptions and Qualifications .............
304 Integrate New Career Path into the Organization ................ 306 Support Project Management Career Planning ...............................307 Contents ◾ xi Provide General Career Guidance ........................................ 308 Promote Business Skill Development .....................................309 Implement Career Planning Support .....................................310 Establish Professional Certification ................................................. 311 Develop Project Management Certification Program ............ 311 Facilitate Technical and Professional Certification ................ 314 Postscript for the Smaller PMO
............................................................... 314 12 Team Development .............................................................................317 Project Environment Interface Concepts.................................................. 318 Business Environment Interface Concepts ............................................... 318 Team Development Activities across the PMO Continuum ..................... 319 Team Development Function Model .......................................................321 Facilitate Cohesive Team Formation ...............................................321 Examine Project Team Composition .....................................321 Develop Project Team Orientation Program ..........................324 Integrate Vendors and Contractors ........................................325 Facilitate Virtual Team Management .............................................327 Establish Virtual Team Alignment
........................................327 Facilitate Virtual Team Interactions ......................................329 Introduce Virtual Team Technology......................................332 Enable Project Team Development .................................................333 Promote Team Skill Learning ................................................333 Develop Project Manager Tools and Techniques ...................334 Facilitate Leadership Development ........................................335 Monitor Project Team Performance ................................................337 Assess Team Dynamics ..........................................................337 Examine Team Effectiveness..................................................338 Conduct Team Improvement Activities .................................339 Postscript for the Smaller PMO
...............................................................341 SeCtion iV teCHniCAL SUPPoRt 13 Mentoring ...........................................................................................34 5 Project Environment Interface Concepts................................................. 346 Business Environment Interface Concepts .............................................. 348 Mentoring Activities across the PMO Continuum .................................. 348 Mentoring Function Model .....................................................................350 Establish Project Management Mentoring Program .......................350 Develop the Mentoring Approach .........................................352 Identify Mentor–Protégé Roles and Responsibilities ..............357 Determine Mentor Sourcing Process .....................................362
Engage Project Management Mentors ........................................... 366 xii ◾ Contents Identify Mentor Candidates … 2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 1/5 Unit 4 - Create a PMO Charter for your Company Assignment Due Saturday by 11:59pm Points 100 Submitting a file upload Available Jan 25 at 12am - Feb 13 at 11:59pm 20 days Submit Assignment
You will have two deliverables in this assignment: A PowerPoint Presentation for the assessment and background information described below and a PMO Charter in Word format. PowerPoint: Assessment 1. Your PowerPoint Presentation should have a Title Page, a General Description of the Company, The Company Vision, The Types of Projects the Company pursues, The Organizational Needs Determination, etc. 2. Use Appendix A in Gerard Hill book starting on page 625 to complete each of the assessment activities (see pages 646-654), including: Organizational Needs Determination, Organizational Culture Examination, Stakeholder Analysis, Current Practices Assessment, Preliminary Functionality Examination, PMO Staff Alignment, and PMO Executive Control Board. Word Document: PMO Charter
1. In a Word document, create a PMO Charter using the Checklists in Appendix A (see pages 655-656) of Gerard Hill’s book. Make sure you are writing in a paragraph format even though the template given in the book is in a table format. Charters are not tables. Make sure you are creating a PMO Charter and not a project charter! Upload both the PowerPoint and the Word Document to Canvas. NOTE: Please make sure you have the correct book version and that it includes Appendix A with all the tables. Page numbers may vary if you have a different version. 2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 2/5
2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 3/5 Rubric Unit 4 - PMO Charter 2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 4/5 Criteria Ratings Pts 10 pts 5 pts
5 pts 10 pts 5 pts 10 pts 5 pts 5 pts 5 pts 5 pts 5 pts 5 pts 5 pts Organizational Needs Determination
Complete the assessment for for project and business needs using the tables on page 646 of Appendix A. Organizational Culture Evaluation Complete the assessment for the Organizational Culture Evaluation using tables in page 647 of Appendix A. Stakeholder Analysis Complete the Stakeholder Analysis using page 648 of Appendix A. Current Practices Assessment Part 1 and 2 Complete the Current Practices Part 1 and Part 2 using the tables on page 649-651 of Appendix A. Preliminary Functionality Examination Select from the table in page 652 the current level for your organization and explain why.
