PPSO SIG Spring Conference – 10 April Types of PSOs John Zachar Principal Consultant CITI Limited Lovat Bank, Silver Street Newport Pagnell Buckinghamshire MK16 0EJ +44 (0)

PPSO SIG Spring Conference – 10 April Introduction

PPSO SIG Spring Conference – 10 April Projects Project Sponsor Impacts Benefits Project Sponsor Impacts Benefits Project Sponsor Impacts Benefits Project Sponsor Impacts Benefits

PPSO SIG Spring Conference – 10 April Status monitoring Cost tracking Allocating project managers Resource utilisation Audit Trouble shooting projects Document management Project performance Project resourcing Project control Project support office

PPSO SIG Spring Conference – 10 April Throughput Project support office

PPSO SIG Spring Conference – 10 April Admin Types of project support office Support Capability Partner Guidance Control Improve Manage Control Emphasis Admin

PPSO SIG Spring Conference – 10 April   Data collector   Keeps the ‘scores’ and ‘history’   Reports aggregator   Supports individual projects   Passive   Staffed by administrators   Conduit for information on current projects   Reviews A Project support office: admin Information gathering reviewers Facilitator Secretariat

PPSO SIG Spring Conference – 10 April   Information management   Interpreter   Focus on project delivery   Interventionist   Staffed by functional specialists   Some authority   Perform audits   Conduit for current projects and reports on the ‘portfolio’   Reviews Project support office: control C TimeQuality Technical Cost Business BenefitsRisk Cost Criteria based reviewers

PPSO SIG Spring Conference – 10 April   Centre of excellence – agency of change   Pro-active and interventionist   Staffed by process specialists   Supports portfolio and projects   Provides training and support   May ‘own’ PMs and resource management   Monitors portfolios and projects, - influences project organisational performance   Reviews G Project support office: guidance Health clinic Status Expert reviewers

PPSO SIG Spring Conference – 10 April   Source of best practices   Reactive and demand-driven   Staffed by people capable/competent in PM   Supports business-led initiatives to improve   Monitors the portfolio and maintains information on the capacity and capability   Involved in establishing strategic direction   Represents project management at board level   Reviews P Project support office: partner Coach/trainer Portfolio reporting

PPSO SIG Spring Conference – 10 April PSO roles StaffPlanning roleImplementation role Executive sponsor   Secure funding   Make go/no go decisions   Link strategy to PSO objectives   Integrate with company strategic initiatives   PSO advocate PSO manager   Oversee content development   Specify technology, staffing & rollout requirements   Oversee PM method development PSO staff Company PMs Customers   Develop content   Document the method   Solicit & document customer requirements   Provide subject matter expertise & guidance on method & PSO operation   Buy in to PSO concept & operation   Provide project management support requirements   Run day to day operations   Responsible for all PSO deliverables   Champion method implementation   Implement continuous improvement process changes   Maintain project deliverables, solve problems   Carry out PSO functions   Maintain all PSO records   Access & use the PSO as agreed   Implement PM method & PSO processes   Implement training via PSO   Provide feedback on PSO products & services   Support PSO continuous improvement process

PPSO SIG Spring Conference – 10 April PSO Central project office Project Information management Process consultants PS

PPSO SIG Spring Conference – 10 April PSO Virtual offices Project Information management Process consultants Project support

PPSO SIG Spring Conference – 10 April Project support office and IT PSO Business project IT Exec Information management Process consultants Project support Info Mgt IT project

PPSO SIG Spring Conference – 10 April Project support office Corporate HQ Black studioJuice studioRed studio Project support office Yellow studio

PPSO SIG Spring Conference – 10 April Portfolio planning

PPSO SIG Spring Conference – 10 April The problem Live Dates 1st Qtr2nd Qtr3rd Qtr4th Qtr Project 1 Project 2 Project 3 Project 4 Project 5 Project 6 Project 7 Project 8 Value Criticality Phasing Size Pj32 Pj21 Pj19 Pj56 Pj23

