1. How to Plan, Implement and Manage a
World-Class PMO
Pre-amble – assumptions about where org is wrt PMO: decision has been made, now what?
© Oracle Instantis, Inc. All Rights Reserved CQC Solutions ltd are an Oracle Instantis partner for EMEA
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2. PMO Starter Toolkit Understand PMO Starter Kit White Paper
3. Manage PMO Action Plan
Understand PMO Starter Kit White Paper
2. Share How to… Presentation
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3. So, you’ve decided to form a PMO…
Because you need to be able to answer questions like:
Are we doing the right projects?
Do we know the current status of the projects?
Are we managing, escalating, and resolving project Issues?
Do PMs have the right training?
What is our overall resource utilization?
This is your chance to engage/hook your audience. Ask the burning questions that you will be able to answer when your new PMO is up and running.
Now what?
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4. PMO Roadmap 1. Plan 2. Implement 3. Manage Purpose & Goals
Scope & Maturity
Service Offering
Service Metrics
Business Processes
Governance, Stakeholders & Team Structure
Timeline/Milestones
Charter Document (summary of above)
1. Plan
2. Implement
3. Manage
Job Descriptions & Hiring
Project Portfolio Inventory & Analysis
Methodology and Standards Definition
Skills Assessment and Development
PPM System Plan
1. Project Reviews
2. Project Management and Monitoring
3. Working with Governance
4. Re-Validation with Senior Leadership
5. Maturity Assessment and Development
These are the suggest 12 steps. You may want to modify by adding or deleting steps as appropriate for your organizational and cultural context.
Implement
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5. Plan Phase Components Key Plan Components Key Questions Answered Why?
2. Implement
3. Manage
Key Plan Components
Key Questions Answered
Why?
1. Statement of purpose/ goals
What is the PMO's fundamental purpose and goals?
What?
2. Scope & target maturity
3. Core services offerings
4. Service metrics
What is the scope of the PMO based on organization needs and target organizational maturity?
What core services will the PMO provide and how will success/value be measured?
How?
5. Business processes
How will services be managed and delivered?
Who?
6. Governance
Who does the PMO report to?
Customers/Stakeholders
Who are the PMO’s customers and stakeholders?
PMO team structure
Who comprises the PMO team (key roles, org chart)?
When?
7. Timeline/milestones
When will the PMO be in business and when will the core services come online?
Summary
8. Charter
A simple one page summary document answering most/all of the above
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6. 1. Why: Create statement of purpose/goals
1. Plan
2. Implement
3. Manage
A simple statement of purpose and goals should serve as a guide for the PMO team and as a core communications platform to stakeholders. Potential goals include:
Better alignment of project activity and business strategy and investments
Implement a more consistent project management process and methodology
Facilitate better collaboration and knowledge and best-practice sharing
Ensure resource pool is trained and competent to meet evolving IT and business needs
Better manage resource utilization and capacity
Provide executive visibility to project, program and portfolio-level status, issues, risks, costs, etc.
Slides lists action items to be completed.
If any of these items are complete, they may take a full slide to describe.
PMO communications and leadership principles must be defined
How will changes be communicated
How will the decisions related to change be executed?
Who keeps the PMO vision in everyone’s mind? 
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7. 2. What: Define Scope & Target Maturity
1. Plan
2. Implement
3. Manage
PMO Scope
* Example starting point and goal
Portfolio Mgmt
GOAL*
Program Mgmt
Project
Mgmt
NOW*
1 Reactive
2 Repeatable
3 Pro-active
4 Measured
5 Continuously
Improved
Organization Maturity Level
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8. 2. What: Define Scope & Target Maturity (cont
2. What: Define Scope & Target Maturity (cont.) Assess current and target maturity level
1. Plan
2. Implement
3. Manage
CMMI Maturity Level Definitions…
Methods undocumented;
Delivery, budgets, schedules uncontrolled
Processes not consistently used, projects regularly exceed budgets, schedule
Commitment to documented standardized PM and delivery process company-wide
KPIs specified and monitored regularly, predictable and controlled delivery.
Extend processes to external entities, state-of-the art collaboration.
Next Level When
Methodology defined for project tracking scheduling, time, tracking, resource assignments, project oversight, support
Automated project budgeting; risk, issue, requirements tracking; resource management
Automation of other functions such as financial management, business process modeling
An Innovative process improvement culture is evident
N/A
1 Reactive
2 Repeatable
3 Pro-active
4 Measured
5 Continuously
Improved
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9. 2. What: Define Scope & Target Maturity (cont.) Define PMO Scope
1. Plan
2. Implement
3. Manage
PMO Scope
Portfolio Mgmt
Benefits realization mgmt; knowledge mgmt, portfolio scope definition, overall investments, benefits and risks, performance monitoring
Program Mgmt
Coordination of business and IT projects, program planning, change/risk mgmt, coordination of project delivery and results measurement
Project
Mgmt
PM training, mentoring, coaching; budgets, scheduling, resources deliverables, scope, risks and metrics.