PMO Staff Alignment Examination Complete the PMO Staff Alignment tables for the development and operations team using page 653, PMO Executive Control Board Complete the table on page 654 for the Executive Control Board. Charter-Business Purpose Define the business purpose for the PMO using the Charter template on page 655. Charter-Project Management Purpose Define the project management purpose for the PMO using the Charter template on page 655. Charter-PMO functional responsibilities Define the PMO functional responsibilities using the Charter
template on page 655. Charter-PMO Business Alignment Define the PMO Business Alignment using the Charter template on page 656. Charter-PMO Business Affiliation Define the PMO Business Affiliation using the Charter template on page 656. Charter-PMO Authority Define the PMO Authority using the Charter template on page 656. 2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 5/5
Total Points: 100 Criteria Ratings Pts 5 pts 5 pts 10 pts Charter-PMO Resource and Funding Authorization Define the PMO Resource and Funding Authorization using the Charter template on page 656. Charter-PMO Charter Review and Approval Define the PMO Charter Review and Approval using the Charter template on page 656. Used Appendix A and the charter was created without tables. You used the Appendix A in its entirety for this assignment. The assessment is in a Powerpoint
format and the Charter in a Word format.

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The Complete PMO Handbook: Managing Projects, Processes and Business

  • 1. ISBN: 978-1-4665-6631-6 9 781466 566316 90000 Business Management / Project Management This updated and completely revised edition of a bestseller extends the concepts and considerations of modern project management into the realm of project management oversight, control, and support. Illustrating the implications of project management in today’s organizations, The Complete Project Management Office Handbook, Third Edition explains how to use the project management office (PMO) as a business integrator to influence project outcomes in a manner that serves both project and business management interests. Helping you determine if a PMO is right for your organization, this edition presents a five-stage PMO competency continuum to help you understand how to develop PMOs at different competency levels and associated functionalities. It also identifies five progressive PMO development levels to help you identify which level is best for your organization. Updates to this edition include:
  • 2. •A refinement of the 20 PMO functions that guide PMO setup and operations •A new section that provides an effective evaluation of PMO maturity indicators based on the prescribed 20 PMO functions presented in the handbook •A new section on Establishing a Project Management Office that details a comprehensive process for determining the needs, purpose, and functionality for a new PMO •Best practices that have cross-industry value and applicability The book includes checklists, detailed process steps, and descriptive guidance for developing PMO functional capability. The up-to-date PMO model defined will not only help you better understand business practices in project management, but will also help you to adapt and integrate those practices into the project management environment in your organization. For anyone associated with start-up and smaller PMOs, the book explains what can be done to create less rigorous PMO functional capabilities. It also includes helpful insights for those who need to specify and demonstrate “quick- wins” and early PMO-based accomplishments in their organization. 6000 Broken Sound Parkway, NW
  • 3. Suite 300, Boca Raton, FL 33487 711 Third Avenue New York, NY 10017 2 Park Square, Milton Park Abingdon, Oxon OX14 4RN, UK an informa business www.crcpress.com www.auerbach-publications.com K16277 The CompleTe projeCT managemenT offiCe handbook Gerard M. Hill third edition T h e C o m p l e T
  • 5. o o k hill Third ediTion K16277 cvr mech.indd 1 8/2/13 10:44 AM The CompleTe projeCT managemenT offiCe handbook THIRD EDITION ESI International Project Management Series Series Editor J. LeRoy Ward, Executive Vice President ESI International, Arlington, Virginia The Complete Project Management Office Handbook, Third Edition Gerard M. Hill • 978-1-4200-6631-6 • 2013 PgMP® Exam: Practice Test and Study Guide, Fourth Edition
  • 6. Ginger Levin and J. LeRoy Ward • 978-1-4822-0135-2 • 2013 PgMP® Exam Challenge! Ginger Levin and J. LeRoy Ward • 978-1-4822-0208-3 • 2013 PMP® Exam: Practice Test and Study Guide, Ninth Edition Ginger Levin • 978-1-4822-0224-3 • 2013 PMP® Exam Challenge! Sixth Edition J. LeRoy Ward and Ginger Levin • 978-1-4665-9982-6 • 2013 Determining Project Requirements, Second Edition: Mastering the BABOK® and the CBAP® Exam Hans Jonasson • 978-1-4398-9651-8 • 2012 Team Planning for Project Managers and Business Analysts Gail Levitt • 978-1-4398-5543-0 • 2012 Practical Project Management for Building and Construction Hans Ottosson • 978-1-4398-9655-6 • 2012 Project Management Concepts, Methods, and Techniques Claude H. Maley • 978-1-4665-0288-8 • 2012 Program Management Complexity: A Competency Model Ginger Levin and J. LeRoy Ward 978-1-4398-5111-1 • 2011 Project Management for Healthcare David Shirley • 978-1-4398-1953-1 • 2011 Managing Web Projects Edward B. Farkas • 978-1-4398-0495-7 • 2009
  • 7. Project Management Recipes for Success Guy L. De Furia • 978-1-4200-7824-4 • 2008 Building a Project Work Breakdown Structure: Visualizing Objectives, Deliverables, Activities, and Schedules Dennis P. Miller • 978-1-4200-6969-3 • 2008 A Standard for Enterprise Project Management Michael S. Zambruski • 978-1-4200-7245-7 • 2008 The Complete Project Management Office Handbook, Second Edition Gerard M. Hill • 978-1-4200-4680-9 • 2007 The CompleTe projeCT managemenT offiCe handbook gerard m. hill THIRD EDITION CRC Press Taylor & Francis Group 6000 Broken Sound Parkway NW, Suite 300 Boca Raton, FL 33487-2742 © 2014 by Taylor & Francis Group, LLC