PPSO SIG Spring Conference – 10 April Getting control

PPSO SIG Spring Conference – 10 April Portfolio management Portfolio management Project Sponsor Project Sponsor Project Sponsor Project Sponsor Portfolio of projects

PPSO SIG Spring Conference – 10 April Status monitoring Cost tracking Allocating project managers Resource utilisation Audit Trouble shooting projects Document management Project performance Project resourcing Project control Portfolio planning Scheduling Project prioritisation Portfolio support office

PPSO SIG Spring Conference – 10 April Responsibilities Prioritisation Resource allocation Monitoring Projects Portfolio perspective Reporting Projects Portfolio perspective

PPSO SIG Spring Conference – 10 April Portfolio resourcing Availability Suitability   Contention resolution   Escalation   Prioritisation   Arbitration Things People

PPSO SIG Spring Conference – 10 April Relating calendar to effort Too little Too much t d Time Staff level t d 1 Planned effort Fixed team Actual effort Size  effort  time / /

PPSO SIG Spring Conference – 10 April Year 1 Year 2 Year 3 Year Core competencies Develop? Contract? Project managers Programme managers Procurement managers Recruit ?

PPSO SIG Spring Conference – 10 April Right project manager, right project Do they know their job? Is it too new? Are they accepted by stakeholders? Have they the right knowledge, experience and attitudes Contract management Schedule management Client relationships Risk management Subcontractor management High value contracts Team management Technical knowledge

PPSO SIG Spring Conference – 10 April Portfolio support office Corporate HQ UK SalesUSA Portfolio support office UK IT development Hardware projects Software projects project

PPSO SIG Spring Conference – 10 April World wide management office PgMO PjSO Pj 2 Pj 3 Pj 1 PjSO Pj 2 Pg 1 Pj 1 Pg 1 Pj 2 Pj 1 Corporate HQ Europe USA Pacific Asia Africa S.America PjSO PgSO Worldwide PMO PjSO PgSO PjSO

PPSO SIG Spring Conference – 10 April Impact on throughput

PPSO SIG Spring Conference – 10 April Monitoring

PPSO SIG Spring Conference – 10 April From PSO to PgSO

PPSO SIG Spring Conference – 10 April Projects, portfolios and programmes Programme management Programme Portfolio management Project Sponsor Portfolio of projects Impacts Benefits Project Sponsor Impacts Benefits Project Sponsor Impacts Benefits Project Sponsor Impacts Benefits

PPSO SIG Spring Conference – 10 April Project support office PerformanceThroughput Programme support office

PPSO SIG Spring Conference – 10 April Benefits tracking Status monitoring Cost tracking KPI monitoring Allocating project managers Resource utilisation Communication Audit Issue management Trouble shooting projects Document management Programme audit Performance management Programme resourcing Programme control Programme planning Defining projects Project prioritisation/scheduling Dependency management Change planning The additional roles Project resourcing Project control Project planning

PPSO SIG Spring Conference – 10 April Supporting what? Programme support office Substantial ambiguity around the physical solution Programme board Programme management Discipline & visibility sustained by properly structured projects Delivery management Balancing complexity of design ability to deliver sensitivity to change Design authority Co-ordinated change made in do-able steps Change management

PPSO SIG Spring Conference – 10 April The PMO team Programme manager PMO manager PolicemanUmpireProgramme analyst PM Method owner Data analysts Data collectors Resource manager PM manager HR manager Benefits manager Policeman enforces discipline Umpire – “play on” when appropriate PM Method owner (1 per 6 projects) Data analysts & collectors (1 per 4 projects) Resource manager allocates resources PM manager allocates PM to projects & manages PMs careers HR manager manages HR aspects Delivery managers (PMs) Design authority Change manager

PPSO SIG Spring Conference – 10 April Thank you! John Zachar Principal Consultant CITI Limited Are there any questions?