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Prepared by Global BTR as part of the PM Chapter Series

2023
Establishing a PMO
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Establishing a PMO

Prepared by Global BTR as part of the PM Chapter Series2023

Index

PMO Overview

Page 1

Our Approach

Quiz

Page 5

Page 8

Page 2

Sample Case: Transport Industry

Page 7

Establishing a PMO

Page 4

Benefits

Page 6

Signs a PMO is Needed

Page 3

Digital Transformation and the TMO

Project Management Office

PMO Overview

Program Management Office

Empower businesses to effecitvely manage change and transformation by leveraging by leveraging our market leadership in creating and expanding both PMO ( Project, Program, and Portfolio Management office) and TMO (Transformation Management Office)

Key Difference

A PMO is a set up to provide structure and standardisation to project delivery.

A PgMO is a department within an organisation that guides the company's employees to use best practices when executing projects and programs

A project management office (PMO) guides projects for an organisation. A program management office will instead focus on an organisation's larger overall programs. A PgMO will also focus more on the overall strategic goals of an organisation.

PMO

TMO

SDO

Digital Transformation and the TMO

Focus

Timespan

Planning Approach

Transformation Management office

Project management office

Strategy delivery office

Performance Management aPPROACH

Stakeholder & communication

Knowledge base required

Focus is on steering profound change. "we are quickly changing and adopting to achieve a new normal"

Focus is on achieving project efficiency. "Our projects are on-time and on-budget"

Focus is on Delivering value and manageing strategy implementation. "We are gradually realising our outcomes"

Medium-term, focusing on complex initiatives that profoundly impact operations and strategy.

Short-term (typically), focusing on operational change, but has a role in ensuring the efficiency of longer-term initiatives.

Long-term, focusing on delivering the ultimate strategic vision

Using agile approach to tackle complex problems with real-time plainning

Planning and execution of work on initatives and deliverables

Big-picture planning: ensuring that projects, processes and actions are always aligned to strategy

PERFORMANCE MANAGED BY KPI AND GOAL ACHIEVEMENT

PERFORMANCE MANAGED BY PROJECT/PROGRAM MILESTONES ACHIEVED

Performance managed by overall results achieved and outcomes delivered (strategic KPIs)

ACTIVELY ENGAGE STAKEHOLDERS THROUGH CONSTANT FEEDBACK LOOPS

Communicate and engage stakeholders for project reasons

Communicate and engage stakeholders for strategic reasons

Deep understanding of the project management world

Deep understanding of all aspects of the business.

Deep understanding of STRATEGY EXECUTION, PERFORMANCE MANAGEMENT AND ASSOCIATED SKILLS

Business Transformation

Sia Partners has a strong track record of establishing PMO’s. Leading organisations through the journey of defining, building and running PMO’s tailored to suit their need.

  • Programmes and projects repeatedly finished later than planned or over the budget

Signs a PMO is needed?

  • Intitatives not correctly aligned with business goals

  • Stakeholders raise concerns around the lack of visibilty around project progress

  • Tracking of project success is inaccruate and not standardized

Primary Activities

Establishing a PMO

Key Outputs

Primary Activities:

  • Maintaining an optimal governance rhythm, including program meetings and reporting schedules
  • Challenging and reporting on performance, risk, mitigation, issue resolution, change controls
  • Maintaining and making visible a project plan and critical path, and reporting on progress
  • Creating consistency in governance, processes and control
  • Delivering a consistent proactive communications plan
  • Sustaining risk and issue management

Key Outputs:

  • Governance Models
  • Accountability & Responsibilities
  • Stakeholder Engagement
  • Risk & Issue Management
  • PM Control Processes

Discover (Weeks 1-2)

Assessment (Weeks 2 - 3)

Solution Design (Weeks 3 - 6)

Sustain - Ongoing

Assess Existing Process and existing documentation

Design the governance, processes, behaviour, data and technology

Build the PMO - Phase of Implementation

Support the PMO and develop a maturity roadmap for the enhancements

Our Approach to Establishing a PMO

Deliver (Weeks 6 - 8)

As Requetsed - Grow

Grow the scope of the PMO

  1. Sponsor Identified
  2. Scope Document

  1. High Level Plan for Diagnose Phase

  1. Project Objectives
  2. Implementation Plan
  3. Management/Control of Processes

  1. Implement Structure
  2. Engage Resources
  3. Implement Processes

  1. Benefits Assessment
  2. Stakeholder Satisfaction Surveys
  3. Continuous Improvement Plan

  1. Maturity Roadmap
  2. Advanced Analytics
  3. Idenitfication of additional PMO

Confirm Business objectives, purpose & scope of the PMO

Objectives

Deliverables

Benefits of the Framework

Efficiency

Cost

Quality

Stanardisation

Agility

The PMO analysis will assist in the realization of improved procedures that can boost productivity

The team monitors the project expenses and informs the team about real-time monitoring

The PMO may be able to identify ways in which the project team could more effectively utilise its resources

Procedures are stanardised in order to coordinate the organisation's project management strategy

By establishing a PMO, you will be able to overcome the primary difficulty of selecting a project

Our Approach

Engagement Objectives

Benefits & Outcomes

Quiz

Client Concern

Establishing a PMO within a Transport Industry

Why Sia Partners?

We understand what makes business transformation programmes successful: A PMO is often at the heart of this. When designed, built and run with the relevant knowledge and expertise. We are committed to sharing our knowledge of establishing a PMO and wider expertise wth you, to compliment your exisiting capabilties and ensure your range of prgrammes and projects are on the right track.

PMO Establishment:

  • Detailed use cases
  • Proven Track Record
  • Ability to leverage a range of expertise
  • Teams availble to support across Geographic regions

The clients parent company has a significant programme of work underway in 2021 and running into 2023 which will impact all the transport operators in the locality, no more so than our client.

Applied our four phased approach and tailored it to meet the specific needs of our client; Focusing specifically on governance structures, vendor management and PMO effectiveness.

  1. Support recruitment and onboarding of a permanent PMO Manager
  2. Embed PMO processes and governance within the company
  3. Plan the client's portfolio beyond 2022 for their key transport programmes.
  4. Agree a funding model to sustain the PMO function

  • Better Decision-Making and Risk management
  • Initiatives clearly aligned with strategy
  • More efficient and cost-effective
  • Clear identification of resource gaps and action plans to address them
  • Improved audit readiness
  • Projects brought into compliance

Thank you for your Participation!

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