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How to Plan, Implement and Manage a World-Class PMO © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA.

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Presentation on theme: "How to Plan, Implement and Manage a World-Class PMO © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA."— Presentation transcript:

1 How to Plan, Implement and Manage a World-Class PMO © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA

2 PMO Starter Toolkit 3. Manage PMO Action Plan 1.Understand PMO Starter Kit White Paper 2. Share How to… Presentation

3 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA So, youve decided to form a PMO… Are we doing the right projects? Do we know the current status of the projects? Are we managing, escalating, and resolving project Issues? Do PMs have the right training? What is our overall resource utilization? Because you need to be able to answer questions like: Now what?

4 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA PMO Roadmap 1.Purpose & Goals 2.Scope & Maturity 3.Service Offering 4.Service Metrics 5.Business Processes 6.Governance, Stakeholders & Team Structure 7.Timeline/Milestones 8.Charter Document (summary of above) 1. Plan 2. Implement 3. Manage 1.Job Descriptions & Hiring 2.Project Portfolio Inventory & Analysis 3.Methodology and Standards Definition 4.Skills Assessment and Development 5.PPM System Plan 1. Project Reviews 2. Project Management and Monitoring 3. Working with Governance 4. Re-Validation with Senior Leadership 5. Maturity Assessment and Development

5 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA Plan Phase Components Key Plan ComponentsKey Questions Answered Why?1. Statement of purpose/ goals What is the PMO's fundamental purpose and goals? What?2. Scope & target maturity 3. Core services offerings 4. Service metrics What is the scope of the PMO based on organization needs and target organizational maturity? What core services will the PMO provide and how will success/value be measured? How?5. Business processesHow will services be managed and delivered? Who?6. GovernanceWho does the PMO report to? Customers/StakeholdersWho are the PMOs customers and stakeholders? PMO team structureWho comprises the PMO team (key roles, org chart)? When?7. Timeline/milestonesWhen will the PMO be in business and when will the core services come online? Summary8. CharterA simple one page summary document answering most/all of the above 1. Plan 2. Implement 3. Manage

6 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 1. Why: Create statement of purpose/goals Better alignment of project activity and business strategy and investments Implement a more consistent project management process and methodology Facilitate better collaboration and knowledge and best-practice sharing Ensure resource pool is trained and competent to meet evolving IT and business needs Better manage resource utilization and capacity Provide executive visibility to project, program and portfolio-level status, issues, risks, costs, etc. 1. Plan 2. Implement 3. Manage A simple statement of purpose and goals should serve as a guide for the PMO team and as a core communications platform to stakeholders. Potential goals include:

7 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 2. What: Define Scope & Target Maturity Portfolio Mgmt GOAL* Program Mgmt Project Mgmt NOW* 1 Reactive 2 Repeatable 3 Pro-active 4 Measured 5 Continuously Improved Organization Maturity Level PMO Scope 1. Plan 2. Implement 3. Manage * Example starting point and goal

8 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA Methods undocumented; Delivery, budgets, schedules uncontrolled Processes not consistently used, projects regularly exceed budgets, schedule Commitment to documented standardized PM and delivery process company-wide KPIs specified and monitored regularly, predictable and controlled delivery. Extend processes to external entities, state-of-the art collaboration. Next Level When Methodology defined for project tracking scheduling, time, tracking, resource assignments, project oversight, support Automated project budgeting; risk, issue, requirements tracking; resource management Automation of other functions such as financial management, business process modeling An Innovative process improvement culture is evident N/A 1 Reactive 2 Repeatable 3 Pro-active 4 Measured 5 Continuously Improved 2. What: Define Scope & Target Maturity (cont.) Assess current and target maturity level 1. Plan 2. Implement 3. Manage CMMI Maturity Level Definitions…

9 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 2. What: Define Scope & Target Maturity (cont.) Define PMO Scope Portfolio Mgmt Benefits realization mgmt; knowledge mgmt, portfolio scope definition, overall investments, benefits and risks, performance monitoring Program Mgmt Coordination of business and IT projects, program planning, change/risk mgmt, coordination of project delivery and results measurement Project Mgmt PM training, mentoring, coaching; budgets, scheduling, resources deliverables, scope, risks and metrics. 1 Reactive 2 Repeatable 3 Pro-active 4 Measured 5 C ontinuously Improved PMO Scope 1. Plan 2. Implement 3. Manage

10 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 3. What: Identify Core Services Needed to Achieve Goal Business Strategy Alignment Professional/Organizational Development Professional/Organizational Development Resource Management Resource Management Collaboration & Knowledge Mgmt Collaboration & Knowledge Mgmt Methodology & Process Consistency Project/Program/Portfolio Visibility and Coordination: Issues, Risks, Schedule, Costs, Quality… Project/Program/Portfolio Visibility and Coordination: Issues, Risks, Schedule, Costs, Quality… 1. Plan 2. Implement 3. Manage Potential core service offerings:

