By

Khurrum Ghori PMP, MCTS Microsoft EPM Technology Specialist (MCTS)Microsoft Certified Solution Architect (MCSD.NET)PMI Certified Project Management Professional (PMP)

Enterprise Project ManagementEnterprise Project Management

Enterprise Project Management & PMO

AGENDA

• Introduction• The Emergence of the Enterprise View• What is Enterprise Project Management?• Enterprise Project Management as a Solution• PMO (Project Management Office).• PMO Goals & Responsibilities• PMO Key Processes• How to Setup & implement PMO• EPM Solution- Microsoft Office Project 2007

family • Lessons Learned from Industry

The Emergence of the Enterprise Project Management

SchedulingSimple ReportingTask ManagementE-mailand Print Resource Tracking

Program Program ManagementManagement

Portfolio Portfolio ManagementManagement

SharePointSharePointand .NET Platformand .NET Platform

Project Project CollaborationCollaboration

ResourceResourceManagementManagement

FinancialFinancialManagementManagement

3

EPM Emerging As Top Concern

Inability to ensure project investments align with strategic objectives

Lack of established standards and repeatable processes across the organization

Share data across to gain a full view of project, resource, and financial Information

Extending and customizing the solution to fit growing business needs

4

Enterprise Project Management

– Enterprise Project Management is not simply an application or a concept:• It is a set of uniform processes, methods, skills, and application

solutions that provide discrete benefits supported and managed by People

Enterprise Project Management (Cont..)

Your BusinessYour BusinessProcessesProcesses

Your Your PeoplePeople

Your Your OrganizationOrganization

Your Software Your Software Technology & Technology &

ToolsTools

Enterprise Project ManagementEnterprise Project Management

EPM is not just a software solution or product…EPM is not just a software solution or product…

……It’s an approach to integrate processes, people, organization and It’s an approach to integrate processes, people, organization and technology to manage projects on an enterprise wide basistechnology to manage projects on an enterprise wide basis

Enterprise Project Management is a discipline of getting

the right information;

to the right people;

at the right time.

This matters as the information provided affects the short and long-term strategic plans for the organization (enterprise)

In Short…

“The development & implementation of Enterprise Project Management (EPM) Solution in your Organization is a Journey… not simply a

Destination”

So, How do you Begin?

People/0rganizational Change Management and Concepts of how you will implement & Integrate EPM Solution into your organization is fundamental to success

Most importantly – You have to align People, Process, and Tools into a seamless and homogenous solution

The Tools should compliment the Process

The Process should compliment the Tools

The Tools and Process need to support the People

The Journey….

You can reach your Destination in this journey through Strong

Project Management Office (PMO)

What is a PMO?

The PMO strives to standardize and introduce repeatable project delivery process & and can be a source for documentation, guidance, and metrics on the practice of project management and execution.

A Project Management Office (PMO) is an organizational unit designed to coordinate the management of projects within its domain. (PMBOK-3rd Edition P-17)

It may be called a:• Project Management Office• Project Support Office• Program Management Office• Project Management Group• Project Management Center of Excellence• Directorate of Project Management

PMO Goals & Responsibilities

• Facilitate effective project management across all projects & programs

• Project Management Mentoring, consulting & Coaching to Project Heads/Leads/teams across organization

• Customized projects’ health Report for Management (e.g. project status & Progress report)

• Software Process & Project Management Templates Development & Deployment across all organization

• Collect, organize, and integrate project data for the entire organization.

• Centralized Project documents repository for project collaboration.

• Analyze, develop and implement new process as required for departments improvement

• Monitoring, controlling, Audits (e.g. process, risk, quality) & Tool Selection

• Support Program management & Portfolio management

Why introduce PMO?Some typical issues

• Projects are not effectively prioritised

• Projects happen without authorisation

• No definitive list of project’s tasks

• Project benefits are not managed or realised

• No visibility of progress

• Limited understanding of resource capacity

• Lack of control of project Schedule

• Project risks are not captured and mitigated

• Inconsistent approaches

• Minimal control of project documentation

PMO: Key ProcessesPMO: Key Processes

Project Management OfficeGovernanceGovernance

Communications ManagementCommunications Management

Project Management

Project Management

ResourceManagement

ResourceManagement

Change Management

Change Management

ProcessManagement

ProcessManagement

Change Management• Identification and elimination of organizational

barriers to change• Management of employee resistance to change• Assurance of effective involvement of, and

communication with, all project and program constituencies

Process Management• Preliminary Process

assessment/ analysis• Process improvement• tracking and variance

review

Communications Management• Centralized program and project reporting

mechanisms• Inter-project communications• Post-implementation tracking and feedback

Governance• Program and project prioritization and risk/cost/value analysis• Decision-making, including commitment of time, money and resources• Issue resolution• Project monitoring and integration

Project Management• Project definition and initiation• Task planning and execution• Project completion and acceptance

Resource Management• Skill-to-task matching• Resource gap analysis• Rresource optimization

ProjectSupport

ProjectSupport

• Project reviews/evaluation• Project initiation/closing • Assist with troubled projects

