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How to Plan, Implement and Manage a

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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 CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

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? CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

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?  CQC Solutions - Oracle Instantis partner (EMEA) 6

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 CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA) 11

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?  CQC Solutions - Oracle Instantis partner (EMEA)

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?  CQC Solutions - Oracle Instantis partner (EMEA) 13

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?  CQC Solutions - Oracle Instantis partner (EMEA) 14

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 CQC Solutions - Oracle Instantis partner (EMEA)

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. CQC Solutions - Oracle Instantis partner (EMEA) 16

17 1. Plan 2. Implement 3. Manage CQC Solutions - Oracle Instantis partner (EMEA) 17

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.). CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

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” CQC Solutions - Oracle Instantis partner (EMEA) 20

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. CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

24 1. Plan 2. Implement 3. Manage CQC Solutions - Oracle Instantis partner (EMEA) 24

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 CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA) 26

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 CQC Solutions - Oracle Instantis partner (EMEA)

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? CQC Solutions - Oracle Instantis partner (EMEA)

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 CQC Solutions - Oracle Instantis partner (EMEA)

30 Get Started! CQC Solutions - Oracle Instantis partner (EMEA)

31 Questions? To learn about the leading on-demand Enterprise PPM solution, EnterpriseTrack from Oracle-Instantis, please visit CQC Solutions - Oracle Instantis partner (EMEA) 31


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