Establishing a PMO
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Created on June 2, 2023
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Transcript
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
- Sponsor Identified
- Scope Document
- High Level Plan for Diagnose Phase
- Project Objectives
- Implementation Plan
- Management/Control of Processes
- Implement Structure
- Engage Resources
- Implement Processes
- Benefits Assessment
- Stakeholder Satisfaction Surveys
- Continuous Improvement Plan
- Maturity Roadmap
- Advanced Analytics
- 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.
- Support recruitment and onboarding of a permanent PMO Manager
- Embed PMO processes and governance within the company
- Plan the client's portfolio beyond 2022 for their key transport programmes.
- 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!