building the perfect pmo - neo group · building the perfect pmo ... key takeaways from today’s...

www.neoIT.com

Building the Perfect PMO

2007 Global Services ConferenceJanuary 31, 2007

Chance CurtissSr. Director, neoIT

Tom WallerSr. Director of Global Procurement, Electronic Arts

© 2007 neoITAll rights reserved. Reproduction of this document or any portion thereof without prior written consent is prohibited2

AgendaAbout neoIT

About Electronic Arts

Key Takeaways from Today’s Presentation

Definition & Mission of PMO

The Need for a PMO

Models and Types of Offshore PMO

Challenges of Program Management

Lessons Learned

Q&A


About neoIT

A consulting firm singularly focused on helping Global 2000 improve operations and

grow their business by capitalizing on services globalizationSM

Deep globalization experience and expertiseRecognized industry thought-leadersTrack record of advising on successful client transformationTrusted advisors to C-level executives and management

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Knowledge& ResearchKnowledge& Research

Operations ImprovementOperations

ImprovementExpansion& Growth

Expansion& Growth

RiskManagement

RiskManagement


AgendaAbout neoIT



The Need for a PMO



Lessons Learned

Q&A


About Electronic ArtsElectronic Arts (EA) has a knack for the craft of creating videogames. EA is a leading video game publisher, with popular titlessuch as NFL Head Coach, Madden NFL 2006, The Sims, Need for Speed: Most Wanted, and Medal of Honor. It develops games under such brand names as EA GAMES, EA SPORTS, and EA SPORTS BIG. It also distributes titles for third-party labels and publishes games based on Hollywood franchises, including The Lord of the Rings, The Godfather, Harry Potter, and Batman. EA develops its games for PCs and console systems such as Sony's PlayStation 2, Nintendo's GameCube, and Microsoft's Xbox.


AgendaAbout neoIT




The Need for a PMO



Lessons Learned

Q&A


Key Takeaways

What is success?

What can the PMO do to ensure success (with minimal “noise”)?

How do you make things bigger?


AgendaAbout neoIT




The Need for a PMO



Lessons Learned

Q&A


Definition & Mission of PMOPMO : Application of knowledge, skills, tools, and techniques to all the five stages of project management throughout the project lifecycle.

Mission of PMO:To identify, stimulate and support the utilization of best project management practice so that the organization can effectively implement its strategies and achieve its objectives.

Plan ControlAnalyze Execute Test & Monitor

Project Life Cycle

Takeaway: The PMO is always changing!


Definition and Mission of PMO

Service levels monitoring and reporting, schedule management,

issues in quality, offshore workload management, Process flow for

onsite/Offsite delivery

Invoice reviewBudget to actual

Expense allocationInvoicing procedure

Change management to base model

Key personnelStaffing, attrition, background

checks Insurance, DR/ BCP plans, readiness, reformulate service

levels for relevancy

Client of choice initiatives, one team, track issues to closure,

bridge cultural gaps

Retention, buffer, training, vacations, holidays, orientation, resource transitions, knowledge

transfer, skills update

PMO Framework & Relationships

Takeaway: The PMO is both proactive and reactive


AgendaAbout neoIT




The Need for a PMO



Lessons Learned

Q&A


The Need for a PMOProject support• Provide project management guidance to project managers in business

units – prime the pumpProject management process/methodology • Develop and implement a consistent and standardized processTraining: • Conduct training programs or collect requirements – validate vendors

training programsHome for project managers? More like “Virtual Office”• Speed requires decentralized approachCommunication• Communicate with all stake holders regarding project updates, issues and

escalation – leverage the informal networkAnd many other needs: project costing, quality, risk mitigation, timelines, portfolio management….

Takeaway: The PMO is both proactive and reactive


AgendaAbout neoIT




The Need for a PMO

Models and Types for Offshore PMO


Lessons Learned

Q&A


PMO ModelsCustomized to meet needs based on,• Business objectives• Experience managing extended enterprise initiatives• Ability to meet the goals of the project sponsors• Size of engagement• Duration of engagement• Current geographical footprint• Size of company• Company culture• Comfort with change

Single vs. Multi CountrySupport vs. Ownership FunctionInternal vs. 3rd Party or combinationTactical vs. Strategic

Takeaway: Form follows function


Types of Offshore PMO’sGlobal/Regional PMOs• Lead by senior executive – evangelist with Global responsibility for

collective onshore/offshore efforts

Country PMO/Manager• Experienced with sourced functions, inculcate culture, manage

offshore relationship

Global PMO Leadership• An Extension of your onshore team

Expat Country Leadership• Leadership and Governance Continuity

Global PMO• Focus on balancing requirements, prioritization of resources,

demand forecasting and driving long-term value

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Takeaway: You cannot outsource leadership


Types of Offshore PMO

Accuracy of cost estimates

Accuracy of schedule estimates

Program stakeholder satisfaction

Resource allocation

Program approval gateway

Centralization and coordination of methodology, institutional knowledge…

Regardless of which type, metrics are needed

Takeaway: You need to understand what levers to pull – and when


AgendaAbout neoIT




The Need for a PMO



Lessons Learned

Q&A


Challenges of Offshore Program ManagementSo, what goes wrong?

