Project PMO Setup, Delivery & Improvement

Case Study : US Financial Services Co. IT PMO Process and Tools Solution

  • Business Challenge- Establish PMO capability to address lack of visibility into the IT portfolio, as well as immature project prioritization and approval process.
  • Solution- Pcubed consultants created a strategy for a repeatable process of approving, capturing, prioritising and managing projects within the portfolio.
  • Benefits- Business unit managers now utilize project ranking criteria and pipeline reviews along with the new toolset to provide portfolio and resource visibility with a capacity vs. demand view of all projects.

Implement and manage an effective Program Management Office and its targeted functions.

Definition

Pcubed PMO Setup and Delivery is the implementation and operation of a Program Management Office (PMO) capability to provide visibility and insight into critical business programs, enabling effective decisions and control. A PMO can be rapidly established to drive operational program, project, and portfolio management at an enterprise, business unit, or departmental level - or setup to focus on more effective management of a single program. A high-performing PMO plays a critical part in driving successful program and project delivery across an organization, ensuring the required level of planning, control and delivery assurance are in place.

Benefits

An effective PMO is a key enabler to program success. Improved visibility and insight into program and project performance enables executives to more effectively control results. An effective PMO helps organizations:

  • Increase confidence in planning- A well defined baseline plan underpinned by an appropriate level of detailed planning gives confidence that program goals are achievable.
  • Increase confidence in status- Clear and consistent reporting across each project / program and portfolio of work, underpinned by reliable data supports effective program leadership.
  • Control Changes- Ability to effectively understand and manage changes to ensure deviations are based on a clear understanding of impacts.
  • Manage continuous improvement- Use of program data to understand performance issues and strengths to help focus efforts on improving delivery capability.

Approach

Pcubed PMO Setup and Delivery implements a new organizational and team capability, either as a new centre of excellence or through redefining the operation and capability of an existing organization or team. There are five core phases to creating a PMO:

  1. PMO Definition- Identify the organization's business goals and objectives and project and program management support. Identify and define the necessary functions, roles, controls and desired maturity level.
  2. PMO Roadmap Development- Establish a path that best fits the organization's values, capacity and ability to implement controls. This will cover people, process and tools.
  3. Implementation- Deploy appropriate people, processes, and tools to achieve short-term PMO roll out objectives and attain initial control of programs and projects.
  4. Transitioning to Delivery- Pcubed consultants lead PMO operations to meet organizational demands and support portfolio, program and project success.
  5. Consolidation- Drive PMO evolution through the PM Maturity Roadmap towards desired maturity state; working towards steady state operation.
  6. Steady State Operations- Deliver ongoing PMO functions. Manage continuous PMO and program management improvements. Drive continuing evolution towards desired maturity level.
PM Maturity Roadmap : Program Management Office

Maturity Level

Level 1

Initial / Ad Hoc

Level 2

Planned / Repeatable

Level 3

Defined / Organized

Level 4

Integrated / Managed

Level 5

Optimized / Sustained

Typical PMO Evaluation

No effective PMO model, often due to past failure(s) with a Project Office or PMO Project Office that focuses mainly on strategic projects and/or best practices PMOs provide effective mentoring, training, and oversight for project managers and teams. An Enterprise PMO provides proactive support of programs and related projects. Enterprise PMO has evolved to a true Decision Support Office for Executives.

Pcubed's proven implementation approach focuses on the following:

  • Quick and efficient implementation to put a PMO structure in place.
  • Effective control focused initially on the most critical delivery issues.
  • Objective PMO capability that brings delivery assurance across programs and projects.
  • Integration of the PMO solution across the organization to optimize impact to program and project delivery.

Pcubed understands the challenging nature of organizational program and project management and has a track record helping its clients deliver their most critical and complex programs. This enables successful PMO implementations within the context of any organization.