Finding Vaughan’s PMO Groove May 5, 2009
Agenda 1. Introduction 2. Background 3. Project Management Phases 4. Business Change Management 5. Next Steps 6. Summary
Background
Background - Continued Organization’s shift from “Town” to “City” Focus on service excellence and business transformation ITM leader in business transformation Realized we weren’t doing projects “right”
Background - Continued Step 1 - Start Up Step 2 - Working Sessions In 2004 project team assembled Objective to develop a project management methodology for ITM Group comprised various levels of expertise and buy-in Create project management processes, procedures and templates Used PMBoK as a guide Adapted to City of Vaughan culture
What is a project? “Work that needs to be done to deliver a well-defined goal in a set time frame” Goal can be a new product, service, event, enhancement to an existing solution, or even a new way of doing business
Project Management Process CLOSURE INITIATION DEFINITION PLANNING EXECUTION FACILITATION & CONTROL
Project Team Site
Initiation Process INITIATION PROCESS CHARTER Officially authorizes the project Identifies key decision makers: Project Sponsor, Project Owner and Project Manager Core Team OUTPUT
Project Charter Template
Definition Process Reference document for team Explains what the project “is” and what it “isn’t” DEFINITION PROCESS OUTPUT SCOPE DOCUMENT
Project Scope Template
Project Scope Template – cont’d
Planning Process PLANNING PROCESS OUTPUT Project Plan (WBS) Planning identifies the “how”, “who” and “when” for each task Each in-scope deliverable is broken down into specific activities, a work breakdown structure (WBS) Plan can be tracked with milestones Once plan approved it is baselined
Planning Process
Execution Process OUTPUT Kick-off meeting is held to ensure entire team understands the project’s objectives, their roles and key milestones Focus for the project management team shifts to facilitation and control EXECUTION PROCESS DELIVERABLES
Closure Process Project team members are interviewed and lessons learned compiled CLOSURE PROCESS OUTPUT CLOSURE REPORT
Project Closure Report
Project Facilitation & Control Project Life Cycle Report Project Status Manage Issues Manage Change Requests QA Deliverables Monitor Tasks
Change Request
Reporting
Business Change Management Strategy Phase I Phase III Phase II ProcessInternal to ITM RoadShow Engaged Departments in Process Phase IV Requests for PM Service
Next Steps Natural maturing process for any PMO More formal business justification and prioritization Formally document risk management plans Are we doing projects right? Are we doing the right projects ?
Summary Accountability RepeatabilityTransparency Project Management Methodology
Contact Information Lucy Pasianotto, Project Manager City of Vaughan ext
Questions