  • 8. CRC Press is an imprint of Taylor & Francis Group, an Informa business No claim to original U.S. Government works Version Date: 20130723 International Standard Book Number-13: 978-1-4665-6633-0 (eBook - PDF) This book contains information obtained from authentic and highly regarded sources. Reasonable efforts have been made to publish reliable data and information, but the author and publisher cannot assume responsibility for the validity of all materials or the consequences of their use. The authors and publishers have attempted to trace the copyright holders of all material reproduced in this publication and apologize to copyright holders if permission to publish in this form has not been obtained. If any copyright material has not been acknowledged please write and let us know so we may rectify in any future reprint. Except as permitted under U.S. Copyright Law, no part of this book may be reprinted, reproduced, transmit- ted, or utilized in any form by any electronic, mechanical, or other means, now known or hereafter invented, including photocopying, microfilming, and recording, or in any information storage or retrieval system, without written permission from the publishers. For permission to photocopy or use material electronically from this work, please access www.copyright. com (http://www.copyright.com/) or contact the Copyright Clearance Center, Inc. (CCC), 222 Rosewood Drive, Danvers, MA 01923, 978-750-8400. CCC is a not-for- profit organization that provides licenses and
  • 9. registration for a variety of users. For organizations that have been granted a photocopy license by the CCC, a separate system of payment has been arranged. Trademark Notice: Product or corporate names may be trademarks or registered trademarks, and are used only for identification and explanation without intent to infringe. Visit the Taylor & Francis Web site at http://www.taylorandfrancis.com and the CRC Press Web site at http://www.crcpress.com v Contents Acknowledgments .......................................................................................xvii Author ............................................................................................... ...........xix Introduction ............................................................................................... ..xxi SeCtion i PRACtiCe MAnAGeMent 1 Project Management Methodology ........................................................3 Project Environment Interface Concepts......................................................5
  • 10. Business Environment Interface Concepts ...................................................5 Project Management Methodology Activities across the PMO Continuum ........................................................................................... 6 Project Management Methodology Function Model ...................................8 Establish Basis for Project Management Methodology .......................8 Convene Methodology Development Team ...............................9 Prepare Methodology Deployment Strategy ............................10 Examine Current Practices ......................................................19 Develop Methodology Solution ........................................................22 Identify Methodology Components.........................................23 Design Life Cycle Processes .....................................................25 Develop Project Management Practices ...................................31 Introduce Methodology Platform ............................................33
  • 11. Conduct Methodology Implementation ...........................................35 Plan Methodology Implementation .........................................35 Plan Project Transition ............................................................39 Conduct Methodology Training and Implementation ............ 42 Manage Methodology Maturity .......................................................43 Evaluate Methodology Implementation ...................................43 Analyze Methodology Performance ........................................ 44 Manage Methodology Maintenance ........................................45 Postscript for the Smaller PMO ................................................................ 46 vi ◾ Contents
  • 12. Establish Simple, Critical Processes for Project Management ...........47 Gain Increased Support for Process Expansion .................................47 Expand and Incorporate Technical and Business Processes ...............48 2 Project Management Tools ...................................................................51 Project Environment Interface Concepts....................................................52 Business Environment Interface Concepts .................................................54 Project Management Tools Activities across the PMO Continuum ............56 Project Management Tools Function Model ..............................................58 Select Project Management Tools .....................................................58 Identify the Need for Project Management Tools ....................59 Examine General Types of Project Management Tools ............60 Assess Specific Project Management Tools
