by khurrum ghori pmp, mcts microsoft epm technology specialist (mcts) microsoft certified solution...
TRANSCRIPT
By
Khurrum Ghori PMP, MCTS Microsoft EPM Technology Specialist (MCTS)Microsoft Certified Solution Architect (MCSD.NET)PMI Certified Project Management Professional (PMP)
Enterprise Project
Management
Enterprise Project Management & PMO
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AGENDA
• Introduction• The Emergence of the Enterprise View• What is Enterprise Project Management?• Enterprise Project Management as a Solution• PMO (Project Management Office).• PMO Goals & Responsibilities• PMO Key Processes• How to Setup & implement PMO• EPM Solution- Microsoft Office Project 2007 family • Lessons Learned from Industry
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The Emergence of the Enterprise Project Management
2009
SchedulingSimple ReportingTask ManagementE-mailand Print Resource Tracking
90’sProgram
Management
Portfolio Management
SharePointand .NET Platform
Project Collaboration
ResourceManagement
FinancialManagement
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EPM Emerging As Top Concern
Inability to ensure project investments align with strategic objectives
Lack of established standards and repeatable processes across the organization
Share data across to gain a full view of project, resource, and financial Information
Extending and customizing the solution to fit growing business needs
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Enterprise Project Management
– Enterprise Project Management is not simply an application or a concept:• It is a set of uniform processes, methods, skills, and application solutions
that provide discrete benefits supported and managed by People
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Enterprise Project Management (Cont..)
Your BusinessProcesses
Your People
Your Organization
Your Software Technology &
Tools
Enterprise Project Management
EPM is not just a software solution or product…
…It’s an approach to integrate processes, people, organization and technology to manage projects on an enterprise wide basis
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Enterprise Project Management is a discipline of getting
the right information; to the right people;at the right time.
This matters as the information provided affects the short and long-term strategic plans for the organization (enterprise)
In Short…
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“The development & implementation of Enterprise Project Management (EPM) Solution in your Organization is a Journey… not simply a
Destination”
So, How do you Begin?
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People/0rganizational Change Management and Concepts of how you will implement & Integrate EPM Solution into your organization is fundamental to successMost importantly – You have to align People, Process, and Tools into a seamless and homogenous solution
The Tools should compliment the ProcessThe Process should compliment the ToolsThe Tools and Process need to support the People
The Journey….
You can reach your Destination in this journey through Strong
Project Management Office (PMO)
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What is a PMO?
The PMO strives to standardize and introduce repeatable project delivery process & and can be a source for documentation, guidance, and metrics on the practice of project management and execution.
A Project Management Office (PMO) is an organizational unit designed to coordinate the management of projects within its domain. (PMBOK-3rd Edition P-17)
It may be called a:• Project Management Office• Project Support Office• Program Management Office• Project Management Group• Project Management Center of Excellence• Directorate of Project Management
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PMO Goals & Responsibilities
• Facilitate effective project management across all projects & programs
• Project Management Mentoring, consulting & Coaching to Project Heads/Leads/teams across organization
• Customized projects’ health Report for Management (e.g. project status & Progress report)
• Software Process & Project Management Templates Development & Deployment across all organization
• Collect, organize, and integrate project data for the entire organization.
• Centralized Project documents repository for project collaboration.
• Analyze, develop and implement new process as required for departments improvement
• Monitoring, controlling, Audits (e.g. process, risk, quality) & Tool Selection
• Support Program management & Portfolio management
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Why introduce PMO?
Some typical issues
• Projects are not effectively prioritised
• Projects happen without authorisation
• No definitive list of project’s tasks
• Project benefits are not managed or realised
• No visibility of progress
• Limited understanding of resource capacity
• Lack of control of project Schedule
• Project risks are not captured and mitigated
• Inconsistent approaches
• Minimal control of project documentation
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PMO: Key Processes
Project Management OfficeGovernance
Communications Management
Project Management
ResourceManagement
Change Management
ProcessManagement
Change Management• Identification and elimination of organizational
barriers to change• Management of employee resistance to change• Assurance of effective involvement of, and
communication with, all project and program constituencies
Process Management• Preliminary Process
assessment/ analysis• Process improvement• tracking and variance
review
Communications Management• Centralized program and project reporting
mechanisms• Inter-project communications• Post-implementation tracking and feedback
Governance• Program and project prioritization and risk/cost/value analysis• Decision-making, including commitment of time, money and resources• Issue resolution• Project monitoring and integration
Project Management• Project definition and initiation• Task planning and execution• Project completion and acceptance
Resource Management• Skill-to-task matching• Resource gap analysis• Rresource optimization
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ProjectSupport
ProjectSupport
• Project reviews/evaluation• Project initiation/closing • Assist with troubled projects
Consultingand
Mentoring
Consultingand
Mentoring
• Knowledge transfer• PM best practices competency• Succession planning
PMO Assistance/Support Areas
• Provide SE Process trainings • Provide PM T& tools trainings• Provide Training Materials
TrainingTraining
- Identification of suitable Resources for projects- Management of resources across projects
ProjectResources
ProjectResources
• Adherence to PM & SE Standards• Promote PM & SE Methods• Accessibility of Methodology
Methodsand
Standards
Methodsand
Standards
The Project Management Office
SE = Software EngineeringPM = Project Management
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Types of PMO
There are Many types of PMO Models defined in various books but I PMO categorize in 3 types:
• The Supportive/Reporting PMO (Project Management Office). This is the most common type of PMO. It doesn't control or direct projects. Instead it supports projects by offering training, mentoring, administration and reporting to the stakeholders.