Consultingand

Mentoring

Consultingand

Mentoring

• Knowledge transfer• PM best practices competency• Succession planning

PMO Assistance/Support AreasPMO Assistance/Support Areas

• Provide SE Process trainings • Provide PM T& tools trainings• Provide Training Materials

TrainingTraining

- Identification of suitable Resources for projects- Management of resources across projects

ProjectResources

ProjectResources

• Adherence to PM & SE Standards• Promote PM & SE Methods• Accessibility of Methodology

Methodsand

Standards

Methodsand

Standards

The Project Management Office

SE = Software EngineeringPM = Project Management

Types of PMO

There are Many types of PMO Models defined in various books but I PMO categorize in 3 types:

• The Supportive/Reporting PMO (Project Management Office). This is the most common type of PMO. It doesn't control or direct projects. Instead it supports projects by offering training, mentoring, administration and reporting to the stakeholders.

• The Controlling PMO (Project Management Office). Supportive services may not be enough to put projects back on track. By offering controlling services (such as project reviews, audits and assessments), the PMO can influence project delivery.

• The Directive/Enterprise (Project Management Office). The least common, but sometimes most effective type of PMO, is one that directs projects.

Early on in PMO history, the Gartner Group identified three PMO models as flourishing: Project Repository Model, Project Coach Model & Enterprise PMO Model

Which type of PMO model is suitable for your Organization?

• If you're implementing a PMO (Project Management Office) for the first time, then the "Supportive/ Reporting" model is best. It helps you add value to projects by offering reporting, training and monitoring services, without taking on the responsibility for the projects themselves.

• If you have an established PMO (Project Management Office) and you want to ensure that projects are independently assessed, then the "Controlling" model is best. You can directly influence the success of projects, as well as implement best practices, standards, and tools.

• If your organization has a set of high risk projects & drives you business, then usually the "Directive/Enterprise" model is best.

Tools for PMO

Right People Right Data

To set up and run a PMO (Project Management Office), you need three types of tools.

TemplatesProvide your Project Managers with templates to help them complete project documents faster and more efficiently.

MethodologyImplement a Methodology for managing projects. The methodology helps guide your projects towards completion.

SoftwareUse EPM software for the day-to-day effective planning, tracking and reporting of projects.

To set up and run a PMO (Project Management Office), you need three types of tools.

TemplatesProvide your Project Managers with templates to help them complete project documents faster and more efficiently.

MethodologyImplement a Methodology for managing projects. The methodology helps guide your projects towards completion.

SoftwareUse EPM software for the day-to-day effective planning, tracking and reporting of projects.

PMOPMOSetup & Implementation Strategy Setup & Implementation Strategy

3. Prepare tools, processes and templates: Prepare all required tools, processes and templates Prepare project reporting, issue management, change management, and planning

and communication management processes

1. Nominate and confirm PMO team: Identify, nominate and obtain approval for the PMO leadership from senior

management as identified in PMO organogram

2. Setup PMO: Determine relevant stakeholders, participants and structure PMO appropriately Communicate key interested officers’ required involvement and PMO expectations

4. Develop PMO master plan: Conduct interviews, meetings, and workshops with key interested stakeholders Prioritize work initiatives and conduct high-level review of any dependencies,

overlaps, and issues Consolidate tentative work initiative project plans into a consolidated master plan

5. Conduct first PMO session: Conduct first basic PMO workshop, communicate timing and agenda of first PMO

session to all stake holders Discuss issues, dependencies, project plan recommendations, role of PM Going forward

Prepare Tools, Processes & Templates

Prepare Tools, Processes & Templates

Develop PMO Master Plan

Develop PMO Master Plan

Nominate and Confirm PMO

Team

Nominate and Confirm PMO

Team

Set-up PMOSet-up PMO

1

3

2

4

Conduct First PMO Session

Conduct First PMO Session

5

Five Steps to Set-up PMO

Assessment

Definition

Commitment

Initiation

Planning

Execution / Control

Transition / Shutdown

Assess current environment: PMO Need Assessment, Current Projects Assessment, ROI and Cost Model Assessment

Define Program Management Office (PMO): PMO Strategy and Mission Document

Gain Executive Commitment to Build and Maintain PMO

Initiate PMO Project: Governance Process, Business Case Development and Sign-off

Plan PMO Implementation: PMO Manual, PMO Project Plan Sign-off

Build and Implement the PMO: Initiate Training, Support, PMO Processes

Hand-over to Client, Close Project: Transition Plan, Project Review

Implementing a PMO: Basic StagesImplementing a PMO: Basic Stages

PMO Improvements PMO Maturity Level: Assessment & improvement

Implementation Timeline-Estimated

Baby PMO(initial)

Young PMO (Define)

Maturing PM) (Managed)

Mature PMO (Optimized)

Timeline 0-4 Month 4-8 month 8-12 month 12-16 month

Vision Developing (Framework, Methodology, policies & Templates)

aligning somewhat with Organization

aligned with Organization Strategy

fully integrated

Operations Trial & error approaches

- Some planned activities- Projects of variable size- Basic project Management methodology in use