  • 13. ...............................62 Acquire Project Management Tools ........................................ 64 Implement Project Management Tools .............................................65 Plan Tool Implementation .......................................................65 Plan Tool Transition ............................................................... 66 Conduct Tool User Training .................................................. 66 Conduct Tool Implementation ................................................67 Evaluate Tool Performance ...............................................................67 Identify and Resolve Utilization Problems ...............................68 Identify and Resolve Functional Problems ...............................68 Assess Overall Tool Effectiveness .............................................69 Postscript for the Smaller PMO
  • 14. .................................................................69 3 Standards and Metrics ..........................................................................71 Project Environment Interface Concepts....................................................72 Business Environment Interface Concepts .................................................73 Standards and Metrics Activities across the PMO Continuum ..................74 Standards and Metrics Function Model .....................................................76 Implement Project Management Standards ......................................76 Examine Standards Sources .................................................... 77 Identify Applicable Standards ..................................................80 Introduce Preferred Standards .................................................82 Conduct Benchmarking ......................................................... 84 Determine Project Metrics Requirements
  • 15. .........................................86 Identify Process Management and Improvement Metrics ........87 Identify Project Performance Metrics ......................................89 Identify Business Management Metrics ...................................92 Introduce and Use Project Metrics ....................................................94 Establish Metrics Measurement Plan .......................................94 Compare Metrics Performance ................................................95 Establish Corrective Actions ....................................................95 Postscript for the Smaller PMO .................................................................96 Contents ◾ vii 4 Project Knowledge Management ..........................................................99
  • 16. Project Environment Interface Concepts..................................................100 Business Environment Interface Concepts ...............................................101 Project Knowledge Management Activities across the PMO Continuum .......................................................................................... 102 Project Knowledge Management Function Model ...................................102 Establish Knowledge Management Framework ..............................104 Information Management .....................................................105 Document Management ........................................................108 Process Management ............................................................. 110 Collaboration Management ................................................... 111 Project Archive and Reference Library Management ............. 114 Introduce Knowledge Management System
  • 17. .................................... 117 Conduct Installation and Establish Connectivity .................. 117 Perform Function and Feature Customization ....................... 117 Introduce Project Knowledge Management Content .............120 Implement Knowledge Management System ..................................121 Develop PMIS .......................................................................121 Develop Executive Dashboard ...............................................130 Construct Project Management Library ................................131 Implement Online Project Collaboration ..............................132 Implement Other Knowledge Management Tools .................134 Postscript for the Smaller PMO ...............................................................135 SeCtion ii inFRAStRUCtURe MAnAGeMent 5 Project Governance
  • 18. ............................................................................139 Project Environment Interface Concepts..................................................140 Business Environment Interface Concepts ...............................................141 Project Governance Activities across the PMO Continuum .....................142 Project Governance Function Model .......................................................144 Prepare and Maintain PMO Charter ..............................................144 Define Business Purpose ........................................................146 Specify Organizational Alignment ........................................148 Highlight Functional Responsibility......................................148 Specify PMO Authority .........................................................149 Identify PMO Funding .........................................................150 Develop Project Management Policies ............................................150
  • 19. Evaluate Policy Needs ............................................................ 151 Demonstrate Senior Management Support ............................ 151 Prepare Policy Guidance ........................................................ 152 Develop Project Classification Guidance ........................................154 Examine Project Classification Purpose .................................154 viii ◾ Contents Identify Project Classification Criteria ...................................154 Implement Project Classification Guidance ........................... 157 Establish Project Manager Authority .............................................. 157 Establish Executive Control Board ................................................. 159