• The Controlling PMO (Project Management Office). Supportive services may not be enough to put projects back on track. By offering controlling services (such as project reviews, audits and assessments), the PMO can influence project delivery.
• The Directive/Enterprise (Project Management Office). The least common, but sometimes most effective type of PMO, is one that directs projects.
Early on in PMO history, the Gartner Group identified three PMO models as flourishing: Project Repository Model, Project Coach Model & Enterprise PMO Model
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Which type of PMO model is suitable for your Organization?
• If you're implementing a PMO (Project Management Office) for the first time, then the "Supportive/ Reporting" model is best. It helps you add value to projects by offering reporting, training and monitoring services, without taking on the responsibility for the projects themselves.
• If you have an established PMO (Project Management Office) and you want to ensure that projects are independently assessed, then the "Controlling" model is best. You can directly influence the success of projects, as well as implement best practices, standards, and tools.
• If your organization has a set of high risk projects & drives you business, then usually the "Directive/Enterprise" model is best.
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Tools for PMO
Right People Right Data
To set up and run a PMO (Project Management Office), you need three types of tools.
TemplatesProvide your Project Managers with templates to help them complete project documents faster and more efficiently.
MethodologyImplement a Methodology for managing projects. The methodology helps guide your projects towards completion.
SoftwareUse EPM software for the day-to-day effective planning, tracking and reporting of projects.
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PMOSetup & Implementation Strategy
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3. Prepare tools, processes and templates: Prepare all required tools, processes and templates Prepare project reporting, issue management, change management, and planning
and communication management processes
1. Nominate and confirm PMO team: Identify, nominate and obtain approval for the PMO leadership from senior
management as identified in PMO organogram
2. Setup PMO: Determine relevant stakeholders, participants and structure PMO appropriately Communicate key interested officers’ required involvement and PMO expectations
4. Develop PMO master plan: Conduct interviews, meetings, and workshops with key interested stakeholders Prioritize work initiatives and conduct high-level review of any dependencies,
overlaps, and issues Consolidate tentative work initiative project plans into a consolidated master plan
5. Conduct first PMO session: Conduct first basic PMO workshop, communicate timing and agenda of first PMO
session to all stake holders Discuss issues, dependencies, project plan recommendations, role of PM Going forward
Prepare Tools, Processes &
Templates
Prepare Tools, Processes &
Templates
Develop PMO Master Plan
Develop PMO Master Plan
Nominate and Confirm PMO
Team
Nominate and Confirm PMO
Team
Set-up PMOSet-up PMO
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3
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Conduct First PMO Session
Conduct First PMO Session
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Five Steps to Set-up PMO
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Assessment
Definition
Commitment
Initiation
Planning
Execution / Control
Transition / Shutdown
Assess current environment: PMO Need Assessment, Current Projects Assessment, ROI and Cost Model Assessment
Define Program Management Office (PMO): PMO Strategy and Mission Document
Gain Executive Commitment to Build and Maintain PMO
Initiate PMO Project: Governance Process, Business Case Development and Sign-off
Plan PMO Implementation: PMO Manual, PMO Project Plan Sign-off
Build and Implement the PMO: Initiate Training, Support, PMO Processes
Hand-over to Client, Close Project: Transition Plan, Project Review
Implementing a PMO: Basic Stages
PMO Improvements PMO Maturity Level: Assessment & improvement
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Implementation Timeline-Estimated
Baby PMO(initial)
Young PMO (Define)
Maturing PM) (Managed)
Mature PMO (Optimized)
Timeline 0-4 Month 4-8 month 8-12 month 12-16 month
Vision Developing (Framework, Methodology, policies & Templates)
aligning somewhat with Organization
aligned with Organization Strategy
fully integrated
Operations Trial & error approaches - Some planned activities- Projects of variable size- Basic project Management methodology in use
- Planned activities - Projects, programs & portfolio Management
- Well defined Processes- Planned activities- Projects, programs & portfolios Management
People New Mix of core and new resources
cohesive team high performing team with established career path
Metrics Not Used Minimal consistent, repeatable methodology in use
focused on continuous improvement and growth
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PMO Maturity Model
Tactical Strategic
ESI International Maturity Model
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Adopt a Basic Capability Maturity Model
Level 1 Initial: Ad hoc, informal, hero driven
Level 2 Repeatable: Project Management Focus
Level 3 Defined: Process Management Focus
Level 4 Managed: Focus on QA & QC Measures
Careful planning and execution is required to climb from step to step
Level 5 Optimizing: Continuous Improvement
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PMO Trend
“The trend is rising within the IT function to create a PMO to drive an effective project management. By 2009, 60 percent of Global 2000 enterprises will adopt an enterprise portfolio management approach to strategically and tactically deliver business value, optimize all enterprise investments, and lay the groundwork for a technologically sophisticated business strategy.”