1 Reactive
2 Repeatable
3 Pro-active
4 Measured
5 Continuously
Improved
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10. 3. What: Identify Core Services Needed to Achieve Goal
1. Plan
2. Implement
3. Manage
Potential core service offerings:
Business Strategy Alignment
Professional/Organizational
Development
Resource
Management
Collaboration &
Knowledge Mgmt
Methodology & Process Consistency
Project/Program/Portfolio Visibility and Coordination:
Issues, Risks, Schedule, Costs, Quality…
These are typical PMO benefits. You may need to build your own house.
Business Alignment
Manage project priorities matching business goals with appropriate solutions
Methodology and Process Consistency:
methodology and process for all project management engagements across the company
Professional Development
Train, certify if possible, coach, and mentor project managers in project management and delivery to ensure skill mastery and consistency in planning and execution 
Resource Mgmt
Provide increased resource utilization across the organization matching skills to project needs
Reduce time to market by coordinating the right resources with the right skills for the projects
Collaboration and Knowledge Mgmt
Increase project collaboration
Provide increased satisfaction with project-related work through increased communications, collaboration, training, and awareness
Better manage and report on poject issues centrally
Project/Program Collaboration & Coordination
Provide centralized control, coordination, and reporting of scope, change, cost, risk, issues, and quality across all projects
Reduce project costs because common tasks and redundant projects could be eliminated or managed at the central level
Reduce corporate project risk
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11. 3. What: Identify Core Services Needed to Achieve Goal (cont.)
* Example core services identified to achieve goal
Portfolio Mgmt
Basic strategy alignment/oversight
KM & Best Practice Repository
Benefits realization tracking process
Portfolio-level metrics and dashboard
Program Mgmt
Program planning services
Program change and risk mgmt process
Project
Mgmt
Methodology & process consistency
PM training, mentoring coaching
Time tracking and resource allocation process
These are typical PMO benefits. You may need to build your own house.
Business Alignment
Manage project priorities matching business goals with appropriate solutions
Methodology and Process Consistency:
methodology and process for all project management engagements across the company
Professional Development
Train, certify if possible, coach, and mentor project managers in project management and delivery to ensure skill mastery and consistency in planning and execution 
Resource Mgmt
Provide increased resource utilization across the organization matching skills to project needs
Reduce time to market by coordinating the right resources with the right skills for the projects
Collaboration and Knowledge Mgmt
Increase project collaboration
Provide increased satisfaction with project-related work through increased communications, collaboration, training, and awareness
Better manage and report on poject issues centrally
Project/Program Collaboration & Coordination
Provide centralized control, coordination, and reporting of scope, change, cost, risk, issues, and quality across all projects
Reduce project costs because common tasks and redundant projects could be eliminated or managed at the central level
Reduce corporate project risk
1. Reactive
2. Repeatable
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12. 4. What: Define core service metrics
1. Plan
2. Implement
3. Manage
Potential Service
Example Metrics/Success Criteria
Business Strategy Alignment
# of projects aligned with key business strategies
Project health by strategy (# or %)
Methodology and process consistency
% projects following approved methodologies
# or % of milestones or phases completed as planned
% projects completed on time
Collaboration and knowledge management
# of best practice documents submitted to knowledge base
# or % of issues resolved leveraging lessons learned
Professional development
# of “certified” PMs or PMs trained in company process
Training courses delivered
% decrease in expenditures on contractor/outside help
Resource management
% improvement in resource utilization
% improvement in employee satisfaction
Issue & Risk management
# of issues reported; % reported issues resolved
# of high-impact issues
% of aged issues
Slides lists action items to be completed.
If any of these items are complete, they may take a full slide to describe.
PMO communications and leadership principles must be defined
How will changes be communicated
How will the decisions related to change be executed?
Who keeps the PMO vision in everyone’s mind? 
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13. Target Delivery Mechanism
5. How: Define business processes (how services will be managed/delivered)
1. Plan
2. Implement
3. Manage
Potential Service
Example Scope, Focus
Target Delivery Mechanism
Business Strategy Alignment
Alignments to corporate strategies
PPM system delivers strategy alignment functionality using listings, reports, and dashboards
Methodology and process consistency
Focus is on standards and methodologies for project execution, risk identification, issue resolution
Methodology expertise and knowledge transfer delivered via training services
Consistent delivery enforced by PPM system
Collaboration and knowledge management
Best practice projects, tools and templates
PPM community
Globally accessible web-based knowledge base leveraging PPM system document repository
Professional development
Methodology training and certification
Delivered via blended learning software platform (ILT + eLearning)
Resource management
Resource management will initially focus on resource assignment visibility and basic resource utilization
Core function of PPM software solution
Slides lists action items to be completed.