Executive sponsorship is passive

Major political issues are unresolved prior to project start

Financial impact is limited and qualitative benefits are ambiguous

Key stakeholders won't participate in planning

Risks are unknown, culture is risk averse, mitigation is weak oruntested

Time frame is based on financial needs and not quality requirements

Internal staff's experience, training and incentives are insufficient

Takeaway: The best-laid plans of mice and men often go awry


AgendaAbout neoIT




The Need for a PMO



Lessons Learned

Q&A


Lessons Learned

neoIT M5 Framework

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• Recognize the need for not just operational governance but also organizational governance

• Ensure participation of senior leaders on the organizational level governance council

Implement an Effective Governance Model

Takeaway: Know how to exercise and manage influence


Lessons LearnedIt’s about getting what you want – when you want• Influenced by company’s culture – how they get things done

Don’t put the cart before the horseIt’s about empowerment• Are employees allowed to make decisions?

It’s about collaborative accountability and honesty• How collaborative is your company now?

Know your company, know your goals• Ensure the vendor knows your company too!

What does customer satisfaction mean to you?• On time, on budget, flexibility, better planning, risk transfer, reduced

variable costs, improved structure, shared services, happy employees and business partners, improved stock price…? Who are the customers? And who are the customer’s customers?


Lessons Learned

The more effective

the PMO is, the more effective

HAPPIER your customersare and senior

management is.

The more effective the

project is,the more effective

the PMO is.

The more Effective the

project team is, the more effective

the project is.

GOOD LUCK!


Q & A


neoIT Global Headquarters2603 Camino Ramon, 2nd FloorSan Ramon, CA 94583 USA

Bangalore, IndiaNo 16 & 16/1, 5th Floor Phoenix Towers, Museum RoadBangalore 560 025, India

Manila, Philippines

8/F Pacific Star BuildingSenator Gil Puyat Ave. cor Makati Ave.Makati City, Metro Manila, 1200Philippines

Contact Information

www. neoIT.com

Chance CurtissSr Director, neoIT

[email protected] 355 0557

Tom WallerSr Director of Global Procurement, Electronic Arts

[email protected]


PMO ChecklistStrategic Plan• Creation of a plan (3yr to 5 yr) for the whole organization

Annual Operational Plan• Define the next level of detail focusing on the projects to be undertaken in the

next year

Project Establishment• All projects need to be logged into some central source

Project Sizing• Create a first cut size estimate

Project Charter• The plan for the project covering all aspects objective, scope, constraints,

organization and staffing etc.


PMO ChecklistBudget• Setting the initial budget• Performance against budget• Budget changes

Scope• Setting the initial scope (including exclusions)• Scope variations (Process for managing and management of)

Staffing• Project organizational structure• Assigning staff• Staff movements• Staff personnel management• Skills matrix and identification of gaps• Resourcing contract maintenance & negotiation• Staff training• Project roles and responsibilities• Project team terms and conditions (allowances, rates etc.)• Timesheet and payment• Exit management


PMO ChecklistMethodology & Processes• Selection of a methodology• Maintenance of a methodology• Training• Maintenance and customization of procedures• Maintenance of templates• Compliance with methodology• Creation of processes and procedures• Approval of processes and procedures• Standardization and rationalization of processes and procedures• Training of processes and procedures• Review of new methodologies

Tools• Selection of tools• Purchase of tools• Exemptions from using tools• Availability to teams (IT support, upgrades etc.)• Training• Review of new tools


PMO ChecklistFunding• Approval of expenditure • Gating approvals

Standards• Use of external standards (ISO 9000, CMM, SPI)• Creation of internal standards• QA services to project teams• QA approvals

Admin Support• Assist teams with logistics (rooms, travel, photocopy etc.)• Produce regular reporting• Provide facilitators to workshops• HR issues (employee leave, payment, queries)• Materials (Stationary, PC's etc.)

Planning• Compile plans (Project, phase, specific activity)• Approve plans


PMO ChecklistRisk Management• Risk assessment and logging• Risk monitoring• Provide risk logging facilities

Issue Mgmt• Creation of issue log• Management of issue log

Dependencies• Identification of dependencies (other projects etc.)• Monitoring of dependencies• Identification of new dependencies• Liaison with other teams

Communication• External to project team (where?)• Inter project team


PMO ChecklistChange Mgmt• Creation of a strategy and plan• Implementation of plan• Monitoring expectations

Problem Escalation• Create a mechanism to escalate project issues• Facilitate problem escalation

Library• Maintain standard documents• Maintain example documents• Set project documentation standards• Maintain project library• Maintain checklists for project activities (Implementation, testing, initiation)• Create and maintain a glossary


PMO ChecklistBenefits• Identify benefits from the project• Quantify the benefits• Track benefit delivery after the project• Prepare cost benefit analysis• Produce business case

Constraints• Identify project constraints (resource limitations, system limitations etc.)

Reporting• Project status (what?)• Budget v Expenditure• Scope changes• Project overview• Staffing• Projections• Gantt charts• Earned value


PMO ChecklistIntegration• Compliance with IT architecture (applications and technical)• Integration with other systems• Compliance with IT Policy (package preferred, particular vendors, etc.)

Audit• Compliance with organizational standards• Ad hoc audits of projects to ensure company policy is being adhered to

PIR• Carry out post implementation review• Generate action items from PIR• Carry out recommendations of PIR

Acceptance & Conformance• Set conditions for acceptance of deliverables• Accept deliverables• Authorize exemptions to acceptance standards


PMO ChecklistConfiguration Management• Setting up Configuration Management• Managing software migration• Version control

Mentoring• Formal mentoring programmes• Support roles in projects (e.g. supplying an experienced resource on

a part time basis)• Special Interest Groups

Business Interaction• Carry out Business Process Re-engineering• User documentation• User training

building the perfect pmo - neo group · building the perfect pmo ... key takeaways from today’s...

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