The Value of a Project Management Office Copyright: Kathy J. Lang, 2004

Agenda Problem Statement Solution – Project Management Office Results – Critical Success Factors Next Steps

Problem Statement

Types of Work Operations Projects

Project* A project is a temporary endeavor undertaken to create a unique product or service. Temporary – definite beginning and definite end Unique – the product or service is different in some distinguishing way from all similar products or services *The Guide to Project Management Body of Knowledge

Project Operations

Problems No consistent management Lack of prioritization No formal tracking Lack of communication Lack of functional user involvement

Problems Not On-Time Not On-Budget Not Meeting Expectations

Solution First Attempt

First Attempt Inventory projects –Current, approved and pending –Prioritize current projects Schedule projects and set end-dates Require project plans Implement Project Server Trained staff

Project Managers Individual responsible for the project Assigned to a specific application area Other technical staff

Problems continued… Lack of communications Lack of functional user involvements Lack of project management skill sets Not on-time Not on-budget

Solution: Project Management Office (PMO)

Project Management Office (PMO) provide the structure and expertise needed to improve project success rates

Goals Improve Project Success Standardize the Project Process

Goals Follow consistent methodology Improve management Improve communication Improve functional user involvement Prioritize projects Monitor progress/budget

People Process Technology

Implementation Phase Schedule Project Assign PM Identify Project Team –Executive Sponsor –Functional Lead(s) –Technical Lead(s) –Other Resources

Implementation Phase Formulate Steering Committee Create a Communications Team

Implementation Phase cont. Develop Project Charter –Identify Executive Sponsor –Set Expectations –Sets Milestones –Identify Project Team Roles Responsibilities

Implementation Phase cont. Project Kickoff Project Plan –Sub-Plans Implementation Location

Implementation Phase cont. Project Meetings Weekly Progress Reports –Accomplishments –Risks/Issues Steering Committee Meetings Communication Meetings

Project Closure Project Complete Transition to Operations Formal Project Closure Post Project Review

Results/ Critical Success Factors

Results On-Time On-Budget Increased User Satisfaction More Projects Completed

Critical Success Factors Management of Expectations Adequate Budget Cross-functional Teams Strategic Use of Consultants Right Project Manager Effective Steering Committee Minimal Scope Creep

Next Steps

More Documentation Better Transition to Operations Improved Project Reviews Staff Evaluations User Assessments Formal Approval Process

Approval Process Information Technology Planning Committee (ITP) University Policy & Procedure

ITP Key Campus Representatives Charge –Recommend IT Strategic Plan –Recommend/Prioritize Projects

University Policy & Procedures Formal policy regarding IT projects –VP/Dean Approval –IT Services Approval –Funding Plan

Approval Process

Summary Problem Statement Solution – PMO Results – Critical Success Factors Next Steps

The Value of a Project Management Office