– META Group, 2005
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Microsoft Enterprise Project Management Solution
EPM DefinitionThe Enterprise Project Management (EPM) Solution manages the entire investment and project lifecycle – from strategic portfolio decisions to work management.
Core Microsoft Products Represented
The Office EPM Solution helps your organization gain visibility, insight, and control across all work, enhancing decision-making, improving alignment with business strategy, maximizing resource utilization, and measuring and helping to increase operational efficiency.
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EPM Sub-capabilities
Microsoft EPM Solution -Functional Overview
User Interface
Microsoft Office
Project and Portfolio Web access
3rd party apps (LOB, ERP, CRM, etc.)
EPM Components
Scheduling
Event/Notifications
Resource Plans
Budgeting
Data Warehouse Timesheet
Task Assignment Reporting
Portfolio Analysis
Portfolio Selection
Microsoft Office Project Professional
Platform
WorkManagement
ResourceManagement
PortfolioOptimization
TeamCollaboration
Operating System Portal/Web Database Analysis Reporting
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Microsoft EPM Solution - Technical Overview
Platform
Services
Timesheet
ReportingResource PlansData
WarehouseSecurity
Event/Notifications
Task Assignment
Scheduling
Budgeting
Project Portfolio ServerCapabilities
Portfolio Selection
Portfolio Gov
Capacity Planning
LOB:• ERP• CRM
Front-end
Capabilities
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EPM Solution Deployment Options
Big Bang Approach Phased ApproachesDeploy all products within the
EPM Solution at the same time Utilize a phased approach to deploy the products within the EPM Solution
to address specific pain points
Option 1
Phase 1 Phase 2
Option 2
Phase 1 Phase 2
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Successful PMO Using Microsoft EPM Solution
Project Managers Resource Managers
Senior Management Team Members
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• Optimum Experience for Portfolio, Program, Project & Resource Managers
• Clearly Understand Responsibilities- Dashboard view of ownership
• Increase Visibility, better Control & accomplish More
• Effectively Participation- Collaborate with other project team members & Contribute to multiple projects
• Extensive reporting yielding better business insight
• Increases Business Awareness- Assure that projects align with overall business objectives
Benefits from EPM Solution?
Resource Managers
Team Members
IT Admins
Project Managers
Executives
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Successful PMO- Capacity Planning
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Successful PMO- Detailed Planning
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Successful PMO - Manage & Track Project Performance
Timesheets
Status Reports
Project Workspaces
Task Assignments
Issues & Risks Mgmt
Project ManagerTeam Members
Timesheets
Track Progress
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Use proven techniques to define and prioritize business drivers
Derive a priority score to evaluate each project request (that is, strategic value, financial value, risk)
Prioritize Business Drivers
Prioritize Projects
Assess the impact of each project request against the prioritized business drivers
Business Drivers
Pro
ject
s
Analyze the project portfolio before attempting
to make funding decisions
Investment Maps
Impact Assessment
Portfolio Prioritization
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Project Dashboard
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Lessons Learned from Industry
Developing a Multidisciplinary & Focus team
Actively engage your stakeholders & organization’s Executives.
Develop a Strong Business Case for the EPM Initiative -Clear and complete business goals, requirements, and usage scenarios
Focus on Groundwork/Up-Front Time
Define PMO Structure - The Organizational Structure Can Facilitate or Hinder the “Project Culture”
Effective & Continuous communication at all levels.
Make your PMO Test Bench/Test Drive ready for testing & deployment before Installed in real environment
Train the users at all Experience/usage Levels–Using Customized Instructions
Fostering a project management culture Change Takes Patience & Perseverance
Project Management is not for the Faint of Heart -The Project Management Role Requires True Leadership
Critical success factors in implementing a PMO
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The Noblest Pleasure Is The Joy Of Understanding.
-Leonardo da Vinci
Q&A Session
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“Project Management Office”A Necessity for Today’s Global, Complex Projects
Enterprise Project Management