1. Finding Vaughan’s PMO Groove May 5, 2009

2. Agenda 1. Introduction 2. Background 3. Project Management Phases 4. Business Change Management 5. Next Steps 6. Summary

3. Background

4. Background - Continued  Organization’s shift from “Town” to “City”  Focus on service excellence and business transformation  ITM leader in business transformation  Realized we weren’t doing projects “right”

5. Background - Continued Step 1 - Start Up Step 2 - Working Sessions In 2004 project team assembled Objective to develop a project management methodology for ITM Group comprised various levels of expertise and buy-in Create project management processes, procedures and templates Used PMBoK as a guide Adapted to City of Vaughan culture

6. What is a project? “Work that needs to be done to deliver a well-defined goal in a set time frame”  Goal can be a new product, service, event, enhancement to an existing solution, or even a new way of doing business

7. Project Management Process CLOSURE INITIATION DEFINITION PLANNING EXECUTION FACILITATION & CONTROL

8. Project Team Site

9. Initiation Process INITIATION PROCESS CHARTER  Officially authorizes the project  Identifies key decision makers: Project Sponsor, Project Owner and Project Manager Core Team OUTPUT

10. Project Charter Template

11. Definition Process  Reference document for team  Explains what the project “is” and what it “isn’t” DEFINITION PROCESS OUTPUT SCOPE DOCUMENT

12. Project Scope Template

13. Project Scope Template – cont’d

15. Planning Process PLANNING PROCESS OUTPUT Project Plan (WBS)  Planning identifies the “how”, “who” and “when” for each task  Each in-scope deliverable is broken down into specific activities, a work breakdown structure (WBS)  Plan can be tracked with milestones  Once plan approved it is baselined

16. Planning Process

17. Execution Process OUTPUT  Kick-off meeting is held to ensure entire team understands the project’s objectives, their roles and key milestones  Focus for the project management team shifts to facilitation and control EXECUTION PROCESS DELIVERABLES

18. Closure Process  Project team members are interviewed and lessons learned compiled CLOSURE PROCESS OUTPUT CLOSURE REPORT

19. Project Closure Report

20. Project Facilitation & Control Project Life Cycle Report Project Status Manage Issues Manage Change Requests QA Deliverables Monitor Tasks

21. Change Request

22. Reporting

23. Business Change Management Strategy Phase I Phase III Phase II ProcessInternal to ITM RoadShow Engaged Departments in Process Phase IV Requests for PM Service

24. Next Steps  Natural maturing process for any PMO  More formal business justification and prioritization  Formally document risk management plans Are we doing projects right? Are we doing the right projects ? 

25. Summary Accountability RepeatabilityTransparency Project Management Methodology

26. Contact Information Lucy Pasianotto, Project Manager City of Vaughan 905-832-8585 ext. 8068 lucy.pasianotto@vaughan.ca

27. Questions