tactical guide for building a pmo – how to build a pmo ... · project management & social...

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

Welcome Everyone!

Building and Running a PMO

Tactical Guide for Building a PMO – How to Build a PMO

© Copyright 2012 – B Dow

HandsOn

BillDow,PMP

SocialAuthorGivingBack

• 1.ProjectFailures&Survey’s

• 2.CommonCommunicationProblems

• 3.ProjectCommunicationPlanning

• 4.ProjectManagement&SocialMedia

• 5.ProjectCommunications&AgileProjects

• 6.ProjectManagement&BusinessIntelligence

ImportanceofProjectCommunications

Agenda1. BuildingaPMO

2. StepstoBuildingaPMO

� StartwithaPlan

� ExecutiveSupport

� CreatingPMOStaples

� The4P’sofyourPMO

� PMOModel/Methodology

� PMOMaturityModel

� PMOStaffingModel

� PMOTraining&Mentoring

� PMOReporting

� PMOToolsandProcess

3. PMOWrap-up&MoreInformation

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

BuildingaPMO

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

Start with a Plan

Obtain Executive Support

Create PMO Staples

Select 4 P’s of PMO (including Methodologies)

Select PMO Model

Create PMO Maturity Model (Categories and Measurement)

Obtain PMO Resources

Select PMO Training

Implement PMO Methodologies

Select PMO Reporting

Select PMO Tools and Processes

PMO Complete

(1)

Remember the 12 Steps to Building your PMO

Steps to Building a PMO

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

Was that overwhelming?

Did you know there were 12 steps in building/enhancing a PMO?

©Copyright2016– BDow

StartwithaPlan

© Copyright 2012 – B Dow

Develop a WBS that outlines the components of your PMO. It does not have to be perfect, but develop the high-level groups to start we will tweak along the way. Get these into your favorite scheduling tool as soon as possible.

This schedule examples comes directly from “The Tactical Guide for Building a PMO” book.

Designing & Building a PMO

© Copyright 2012 – B Dow

Designing & Building a PMOUse a WBS tool to change the view

This schedule example comes directly from “The Tactical Guide for Building a PMO” book.

©Copyright2016– BDow

ExecutiveSupport

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

Executive Support – Stop Now!Get Executive/Management Support Immediately

© Copyright 2012 – B Dow

Designing & Building a PMO

Understand the PMO Cycle, As a PMO Manager you are going to live and breathe this cycle.

Obtain Executive/Management Support

©Copyright2016– BDow

CreatingPMOStaples

© Copyright 2012 – B Dow

Designing & Building a PMOCreate PMO Staples – Starts with some Basics

üMission Statement

üVision Statement

üPMO Value and KPIs

üPMO Budget?

“PMO will provide customers with high quality, faster, cheaper projects, aligned with strategic goals of company

Drive excellence in management and delivery of projects”

©Copyright2016– BDow

The4P’softhePMO

© Copyright 2012 – B Dow

• One of the key components of building your PMO is understanding what are your 4 Ps of your PMO?• Portfolio• Program

• Project • the 4th P is the PMO itself

Designing & Building a PMOThe 4 Ps of PMOs

Don’t forget the PMO!!

© Copyright 2012 – B Dow

Designing & Building a PMOThe 4 Ps of PMOs

©Copyright2016– BDow

PMOModel/MethodologyMatrix

© Copyright 2012 – B Dow

Designing & Building a PMO

When building the PMO, consider documenting the model with the process methodologies

PMO Model Type/ 4P’s Matrix

©Copyright2016– BDow

PMOMaturityModel

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

PMO Maturity Model

+

Measurement System Measurement Categories

=

PMO Maturity Model

PMO Maturity Models – Measurement System

© Copyright 2012 – B Dow

Measurement System Every PMO Maturity Model needs a measurement system and it is an industry best practice to use Dr. Kerzner’s Project Management Measurement model. It works perfectly for a measuring PMO Maturity as well as for Project Management.

PMO Maturity ModelPMO Maturity Models – Measurement System

© Copyright 2012 – B Dow

Measurement CategoriesEvery PMO will have their own sets of categories based on their industry, management needs, PMO needs…etc. Categories need to be very company specific as they are a critical component to measuring and showing how well your PMO is maturing.

PMO Maturity ModelPMO Maturity Models – Measurement System

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

Tying it all together!

PMO Maturity ModelPMO Maturity Models – Measurement System

©Copyright2016– BDow

PMOStaffingModel

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

Hire PMO ResourcesPMO Roles and Responsibilities Staffing Model

©Copyright2016– BDow

PMOTraining&Mentoring

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

PMO Training & Mentoring Programs

PMO Mentor ProgramPMO Buddy System

Critical Hard & Soft Skills Training

©Copyright2016– BDow

PMOReporting

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

PMO Reporting

Dashboards

Portfolio Reports

• Past Reports• Current Reports• Future Reports

Program Reports

• Past Reports• Current Reports• Future Reports

Project Reports

•Past Reports•Current Reports•Future Reports

When setting up reports, there are 3 buckets to focus on in your PMO

©Copyright2016– BDow

PMOToolsandProcess

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

PMO Tools & Processes

Portfolio Management Tools Program & Project Management Tools

There are hundreds of Portfolio and Program/Project Management software products to choose from for every PMO Manager….

• CA Clarity Project and Portfolio Management

• Compuware • UMT• Oracle Primavera• Microsoft Project Server 2013 & 2016

• and many others…..

• Microsoft Project 2013 & 2016• WBS ChartPro• Deltek Active Risk Manager• @Risk• and many others…..

PMO Tools & Processes

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

• Program Status Reporting• Program Risk Management• Program Quality Management• Etc.

• Project Schedule Management• Project Performance Management• Project Risk & Issue Management process

• Etc…

• Portfolio Initiation Process• Portfolio Planning process • Portfolio Status Process• Etc…

• Governance process• Escalation process• Financial process • Etc…

Generic PMO Processes

Portfolio Management

Processes

Program Management

Process

Project Management

Process

(1) (2)

(3)(4)

PMO Tools & Processes

There should be a minimum set of requirements you setup for each methodology!

©Copyright2016– BDow

PMOBuildProjectComplete!

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

PMO Complete

Check, Check, Check

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

PMO Complete - Celebrate

Now the work begins..

©Copyright2016– BDow

PMOWrap-Up

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

Final Take-Away• We covered 12 of the most important steps to building a sound and

lasting PMO for your organization.

• Don’t take short cuts, create these 12 different areas for your PMO and mature each of the areas as you run your PMO.

• Understand the value each of the 12 areas brings and ensure you can justify why you are taking the time and effort to build out these areas. Examples include:

• Why would you spend time to build a PMO Maturity Model? • Why do you new a Project Manager Playbook? • What value is there in a PMO Staffing Model?

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

Check out my book “The Tactical Guide for Building a PMO”

For more information!

© Copyright 2012 – B Dow

ProjectManagementCommunicationTools

- Published2015

BillDow,PMP@dowpublishing

@billdow

dowpublishingllc

BillDow,PMP

TheTacticalGuideforBuildingaPMO

-Published2012

dowbill@Hotmail.com

Dowpublishingllc.comwww

© Copyright 2012 – B Dow© Copyright 2016 – B Dow

Thanks!