11 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 3. What: Identify Core Services Needed to Achieve Goal (cont.) Portfolio Mgmt Basic strategy alignment/oversight KM & Best Practice Repository Benefits realization tracking process Portfolio-level metrics and dashboard Program Mgmt Program planning services Program change and risk mgmt process Project Mgmt Methodology & process consistency PM training, mentoring coaching Time tracking and resource allocation process * Example core services identified to achieve goal 1. Reactive 2. Repeatable

12 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 4. What: Define core service metrics 1. Plan 2. Implement 3. Manage Potential ServiceExample Metrics/Success Criteria Business Strategy Alignment # of projects aligned with key business strategies Project health by strategy (# or %) Methodology and process consistency % projects following approved methodologies # or % of milestones or phases completed as planned % projects completed on time Collaboration and knowledge management # of best practice documents submitted to knowledge base # or % of issues resolved leveraging lessons learned Professional development# of certified PMs or PMs trained in company process Training courses delivered % decrease in expenditures on contractor/outside help Resource management% improvement in resource utilization % improvement in employee satisfaction Issue & Risk management# of issues reported; % reported issues resolved # of high-impact issues % of aged issues

13 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 5. How: Define business processes (how services will be managed/delivered) Potential ServiceExample Scope, FocusTarget Delivery Mechanism Business Strategy Alignment Alignments to corporate strategies PPM system delivers strategy alignment functionality using listings, reports, and dashboards Methodology and process consistency Focus is on standards and methodologies for project execution, risk identification, issue resolution Methodology expertise and knowledge transfer delivered via training services Consistent delivery enforced by PPM system Collaboration and knowledge management Best practice projects, tools and templates PPM community Globally accessible web-based knowledge base leveraging PPM system document repository Professional development Methodology training and certification Delivered via blended learning software platform (ILT + eLearning) Resource management Resource management will initially focus on resource assignment visibility and basic resource utilization Core function of PPM software solution 1. Plan 2. Implement 3. Manage

14 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 6. Who: Define Governance, Stakeholders, and PMO Team Structure 1. Plan 2. Implement 3. Manage Identify direct reporting relationship and dotted-line sponsors/champions (i.e. PMO customers) Define organizational structure and responsibilities Solicit and track stakeholder agreement Leadership Team PMO Director Business Units PMO Trainer PMO Analyst Manager Program Managers Project Managers Example PMO Reporting Structure

15 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 7. When: Create Timeline and Identify Key Milestones 1. Plan 2. Implement 3. Manage Plan Implement Manage Charter Initial Staff On-board Project Inventory & Analysis Methodology, PPM Solution, Skills Assessment Project Reviews and Reporting Revalidation with senior leadership

16 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 8. Publish Charter 1. Plan 2. Implement 3. Manage 1. PMO Purpose & Goals Concise statement of purpose and goals 2. PMO Scope and Focus Definition of the scope and focus of the PMO and target maturity level if applicable 3. Service Offering & Metrics Definition of service offerings (aligned with PMO scope and target maturity) Service success criteria and metrics High-level timeline of key service delivery milestones 4. PMO Processes Description of how the PMO processes will be managed and delivered 5. PMO Organization Structure Description of organization structure and communications flow List of key personnel including PMO Sponsor(s) and stakeholders 6. PMO Authority Statement of PMO authority List of sponsor and key stakeholder signatories and/or charter approvers

17 1. Plan 2. Implement 3. Manage

18 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 1. Define Key Roles/Job Descriptions 1. Plan 2. Implement 3. Manage PMO Director Job Description: Sets strategic direction. Defines, manages to and reports KPIs. Creates and maintains tool, templates, best-practice and methodology documentation. PM Manager/Support Job Description: Manages the PM resources and provides PM coaching and mentoring. May serve as PM resource for strategic projects. Tracks organization-wide resource capacity and utilization recommending optimal allocation. Training/Professional Development Manager Job Description: Assesses organizational and individual competency levels and skills to determine needs. Designs and delivers curriculum/service offering and certification program. PMO Analyst Job Description: Maintains PMO dashboard and reports. Assists project teams with reporting and tracking. Provides systems support and administration (project inventory database, knowledge repository, collaboration platform, etc.).