If any of these items are complete, they may take a full slide to describe.
PMO communications and leadership principles must be defined
How will changes be communicated
How will the decisions related to change be executed?
Who keeps the PMO vision in everyone’s mind? 
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14. 6. Who: Define Governance, Stakeholders, and PMO Team Structure
1. Plan
2. Implement
3. Manage
Example PMO Reporting Structure
Leadership Team
PMO Director
Business Units
PMO Trainer
PMO Analyst
Manager
Program Managers
Project Managers
Identify direct reporting relationship and dotted-line sponsors/champions (i.e. PMO customers)
Define organizational structure and responsibilities
Solicit and track stakeholder agreement
Slides lists action items to be completed.
If any of these items are complete, they may take a full slide to describe.
PMO communications and leadership principles must be defined
How will changes be communicated
How will the decisions related to change be executed?
Who keeps the PMO vision in everyone’s mind? 
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15. 7. When: Create Timeline and Identify Key Milestones
1. Plan
2. Implement
3. Manage
Plan
Implement
Manage
Charter
Initial Staff
On-board
Project
Inventory &
Analysis
Methodology,
PPM Solution,
Skills Assessment
Project Reviews and Reporting
Revalidation with senior leadership
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16. 8. Publish Charter 1. Plan 2. Implement 3. Manage
1. PMO Purpose & Goals
Concise statement of purpose and goals
2. PMO Scope and Focus
Definition of the scope and focus of the PMO and target maturity level if applicable
3. Service Offering & Metrics
Definition of service offerings (aligned with PMO scope and target maturity)
Service success criteria and metrics
High-level timeline of key service delivery milestones
4. PMO Processes
Description of how the PMO processes will be managed and delivered
5. PMO Organization Structure
Description of organization structure and communications flow
List of key personnel including PMO Sponsor(s) and stakeholders
6. PMO Authority
Statement of PMO authority
List of sponsor and key stakeholder signatories and/or charter approvers
If this is the plan for the plan than edit to show just action items planned (first bullet is draft example).
If these Charter definitions are known, delete first bullet and report known data.
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17. 1. Plan
2. Implement
3. Manage
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18. 1. Define Key Roles/Job Descriptions
1. Plan
2. Implement
3. Manage
PMO Director
Job Description: Sets strategic direction. Defines, manages to and reports KPIs. Creates and maintains tool, templates, best-practice and methodology documentation.
PM Manager/Support
Job Description: Manages the PM resources and provides PM coaching and mentoring. May serve as PM resource for strategic projects. Tracks organization-wide resource capacity and utilization recommending optimal allocation.
Training/Professional Development Manager
Job Description: Assesses organizational and individual competency levels and skills to determine needs. Designs and delivers curriculum/service offering and certification program.
PMO Analyst
Job Description: Maintains PMO dashboard and reports. Assists project teams with reporting and tracking. Provides systems support and administration (project inventory database, knowledge repository, collaboration platform, etc.).
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19. 2. Gather project Inventory and Analyze
1. Plan
2. Implement
3. Manage
For every active and proposed project, the PMO should gather:
Project Name, Description and Scope
Alignment (BU, program, portfolio, strategy, etc.)
Project Type
Project Personnel (PM, project sponsor, project team)
Requestor and Internal Priority
Dates
Financials (budget, costs, ROI, approved changes)
Outstanding Issues
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20. 2. Gather project Inventory and Analyze (cont.)
1. Plan
2. Implement
3. Manage
Analyze project inventory to:
Understand potential issues and opportunities that exist right now
Generate baseline metrics for future trend & comparative analytics
Example Findings:
“Projects are not generally aligned with business objectives”
“There are some common project issues such as…”
“Projects with certain attributes such as [fill in the blank], are generally not on-time”
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21. 3. Define Key Methodologies and Standards
1. Plan
2. Implement
3. Manage
Key Areas
Description/Components
Owner
Project Methodology
Proprietary, off-the shelf/industry standard or blend
Deliverable templates [list both required and optional]
Risks
Definition
Trigger Event
Management approach
Issues
Qualification (Exposure = $ Impact x %Probability)
Assignment (one individual)
Report Updates, Escalation, and Resolution
Change Control (optional)
Planned and Actual Impact
Approvals
Notes about Methodologies, Risk and Issues
Methodologies are defined by the PMO. The PMO also gathers deliverable templates into Knowledge Base. Templates should be made available to all project teams. The best-practices should be used to update the knowledge base.