- Planned activities - Projects, programs & portfolio Management

- Well defined Processes- Planned activities- Projects, programs & portfolios Management

People New Mix of core and new resources

cohesive team high performing team with established career path

Metrics Not Used Minimal consistent, repeatable methodology in use

focused on continuous improvement and growth

PMO Maturity ModelTactical Strategic

ESI International Maturity Model

Adopt a Basic Capability Maturity Model

Level 1 Initial: Ad hoc, informal, hero driven

Level 2 Repeatable: Project Management Focus

Level 3 Defined: Process Management Focus

Level 4 Managed: Focus on QA & QC Measures

Careful planning and execution is required to climb from step to step

Level 5 Optimizing: Continuous Improvement

PMO Trend

“The trend is rising within the IT function to create a PMO to drive an effective project management. By 2009, 60 percent of Global 2000 enterprises will adopt an enterprise portfolio management approach to strategically and tactically deliver business value, optimize all enterprise investments, and lay the groundwork for a technologically sophisticated business strategy.”

– META Group, 2005

Microsoft Enterprise Project Management Solution

EPM DefinitionEPM DefinitionThe Enterprise Project Management (EPM) Solution manages the entire investment and project lifecycle – from strategic portfolio decisions to work management.

Core Microsoft Products RepresentedCore Microsoft Products Represented

The Office EPM Solution helps your organization gain visibility, insight, and control across all work, enhancing decision-making, improving alignment with business strategy, maximizing resource utilization, and measuring and helping to increase operational efficiency.

EPM Sub-capabilities

Microsoft EPM Solution -Functional Overview

User Interface

Microsoft Office

Project and Portfolio Web access

3rd party apps (LOB, ERP, CRM, etc.)

EPM Components

Scheduling

Event/Notifications

Resource Plans

Budgeting

Data Warehouse Timesheet

Task Assignment Reporting

Portfolio Analysis

Portfolio Selection

Microsoft Office Project Professional

Platform

WorkManagement

ResourceManagement

PortfolioOptimization

TeamCollaboration

Operating System Portal/Web Database Analysis Reporting

Microsoft EPM Solution - Technical Overview

Platform

Services

Timesheet

ReportingResource PlansData

WarehouseSecurity

Event/Notifications

Task Assignment

Scheduling

Budgeting

Project Portfolio ServerCapabilities

Portfolio Selection

Portfolio Gov

Capacity Planning

LOB:

•ERP

•CRM

Front-end

Capabilities

EPM Solution Deployment OptionsBig Bang ApproachBig Bang Approach Phased ApproachesPhased Approaches

Deploy all products within the Deploy all products within the EPM Solution at the same time EPM Solution at the same time

Utilize a phased approach to deploy Utilize a phased approach to deploy the products within the EPM Solution the products within the EPM Solution

to address specific pain pointsto address specific pain points

Option 2Option 2

Phase 1Phase 1 Phase 2Phase 2

Successful PMO Using Microsoft EPM Solution

Project ManagersProject Managers Resource ManagersResource Managers

Senior ManagementSenior Management Team MembersTeam Members

• Optimum Experience for Portfolio, Program, Project & Resource Managers

• Clearly Understand Responsibilities- Dashboard view of ownership

• Increase Visibility, better Control & accomplish More

• Effectively Participation- Collaborate with other project team members & Contribute to multiple projects

• Extensive reporting yielding better business insight

• Increases Business Awareness- Assure that projects align with overall business objectives

Benefits from EPM Solution?

Resource Managers

Team Members

IT Admins

Project Managers

Executives

Successful PMO- Capacity Planning

Successful PMO- Detailed Planning

Successful PMO - Manage & Track Project Performance

Timesheets

Status Reports

Project Workspaces

Task Assignments

Issues & Risks Mgmt

Project ManagerProject ManagerTeam Team MembersMembers

Timesheets

Track Progress

Use proven techniques to define and prioritize business drivers

Derive a priority score to evaluate each project request (that is, strategic value, financial value, risk)

Prioritize Business Drivers

Prioritize Projects

Assess the impact of each project request against the prioritized business drivers

Business Drivers

Pro

ject

s

Analyze the project portfolio before attempting

to make funding decisions

Investment Maps

Impact Assessment

Portfolio Prioritization

Project Dashboard

Lessons Learned from Industry Developing a Multidisciplinary & Focus team

Actively engage your stakeholders & organization’s Executives.

Develop a Strong Business Case for the EPM Initiative -Clear and complete business goals, requirements, and usage scenarios

Focus on Groundwork/Up-Front Time

Define PMO Structure - The Organizational Structure Can Facilitate or Hinder the “Project Culture”

Effective & Continuous communication at all levels.

Make your PMO Test Bench/Test Drive ready for testing & deployment before Installed in real environment

Train the users at all Experience/usage Levels–Using Customized Instructions

Fostering a project management culture

Change Takes Patience & Perseverance

Project Management is not for the Faint of Heart -The Project Management Role Requires True Leadership

Critical success factors in implementing a PMO