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Project Management Office “PMO”
Organizations are expanding worldwide and mergers - acquisitions have become buzzword, to be precise the ‘mantra’ of growth. It has created a ‘need’ and ‘urgency’ for creating project management culture and methodology wide and across. Enterprises are looking towards the PMO as a participative facilitator of organizational effectiveness. Strategic initiatives are managed through various schemes and it is observed that majority of them revolve around the nucleus called Project Management Office (PMO). Let’s take a quick look at “Which ‘needs’ are exactly directing everybody towards PMO?” Sources of Need: 1. Enterprises involving broader interactions of processes and the emerging technologies 2. Increased inter dependencies and intricacies within projects 3. Persistence for innovation 4. The speed of innovative changes 5. The pace of evolution of technologies 6. Better and faster communication modes within key stakeholders 7. Increase in shorter version of projects 8. Increased volumes of projects 9. Complexity of projects 10. Optimum utilization of resources Events of Need: 1. Maintaining Cost baselines of the projects 2. Maintaining schedule baselines of the projects 3. Achieving expected margins of the projects 4. Availability of Knowledge assets across the organization 5. Continuous process improvement across the organization 6. Mentoring platform to enhance their efficiencies of resources 7. Up-to-date Tools to be used in projects 8. Health check of projects across the organization 9. Availability of analyzed historical data base 10. Co ordination of inter dependencies within projects The list of both “Sources” and “Events” can easily be longer than this, constantly orbiting at different distances around the nucleus of PMO!
_______________________________________________________________________ _ Vinsys IT Services (I) Pvt. Ltd.Project Management services Page 1 of 8
in project-oriented management acknowledges that. look at your right & left and be sure of what you are looking at.Project Management services Page 2 of 8 .Project Management Office Nitin Shende. Fundamental brainstorming must be conducted for “Where do you stand today? What do you require? “Project / Program/ Portfolio” Management Office”. but benefits may be disproportionate. The objective that justifies the effort and focus at the top management levels is naturally the one that becomes basic strategic input for the enterprise business and its direction. Project Management Office: This is a foundation level of project management maturity level. Each one of them has different Objectives and hence its scope and role and responsibilities to be performed. Portfolio Management Office: Portfolio management is usually driven top-down in the enterprise. offers the ability to leverage control and monitoring elements that the project management approach applies to single projects. shared resource management and its monitoring controlling becomes more powerful levers to achieve enhanced performances. the skills and style of the Portfolio Management Office requires to have a specific Business oriented zest and must be pursued at the very top level management. Scope of this article is limited to “Project Management Office”. providing management to related projects achieves more than managing projects individually. think for a while. Program Management Office: A second stage of organizational maturity. PMP®. _______________________________________________________________________ _ Vinsys IT Services (I) Pvt. Define your objectives clearly prior to stepping forward to set up a PMO. The Project Management Office can provide project management knowledge. Ltd. Treating projects with similar key attributes as program. skills and process area skills needed for effective completion of the project. IPMA-D ___________________________________________________________________ Caution: Before going in for such an ‘Unit’ within your organization switch ON an ‘amber light’. In Program management. When organizations do not have existing standard project management methodologies or the processes are more of ‘evolved’ rather than ‘standardized’. The primary focus will be on gaining control of the essentials of project management. Although portfolio Management syncs with Project and Program initiatives.
Tools and Technique to support performing project management effectively 2. Step 1: Assess organizational requirements: Review existing organizational business processes and project management practices. which will facilitate in identifying and prioritizing opportunities for improvement. Significant competitive advantage.Project Management Office Nitin Shende. Interviewing. IPMA-D ___________________________________________________________________ The goals of the Project Management Office (PMO) should be to bestow business value. which becomes critical in designing an effective implementation strategy. Ltd.Project Management services Page 3 of 8 . and congregate customer needs. Meetings at different levels of management. Tools and Technique to support solution delivery _______________________________________________________________________ _ Vinsys IT Services (I) Pvt. Higher customer satisfaction Increased employee satisfaction. deliver a quality solution. PMO Frame: PMO More effective use of resources. Collecting ‘pain areas’ and ‘gray areas’ inputs from resources actively involved on project. It is essential to identify strengths and weaknesses of present project management methodology along with understanding organizational culture and the project management maturity level. These techniques includes but not limited to “Brainstorming. Gathering valuable inputs from support departments etc”. The consistent approach brought by a PMO structure enhances a business' ability to manage global projects and to develop qualified project managers whenever they are needed. Reviews of any kind of information about past projects. PMP®. There are a range of techniques to collect and ink down the information. PMO also endow with the infrastructure to the Project managers in the following categories: 1.
process descriptions and templates.Project Management services Page 4 of 8 . Overall Process improvement The Project Management Office should provide a framework for the establishment. The idea is to assist Project Managers throughout the life cycle of the project while delivering fundamental deliverables and generating assets for the organization. It also helps ensure that the business delivers a _______________________________________________________________________ _ Vinsys IT Services (I) Pvt. the cumulative effort should result in building up a strong capabilities of managing projects in the organization. Project Monitoring & Controlling processes 5. Step 2: Compass: The Project Management Office must stay focused on the development of organizational skill in executing project management on a project-by-project basis.Project Management Office Nitin Shende. Quality management 7. Entrenched project management techniques and practices on business processes background 6. Configuration management 9. The key responsibilities and value generation during the life of enterprise wide projects is to define appropriate development workflows and facilitation to undergo procedures. A dominant PMO should provide leadership in helping to secure new business and support on-going business. maintenance. In short. Ltd. IPMA-D ___________________________________________________________________ 3. Implementing Motivational schemes In order to have predictable project deliveries PMO must deal with some of the key processes throughout the life cycle of projects: 1. and by delivering training and creating quality consciousness. Systems that support project work on both the fronts. and training of process and methods for project delivery. Resource enhancement 10. PMP®. Resources enhancement programs to boost their knowledge and skills 5. Metrics: collection and analysis 6. Project executing processes 4. technical & application) 2. Requirement analysis processes (stakeholder. Vendor management 8. Project planning processes 3. Technical & Business 4.