  • 20. Determine Executive Oversight Requirements ......................160 Set Control Board Parameters ............................................... 161 Prepare Control Board Operating Procedures .......................162 Align Business and Technical Committees .....................................163 Postscript for the Smaller PMO ...............................................................164 6 Assessment ..........................................................................................16 7 Project Environment Interface Concepts..................................................168 Business Environment Interface Concepts ...............................................168 Assessment Activities across the PMO Continuum ..................................169 Assessment Function Model ....................................................................171
  • 21. Conduct Competency Assessments .................................................171 Identify Competency Assessments .........................................172 Perform Competency Assessments .........................................173 Implement Competency Improvement Plans ......................... 174 Conduct Capability Assessments ....................................................175 Identify Capability Assessments ............................................175 Perform Capability Assessments ............................................177 Implement Capability Improvement Plans.............................179 Conduct Maturity Assessments ......................................................180 Identify Maturity Assessments ...............................................181 Perform Maturity Assessments ..............................................182 Implement Maturity Advancement Plans
  • 22. ..............................184 Postscript for the Smaller PMO ...............................................................185 7 Organization and Structure ...............................................................187 Project Environment Interface Concepts..................................................188 Business Environment Interface Concepts ...............................................188 Organization and Structure Activities across the PMO Continuum ........188 Organization and Structure Function Model ...........................................189 Set Up the PMO Structure ............................................................. 191 Identify Staff Needs for PMO Functions ...............................192 Introduce PMO Staff .............................................................195 Analyze and Establish PMO Relationships ............................196
  • 23. Establish Project Team Structure ....................................................198 Specify Project Team and PMO Relationship ........................198 Define Standard Project Team Structure ...............................202 Define Extended Project Team Alignment ............................205 Develop Stakeholder Participation ................................................. 208 Manage Internal Project Team Stakeholders ..........................209 Contents ◾ ix Manage Internal Oversight Stakeholders ...............................210 Manage Internal-Support Stakeholders.................................. 211 Manage Customer Stakeholders ............................................212 Manage Vendor/Contractor Stakeholders
  • 24. ..............................214 Manage Other Project Stakeholders ............... ....................... 215 Postscript for the Smaller PMO ...............................................................216 8 Facilities and Equipment Support ......................................................219 Project Environment Interface Concepts................................................. 220 Business Environment Interface Concepts ...............................................221 Facilities and Equipment Support Activities across the PMO Continuum .... 221 Facilities and Equipment Support Function Model .................................223 Establish Project Team Requirements .............................................224 Establish Work Space Requirements ......................................224 Establish Equipment Requirements ...................................... 226
  • 25. Manage Project Facilities ................................................................229 Manage Facility Acquisition Options ....................................230 Monitor Facility Utilization ...................................................232 Monitor Facility Disposition ................................................ 234 Manage Project Equipment ............................................................236 Manage Equipment Acquisition ............................................236 Manage Equipment Assignments ..........................................238 Manage Equipment Disposition ............................................240 Postscript for the Smaller PMO ...............................................................241 SeCtion iii ReSoURCe inteGRAtion 9 Resource Management .......................................................................245
  • 26. Project Environment Interface Concepts................................................. 246 Business Environment Interface Concepts .............................................. 246 Resource Management Activities across the PMO Continuum ................247 Resource Management Function Model ..................................................249 Acquire Project Resources ...............................................................249 Identify Resource Providers ...................................................251 Establish Resource Requirements ..........................................253 Fulfill Resource Requests .......................................................254 Assign Project Resources .................................................................255 Prepare Resource Assignment Notifications ...........................255 Obtain Individual Resource Commitments ...........................256 Introduce Resources to the Project Team ...............................256
