T HE E FFECTIVE P ROJECT M ANAGEMENT O FFICE Strategies For Building, Selling & Setting Up PMOs Mark E. Mullaly, PMP

Copyright © Interthink Consulting Incorporated. All Rights Reserved. The Continuing Challenges of Projects Project Management Has Not Yet Fulfilled It’s Promise: –Projects Still Do Not Deliver On Time & Budget –Projects Live Outside Of The Organizational Management Process –Consistent Approaches & Common Processes Do Not Exist –The Role Of The Project Manager Is Not Recognized Or Defined –Senior Management Support Is Inconsistent Or Non-Existent

Copyright © Interthink Consulting Incorporated. All Rights Reserved. The PMO As An Organizational Unifier Organizations Are Looking For PMOs To: –Act As A Focal Point For Projects –Create Consistency Of Practice –Provide Reassurance Of Status And Progress –Ensure Delivery Of Promised Results On Time And Budget –Insulate The Organization From The Project Process

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Today’s Multi-Faceted Role Of The PMO SupportControl Reporting TrainingAudits Process Developme nt Mentoring/ Coaching Tool Selection Project Management Resource Management The Nature & Magnitude Of The Role Varies From Organization to Organization

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Current Roles In Practice

Copyright © Interthink Consulting Incorporated. All Rights Reserved. The 4 Archetypes Of A PMO

Copyright © Interthink Consulting Incorporated. All Rights Reserved. A Direction For Defining The PMO The PMO Will Play A Number Of Key Roles: –Process, Tool & Resource Development –Training, Coaching & Mentoring –Portfolio Planning & Facilitation –Resource Planning –Results Monitoring & Reporting –Library & Repository

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Challenges Of PMO Implementation

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Current Perception of PMO Value

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Critical Success Factors The Essential Dimensions Of Defining A PMO Are: –An Assessment-Based Approach To Defining The Direction –PMO Objectives Tied To Organizational Goals –A Clear & Compelling Case For The Proposed Change –A Detailed Plan For Project Management Improvement –Embracing The Principles Of Organizational Change

Copyright © Interthink Consulting Incorporated. All Rights Reserved. PMO Implementation Process

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Assessment Assessment Of PM Maturity Is A Critical First Step –Establishes A Baseline Against Which To Evaluate Progress –Provides A Framework For Improvement –Focusses Attention On Developing Best Practices –Provides Defensibility Of Improvement Plans Assessment Purpose –Evaluate Performance Against A Standardized Model –Benchmark Capability Against Other Organizations

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Assessment (continued) Ideal Approach –Assessment Survey-based Validated by in-depth interviews, methodology reviews and audits –Identification Of Findings –Articulation Of Recommendations

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Improvement Planning Critical Inputs –Current Organizational Performance –Organizational Goals & Strategies Approach –Establish A Vision For Project Management –Develop An Improvement Roadmap (Program-level definition) –Define Detailed Improvement Plan (Individual projects)

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Improvement Planning (continued) Critical Success Factors –Small, Focussed Improvement Projects Incremental, Rapid Attainment Of Results –Leveraged Improvement Smallest Effort For The Greatest Impact –Initiatives Support Attainment Of The 3 C’s Consensus, Communication, Control –Objectives Are Tied To Assessment Findings

Copyright © Interthink Consulting Incorporated. All Rights Reserved. PMO Marketing & Awareness Critical Inputs –Stakeholder Requirements Needs, Concerns, Success Drivers –Strategies Approaches, Impacts, Benefits Approach –Define & Communicate Strategies –Validate & Negotiation Agreement –Visibly Respond To Feedback, Ideas & Concerns

Copyright © Interthink Consulting Incorporated. All Rights Reserved. PMO Marketing & Awareness (continued) Critical Success Factors –Communicate With All Stakeholders Frequently, Often, Diversely –Gain Support & Approval Early From Senior Management To Front Line Project Managers –Manage Expectations Timelines, Scope, Involvement & Impacts –Respond Proactively To Concerns & Criticism

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Capability Development Dimensions –PMO Structure, Roles & Responsibilities –PMO Policies, Procedures & Processes –Project Processes, Guidelines & Methodologies –Tools & Software Project Managers, PMO, Customers, Sponsors, Resource Managers –Training, Coaching & Mentoring –Communication, Reporting & Repository Capabilities Approach –Manage As Individual Projects –Component Initiatives Within Overall Improvement Plan

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Capability Development (continued) Critical Success Factors –Capability That Is Useable & Used Relevant Customer-Focussed Scaleable –Integrated With Organizational Management Processes –Incrementally Supportive Of Planned & Defined Objectives

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Implementation Support Transition To Project Culture –Organizational/Project Structures –Job Descriptions, Roles & Responsibilities –Career Development & Progression –Performance Evaluation & Feedback –Recognition, Reward & Compensation Strategies –Escalation Paths & Procedures Dimensions –Project Managers & Teams –PMO Staff –Departmental/Resource Managers

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Implementation (continued) Critical Success Factors –Acceptance & Adoption By Organization Better to ensure quality implementation of adequate process –Integration Of Project Framework Within Organizational Management Tied to operational planning and processes –Resolution Of Organizational Issues

Copyright © Interthink Consulting Incorporated. All Rights Reserved. Continuous Improvement Approach –Continue To Assess & Benchmark PMO/Project Management Capability –Continually Evaluate Effectiveness Management of projects on time, on budget to specification Quality and reliability of project results Delivery and attainment of organizational benefits & outcomes –Involve The Organization Post Implementation Reviews Workshops, presentations, surveys and focus groups –Never Be Satisfied