Risks are things that MAY occur during a project. You should define what qualifies as a risk by type (e.g. schedule risk, financial risk, quality risk, etc.); define trigger events and management approach (e.g avoidance, transference, mitigation, acceptance). Monitor risks and if trigger Event occurs, manage as an issue.
Issues are happening NOW and need to be assigned, managed, escalated and resolved. Assing one owner, manage, escalate and resolve, track all updates and aged issues.
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22. 4. Build skills assessment & development plan
2. Implement
3. Manage
Potential PM skills assessment and development action plan characteristics:
Assessment of current project delivery skills
Training and development plan implemented in coordination with functional/resource managers
Training tracked in PPM solution
Company PM certification program Implement (optional)
Development of feedback system to assess training effectiveness
All or some of above may be outsourced
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23. 5. Build a PPM System Plan Actions:
2. Implement
3. Manage
Example requirements:
Portfolio Dashboard with Project Health/Status
Portfolio Alignment
Rollups and Variances
Easy integration with installed systems
Integrated knowledge base for best practices, tools and training docs
Training
Actions:
Evaluate and select a PPM system in consultation with stakeholders
Offer Solution training to everyone including the project management process
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24. 1. Plan
2. Implement
3. Manage
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25. 1. Conduct Project Reviews
1. Plan
2. Implement
3. Manage
Conduct periodic project and program reviews that focus on:
For Projects
Consistent project planning, delivery and reporting
Ensuring the project is focused on scope and objectives
Task assignment and reporting process and results
Issues and changes
Project communication effectiveness
For programs
Master schedule and rollup of issues/costs
Project dependencies being met and reported
For both:
Assess team skills and offer training as needed
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26. 2. Establish a Project Monitoring and Management Model
1. Plan
2. Implement
3. Manage
Qualify/ Quantify
Resolve/ Mitigate
Reporting
Issues
Risks
Costs
Resources
Quality
Time
Change
Communicate/ Escalate
Monitor/ Detect
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27. 3. Work with Governance
1. Plan
2. Implement
3. Manage
The PMO should stand ready to make project recommendations in the following areas:
Retaining
Consolidating
Reprioritizing and shifting project resources
Killing projects based on metrics, duplications, alignment with corporate initiatives, revenue, and project resource availability
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28. 4. Re-validate with Senior Leadership
1. Plan
2. Implement
3. Manage
Questions the PMO should be able to periodically answer:
Are we providing value?
Are any changes needed?
Have we driven our organizations maturity to the next level?
Can we answer the critical questions?
Are we doing the right projects?
Do we know the current status of all projects?
Are we managing, escalating, and resolving project Issues?
Do PMs have the right training?
What is our overall resource utilization?
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29. Key Process Area Concentrations
5. Mature your PMO
1. Plan
2. Implement
3. Manage
Maturity Level
Key Process Area Concentrations
Strategic Focus
Effective Span
Next Phase when… 5
Integrated
Value, Procurement, Outsourcing, and Contract Management
Business Continuity Planning
PM Center of Excellence
Integration with Business
Enterprise / Industry – Strategy Execution
A whole new paradigm for Enterprise PPM and governance is invented. 4
Managed
Program Process, Vendor, Project Integration, and Staff Performance Management
PM Career Path
Best practices dissemination
Enterprise-wide resource planning/mgmt
Dynamic Micro-Level Change, Continuous improvement
Multiple SBUs – Strategic Alignment
Project success is the norm and little PMO resource goes to crisis management. PMO established as focal point for optimizing project execution performance enterprise-wide 3
Defined
PM Methodology
Skills, Risk, Staff/Environment Resource, Change, Conflict/Issue Management
PM Training and Consulting
Knowledge Management
Static Macro-Level Change
Multiple Programs or Portfolios
PMO viewed as an important link between IT project/program delivery and the business. PMO takes lead in objective setting and performance monitoring. 2
Stable
Planning, Tracking, Estimating, Risk Identification, Schedule, Scope, Budget/Cost, and Progress Reporting Skills
Stabilize Performance, Standardize processes
Multiple Projects (Portfolio or Program)
PMO now viewed as Program or Portfolio Management Office 1
Initial
Basic tools/techniques, methodologies, services, roles, standards established (underlying disciplines may not be understood or consistently followed)
Success Stories, Low-hanging fruit
Individual Projects
Start to see initial “pull” for PMO services and info.
© Instantis, Inc. All Rights Reserved
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30. Get Started!
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31. Questions?
To learn about the leading on-demand Enterprise PPM solution, EnterpriseTrack from Oracle-Instantis, please visit
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