  • 27. Deploy Project Resources ................................................................256 Perform Deployment Administration ....................................257 Identify and Arrange Relevant Training ................................259 Monitor Travel Arrangements .............................................. 260 x ◾ Contents Manage Resource Performance ...................................................... 260 Develop Performance Management Guidance .......................261 Conduct Project Resource Performance Reviews ...................262 Monitor Project Resource Performance .................................263 Close Project Resource Assignments .............................................. 264
  • 28. Coordinate Resource Extensions ...........................................265 Facilitate Resource Transfers and Reassignments ...................265 Manage Resource Terminations ............................................265 Postscript for the Smaller PMO .............................................................. 266 10 Training and Education .....................................................................267 Project Environment Interface Concepts................................................. 268 Business Environment Interface Concepts .............................................. 268 Training and Education Activities across the PMO Continuum ..............269 Training and Education Function Model ................................................271 Establish Training Program ............................................................271 Assess Training Needs ...........................................................272
  • 29. Determine Training Requirements ........................................273 Identify Training Resources ..................................................275 Prepare Training Plan ............................................................277 Select and Develop Training Courses ....................................279 Manage Training Program ............................................................ 280 Establish Training Registration Capability ............................281 Publicize and Promote Training Program ..............................282 Conduct Project Management Training ................................283 Evaluate Training Program ............................................................ 284 Evaluate Training Plan Implementation ................................285 Evaluate Training Resources ..................................................285 Update Training Program ....................................................
  • 30. 286 Postscript for the Smaller PMO ...............................................................287 11 Career Development ...........................................................................289 Project Environment Interface Concepts..................................................290 Business Environment Interface Concepts ...............................................291 Career Development Activities across the PMO Continuum ...................291 Career Development Function Model ......................................................293 Develop Project Management Career Path .....................................294 Establish Project Management as a Professional Discipline ....................................................................... 294 Develop Basis for Executive Support .....................................295 Define Career Advancement Model .......................................298 Construct Position Descriptions and Qualifications .............
  • 31. 304 Integrate New Career Path into the Organization ................ 306 Support Project Management Career Planning ...............................307 Contents ◾ xi Provide General Career Guidance ........................................ 308 Promote Business Skill Development .....................................309 Implement Career Planning Support .....................................310 Establish Professional Certification ................................................. 311 Develop Project Management Certification Program ............ 311 Facilitate Technical and Professional Certification ................ 314 Postscript for the Smaller PMO
  • 32. ............................................................... 314 12 Team Development .............................................................................317 Project Environment Interface Concepts.................................................. 318 Business Environment Interface Concepts ............................................... 318 Team Development Activities across the PMO Continuum ..................... 319 Team Development Function Model .......................................................321 Facilitate Cohesive Team Formation ...............................................321 Examine Project Team Composition .....................................321 Develop Project Team Orientation Program ..........................324 Integrate Vendors and Contractors ........................................325 Facilitate Virtual Team Management .............................................327 Establish Virtual Team Alignment