Delivery and Support: Solution implementation and post project support _______________________________________________________________________ _ Vinsys IT Services (I) Pvt. an integrated methodology. Negotiation: Obtaining the mutually agreeable contract 5. The PMO is also responsible for defining and maintaining policies. i. During and Post project assignments. which necessitates a disciplined approach towards managing Pre. Evaluating Opportunity: Evaluation against ‘Opportunities and Threats’ against organizational strengths and weaknesses 3. Step 3: Core areas of focus: Project Management Processes and Methodology PMO characterizes the requirement of rigorous processes to manage multiple projects and their dependencies. standards. and tools. An exultant PMO provides the developmental activities that project managers need to effectively manage projects as well as to progress in their careers. policies. These include project management processes. IPMA-D ___________________________________________________________________ high quality service at a competitive price to its customers. b) The success of “Bid – Win . PMP®. Creating Opportunity :Identification of projects for evaluation 2. procedures and other business practices relating to project management throughout the customer engagement. The customer engagement roadmap goes through following stages: 1.Project Management Office Nitin Shende.Project Management services Page 5 of 8 .Delivery” kind of activities largely depends on cross-functional efforts. Ltd. “a methodical approach towards creating customer engagement within organizational strengths and strategies”. PMO responsibilities all the way through customer engagement: a) The pre initiation stage of the project. Developing proposals: Developing and submitting the proposal focusing the solution for the customer and creating organizational assets 4.e.
c) Build a powerful knowledge culture where knowledge is shared on a global basis. PMP®. In order to share knowledge and also get socialized with PM community. A project management career path with expectations for each level should offer a growth path through all the levels. In order to develop the best project managers possible. Conclusion: PMO strengthens organizational project management in multiple ways: _______________________________________________________________________ _ Vinsys IT Services (I) Pvt. conference papers and presentations. It is a focal point skill and competency that must be continually developed. project experience. project managers should be encouraged to participate in seminars. b) Cultivate a sense of community and teamwork. a driving force in terms of appreciation and incentive programs should be recommended.Project Management Office Nitin Shende. Motivation: To encourage high performance concerned with project management. Trainings: A proud PMO must provide the training that project managers need to learn the latest techniques in all aspects of project management. and internal PM forums. The trainings should be evaluated correctly against the value addition rather than only on commercials! It should be taken into account as priority requirement and schedules and budgets must be developed considering this as ‘Critical Activity’. The same is true of project management. Knowledge sharing should be encouraged. conferences and gatherings organized by recognized institutes and other project management professional associations. consisting of lessons learned. Even the most experienced project managers must continue to upgrade and update their knowledge and skills. IPMA-D ___________________________________________________________________ Project Management Development A very simple but important phrase: Everything is perfect and everything can be improved!. Ltd. a PMO must provide a program that addresses a broad spectrum of development activities that: a) Encourage professional growth and development.Project Management services Page 6 of 8 .
which is an outcome of experience gained while working with various organizations across the globe and the knowledge acquired from numerous books/documents/school of thoughts.Project Management Office Nitin Shende. technologies.Project Management services Page 7 of 8 . Ltd. Be patient to catch the fruits of PMO. Define. Be sure to have the corporate sponsorship and support appropriate for the scope of activities implied by the PMO being implemented. Project management software tools: Select and maintain project management tools for use by employees. software applications. Project management process/methodology: Develop and implement a consistent and standardized process. that I have come across in the long journey . Do not expect turn key results immediately. the PMO can deliver on its promise to the enterprise. Declaration: This is to inform you that the contents of this document “Project Management Office (PMO)” are authored by me. Portfolio support: Establish a staff of program managers who can manage multiple projects that are related. Training: Conduct training programs or collect requirements and arrange proper trainings from an outside agency. it take its own time to get matured With these alignments in place. Internal consulting and mentoring: Advise employees about best practices. performance enhancements. Home for project managers: Maintain a centralized office from which project managers are loaned out to work on projects. Key Advice: Staff the PMO you choose with people that have the skills and experience to assume the roles that will be required. _______________________________________________________________________ _ Vinsys IT Services (I) Pvt. such as infrastructure. Implement and analyze the results to reach to right destination. and allocate resources accordingly. support and so on. IPMA-D ___________________________________________________________________ Project support: Provide project management guidance to project managers in business units. PMP®.
IPMA-D ___________________________________________________________________ Thanks Author: Nitin Shende. UK) _______________________________________________________________________ _ Vinsys IT Services (I) Pvt. DBM (ICS. Ltd. IPMA-D.Project Management Office Nitin Shende. PMP®. PMP®.Project Management services Page 8 of 8 .