THE EFFECTIVE PROJECT MANAGEMENT OFFICE Strategies For Building

THE EFFECTIVE PROJECT MANAGEMENT OFFICE Strategies For Building, Selling & Setting Up PMOs Mark E. Mullaly, PMP

The Continuing Challenges of Projects • Project Management Has Not Yet Fulfilled It’s Promise: – Projects Still Do Not Deliver On Time & Budget – Projects Live Outside Of The Organizational Management Process – Consistent Approaches & Common Processes Do Not Exist – The Role Of The Project Manager Is Not Recognized Or Defined – Senior Management Support Is Inconsistent Or Non-Existent Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

The PMO As An Organizational Unifier • Organizations Are Looking For PMOs To: – Act As A Focal Point For Projects – Create Consistency Of Practice – Provide Reassurance Of Status And Progress – Ensure Delivery Of Promised Results On Time And Budget – Insulate The Organization From The Project Process Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Today’s Multi-Faceted Role Of The PMO Reporting Training Process Developme nt Tool Selection Mentoring/ Coaching Resource Project Audits Management Support Control The Nature & Magnitude Of The Role Varies From Organization to Organization Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Current Roles In Practice Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved.

The 4 Archetypes Of A PMO Copyright © 2001 -2003 Interthink Consulting Incorporated. All

A Direction For Defining The PMO • The PMO Will Play A Number Of Key Roles: – Process, Tool & Resource Development – Training, Coaching & Mentoring – Portfolio Planning & Facilitation – Resource Planning – Results Monitoring & Reporting – Library & Repository Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Challenges Of PMO Implementation Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved.

Current Perception of PMO Value Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights

Critical Success Factors • The Essential Dimensions Of Defining A PMO Are: – An Assessment-Based Approach To Defining The Direction – PMO Objectives Tied To Organizational Goals – A Clear & Compelling Case For The Proposed Change – A Detailed Plan For Project Management Improvement – Embracing The Principles Of Organizational Change Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

PMO Implementation Process Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www.

Assessment • Assessment Of PM Maturity Is A Critical First Step – – Establishes A Baseline Against Which To Evaluate Progress Provides A Framework For Improvement Focusses Attention On Developing Best Practices Provides Defensibility Of Improvement Plans • Assessment Purpose – Evaluate Performance Against A Standardized Model – Benchmark Capability Against Other Organizations Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Assessment (continued) • Ideal Approach – Assessment • Survey-based • Validated by in-depth interviews, methodology reviews and audits – Identification Of Findings – Articulation Of Recommendations Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Improvement Planning • Critical Inputs – Current Organizational Performance – Organizational Goals & Strategies • Approach – Establish A Vision For Project Management – Develop An Improvement Roadmap (Program-level definition) – Define Detailed Improvement Plan (Individual projects) Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Improvement Planning (continued) • Critical Success Factors – Small, Focussed Improvement Projects • Incremental, Rapid Attainment Of Results – Leveraged Improvement • Smallest Effort For The Greatest Impact – Initiatives Support Attainment Of The 3 C’s • Consensus, Communication, Control – Objectives Are Tied To Assessment Findings Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

PMO Marketing & Awareness • Critical Inputs – Stakeholder Requirements • Needs, Concerns, Success Drivers – Strategies • Approaches, Impacts, Benefits • Approach – Define & Communicate Strategies – Validate & Negotiation Agreement – Visibly Respond To Feedback, Ideas & Concerns Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

PMO Marketing & Awareness (continued) • Critical Success Factors – Communicate With All Stakeholders • Frequently, Often, Diversely – Gain Support & Approval Early • From Senior Management To Front Line Project Managers – Manage Expectations • Timelines, Scope, Involvement & Impacts – Respond Proactively To Concerns & Criticism Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Capability Development • Dimensions – – PMO Structure, Roles & Responsibilities PMO Policies, Procedures & Processes Project Processes, Guidelines & Methodologies Tools & Software • Project Managers, PMO, Customers, Sponsors, Resource Managers – Training, Coaching & Mentoring – Communication, Reporting & Repository Capabilities • Approach – Manage As Individual Projects – Component Initiatives Within Overall Improvement Plan Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Capability Development (continued) • Critical Success Factors – Capability That Is Useable & Used • Relevant • Customer-Focussed • Scaleable – Integrated With Organizational Management Processes – Incrementally Supportive Of Planned & Defined Objectives Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Implementation • Support Transition To Project Culture – – – Organizational/Project Structures Job Descriptions, Roles & Responsibilities Career Development & Progression Performance Evaluation & Feedback Recognition, Reward & Compensation Strategies Escalation Paths & Procedures • Dimensions – Project Managers & Teams – PMO Staff – Departmental/Resource Managers Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Implementation (continued) • Critical Success Factors – Acceptance & Adoption By Organization • Better to ensure quality implementation of adequate process – Integration Of Project Framework Within Organizational Management • Tied to operational planning and processes – Resolution Of Organizational Issues Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca

Continuous Improvement • Approach – Continue To Assess & Benchmark PMO/Project Management Capability – Continually Evaluate Effectiveness • Management of projects on time, on budget to specification • Quality and reliability of project results • Delivery and attainment of organizational benefits & outcomes – Involve The Organization • Post Implementation Reviews • Workshops, presentations, surveys and focus groups – Never Be Satisfied Copyright © 2001 -2003 Interthink Consulting Incorporated. All Rights Reserved. www. interthink. ca