  • 33. ........................................327 Facilitate Virtual Team Interactions ......................................329 Introduce Virtual Team Technology......................................332 Enable Project Team Development .................................................333 Promote Team Skill Learning ................................................333 Develop Project Manager Tools and Techniques ...................334 Facilitate Leadership Development ........................................335 Monitor Project Team Performance ................................................337 Assess Team Dynamics ..........................................................337 Examine Team Effectiveness..................................................338 Conduct Team Improvement Activities .................................339 Postscript for the Smaller PMO
  • 34. ...............................................................341 SeCtion iV teCHniCAL SUPPoRt 13 Mentoring ...........................................................................................34 5 Project Environment Interface Concepts................................................. 346 Business Environment Interface Concepts .............................................. 348 Mentoring Activities across the PMO Continuum .................................. 348 Mentoring Function Model .....................................................................350 Establish Project Management Mentoring Program .......................350 Develop the Mentoring Approach .........................................352 Identify Mentor–Protégé Roles and Responsibilities ..............357 Determine Mentor Sourcing Process .....................................362
  • 35. Engage Project Management Mentors ........................................... 366 xii ◾ Contents Identify Mentor Candidates … 2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 1/5 Unit 4 - Create a PMO Charter for your Company Assignment Due Saturday by 11:59pm Points 100 Submitting a file upload Available Jan 25 at 12am - Feb 13 at 11:59pm 20 days Submit Assignment
  • 36. You will have two deliverables in this assignment: A PowerPoint Presentation for the assessment and background information described below and a PMO Charter in Word format. PowerPoint: Assessment 1. Your PowerPoint Presentation should have a Title Page, a General Description of the Company, The Company Vision, The Types of Projects the Company pursues, The Organizational Needs Determination, etc. 2. Use Appendix A in Gerard Hill book starting on page 625 to complete each of the assessment activities (see pages 646-654), including: Organizational Needs Determination, Organizational Culture Examination, Stakeholder Analysis, Current Practices Assessment, Preliminary Functionality Examination, PMO Staff Alignment, and PMO Executive Control Board. Word Document: PMO Charter
  • 37. 1. In a Word document, create a PMO Charter using the Checklists in Appendix A (see pages 655-656) of Gerard Hill’s book. Make sure you are writing in a paragraph format even though the template given in the book is in a table format. Charters are not tables. Make sure you are creating a PMO Charter and not a project charter! Upload both the PowerPoint and the Word Document to Canvas. NOTE: Please make sure you have the correct book version and that it includes Appendix A with all the tables. Page numbers may vary if you have a different version. 2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 2/5
  • 38. 2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 3/5 Rubric Unit 4 - PMO Charter 2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 4/5 Criteria Ratings Pts 10 pts 5 pts
  • 39. 5 pts 10 pts 5 pts 10 pts 5 pts 5 pts 5 pts 5 pts 5 pts 5 pts 5 pts Organizational Needs Determination
  • 40. Complete the assessment for for project and business needs using the tables on page 646 of Appendix A. Organizational Culture Evaluation Complete the assessment for the Organizational Culture Evaluation using tables in page 647 of Appendix A. Stakeholder Analysis Complete the Stakeholder Analysis using page 648 of Appendix A. Current Practices Assessment Part 1 and 2 Complete the Current Practices Part 1 and Part 2 using the tables on page 649-651 of Appendix A. Preliminary Functionality Examination Select from the table in page 652 the current level for your organization and explain why.
  • 41. PMO Staff Alignment Examination Complete the PMO Staff Alignment tables for the development and operations team using page 653, PMO Executive Control Board Complete the table on page 654 for the Executive Control Board. Charter-Business Purpose Define the business purpose for the PMO using the Charter template on page 655. Charter-Project Management Purpose Define the project management purpose for the PMO using the Charter template on page 655. Charter-PMO functional responsibilities Define the PMO functional responsibilities using the Charter
  • 42. template on page 655. Charter-PMO Business Alignment Define the PMO Business Alignment using the Charter template on page 656. Charter-PMO Business Affiliation Define the PMO Business Affiliation using the Charter template on page 656. Charter-PMO Authority Define the PMO Authority using the Charter template on page 656. 2/9/2021 Unit 4 - Create a PMO Charter for your Company Assignment https://harrisburgu.instructure.com/courses/5046/assignments/81 154 5/5
  • 43. Total Points: 100 Criteria Ratings Pts 5 pts 5 pts 10 pts Charter-PMO Resource and Funding Authorization Define the PMO Resource and Funding Authorization using the Charter template on page 656. Charter-PMO Charter Review and Approval Define the PMO Charter Review and Approval using the Charter template on page 656. Used Appendix A and the charter was created without tables. You used the Appendix A in its entirety for this assignment. The assessment is in a Powerpoint
  • 44. format and the Charter in a Word format.