19 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 2. Gather project Inventory and Analyze Project Name, Description and Scope Alignment (BU, program, portfolio, strategy, etc.) Project Type Project Personnel (PM, project sponsor, project team) Requestor and Internal Priority Dates Financials (budget, costs, ROI, approved changes) Outstanding Issues 1. Plan 2. Implement 3. Manage For every active and proposed project, the PMO should gather:

20 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 2. Gather project Inventory and Analyze (cont.) Projects are not generally aligned with business objectives There are some common project issues such as… Projects with certain attributes such as [fill in the blank], are generally not on-time 1. Plan 2. Implement 3. Manage Analyze project inventory to: 1.Understand potential issues and opportunities that exist right now 2.Generate baseline metrics for future trend & comparative analytics Example Findings:

21 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 3. Define Key Methodologies and Standards 1. Plan 2. Implement 3. Manage Key AreasDescription/ComponentsOwner Project Methodology Proprietary, off-the shelf/industry standard or blend Deliverable templates [list both required and optional] RisksDefinition Trigger Event Management approach IssuesDefinition Qualification (Exposure = $ Impact x %Probability) Assignment (one individual) Report Updates, Escalation, and Resolution Change Control (optional) Definition Planned and Actual Impact Approvals

22 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 4. Build skills assessment & development plan Assessment of current project delivery skills Training and development plan implemented in coordination with functional/resource managers Training tracked in PPM solution Company PM certification program Implement (optional) Development of feedback system to assess training effectiveness All or some of above may be outsourced 1. Plan 2. Implement 3. Manage Potential PM skills assessment and development action plan characteristics:

23 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 5. Build a PPM System Plan Actions: Evaluate and select a PPM system in consultation with stakeholders Offer Solution training to everyone including the project management process Example requirements: Portfolio Dashboard with Project Health/Status Portfolio Alignment Rollups and Variances Easy integration with installed systems Integrated knowledge base for best practices, tools and training docs Training 1. Plan 2. Implement 3. Manage

24 1. Plan 2. Implement 3. Manage

25 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 1. Conduct Project Reviews 1. Plan 2. Implement 3. Manage Conduct periodic project and program reviews that focus on: For Projects Consistent project planning, delivery and reporting Ensuring the project is focused on scope and objectives Task assignment and reporting process and results Issues and changes Project communication effectiveness For programs Master schedule and rollup of issues/costs Project dependencies being met and reported For both: Assess team skills and offer training as needed

26 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 2. Establish a Project Monitoring and Management Model 1. Plan 2. Implement 3. Manage Qualify/ Quantify Resolve/ Mitigate Reporting Issues Risks Costs Resources Quality Time Change Communicate / Escalate Monitor/ Detect

27 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 3. Work with Governance The PMO should stand ready to make project recommendations in the following areas: Retaining Consolidating Reprioritizing and shifting project resources Killing projects based on metrics, duplications, alignment with corporate initiatives, revenue, and project resource availability 1. Plan 2. Implement 3. Manage

28 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 4. Re-validate with Senior Leadership Questions the PMO should be able to periodically answer: Are we providing value? Are any changes needed? Have we driven our organizations maturity to the next level? Can we answer the critical questions? Are we doing the right projects? Do we know the current status of all projects? Are we managing, escalating, and resolving project Issues? Do PMs have the right training? What is our overall resource utilization? 1. Plan 2. Implement 3. Manage

29 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA 5. Mature your PMO Maturity LevelKey Process Area Concentrations Strategic Focus Effective SpanNext Phase when… 5 Integrated Value, Procurement, Outsourcing, and Contract Management Business Continuity Planning PM Center of Excellence Integration with Business Enterprise / Industry – Strategy Execution A whole new paradigm for Enterprise PPM and governance is invented. 4 Managed Program Process, Vendor, Project Integration, and Staff Performance Management PM Career Path Best practices dissemination Enterprise-wide resource planning/mgmt Dynamic Micro-Level Change, Continuous improvement Multiple SBUs – Strategic Alignment Project success is the norm and little PMO resource goes to crisis management. PMO established as focal point for optimizing project execution performance enterprise-wide 3 Defined PM Methodology Skills, Risk, Staff/Environment Resource, Change, Conflict/Issue Management PM Training and Consulting Knowledge Management Static Macro- Level Change Multiple Programs or Portfolios PMO viewed as an important link between IT project/program delivery and the business. PMO takes lead in objective setting and performance monitoring. 2 Stable Planning, Tracking, Estimating, Risk Identification, Schedule, Scope, Budget/Cost, and Progress Reporting Skills Stabilize Performance, Standardize processes Multiple Projects (Portfolio or Program) PMO now viewed as Program or Portfolio Management Office 1 Initial Basic tools/techniques, methodologies, services, roles, standards established (underlying disciplines may not be understood or consistently followed) Success Stories, Low- hanging fruit Individual Projects Start to see initial pull for PMO services and info. 1. Plan 2. Implement 3. Manage © Instantis, Inc. All Rights Reserved

30 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA Get Started!

31 © Oracle Instantis, Inc. All Rights ReservedCQC Solutions ltd are an Oracle Instantis partner for EMEA Questions? To learn about the leading on-demand Enterprise PPM solution, EnterpriseTrack from Oracle-Instantis, please visit


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