Lunch & Learn – PMO Feb – March 2014 Summary March 31 st 2014

Lunch & Learn – timetable Wednesday 12 th February PMO Development an introduction to PMO and a review of the 2 key project document – project proposal document and a project planning document Wednesday 19 th February Fit for Purpose: Your opportunity to contribute to the PMO Process through engagement & ideas about future plans. Tuesday 4th March Back to Basics: For staff looking to refresh your project management skills – CANCELLED – TO BE RESCHEDULED Wednesday 12th March Crunchy Numbers: Measuring the success of your project is critical in ‘knowing how you are doing’. This session will help you in developing outcomes and how to measure impact Wednesday 19 th March Plan and Contracts Overview supporting the ongoing development of programme/project plans with an overview of NHS planning guidance, the Strategic Plan, Operational Plan and Financial Plan submission and contracts. Thursday 20 th March A Basic Introduction to the PMO For people who have not had the chance to be involved in PMO to date Wednesday 26 th March Last Chance Saloon: Open space for questions, specific project support and development

2 Evaluation summary Source:Feedback forms March2014 n=3 Overall Rating Of the session The pitch of the Session was: The length of the session was: “I feel engaged and understand the development of the PMO” I am likely to recommend this session to colleagues:  Just right Too High level Too basic Just right Too long Too short Strongly Agree Neither /Nor Disagree Strongly Disagree Extremely Likely Neither /nor Unlikely Extremely unlikely 

Who attended? 64 attendees across 6 Lunch & Learn Session Roles: Admin Officer Project Support Officer Commissioning Officer Commissioning Manager Heads Of Locality Manager Senior Management Accountant Management Accountant Clinical Quality Administrator

Comments – positive feedback “I really value the introduction of the PMO, I think it will help Programme Leads manage and prioritise their work and help us to know what is expected and when” “I had no previous knowledge of PMO so it was very useful” “good to have engaged input from leads to enable them to feel they are part of the process. Everyone will have the same understanding” “good to be provided with an excellent overview of what we must do & have decided to do” “felt L&L covered what it was meant to – I now have a better understanding of PMO function & also feel happier that I will be able to approach for support/expertise etc”

Comments – even better if.. Be clear about PMO structure and roles Make information available before lunch & learns Don’t assume knowledge of projects/programmes Where there has to be documentation, be clear on rationale Provide best-practice examples of e.g. project life cycle documentation Involve the support functions in the development of the PMO process at the outset

The PMO were challenged to… Keep it Simple Keep it Proportionate Remove the Bureaucracy

Successes Engagement – good representation from across roles and departments, extensive FAQs developed, processes drafted, Visibility – awareness of PMO is noticeably increasing Awareness of benefits of PMO systems and processes Guidance on how the PMO team and the rest of the CCG can work together Increasing clarity on scope, rationale and benefits of existing projects/programmes Process & Templates – all finalised Prioritization Tool / Project proposal / Project Planning Document / Project Authorization Process / PMO reporting cycle / Financial funding flow / Gateway process

Future Lunch & Learns - Suggestions Public Engagement / Stakeholders Project management Putting together a good project proposal / PPD Examples of current projects from inception to benefits realisation Evaluation techniques Identifying relevant and meaningful KPIs Equality, Diversity ‘Enabling workstreams’ and how they will work How people will communicate and shape the PMO Support the PMO offers ( planning docs, kpis, engagement, evaluation) Drop-in sessions

Lunch & Learns - Proposed Fortnightly lunchtime sessions One planned topic-specific session One Q& A / clinic session 1 hour Drinks provided Fortnightly ed update on evaluation / FAQs / future topics Shared presentations / resources via /link / website