Download - Tactical Guide for Building a PMO How to Run a … PMO Model Create PMO Maturity Model (Categories and Measurement) Obtain PMO Resources Select PMO Training Implement PMO ... PMO –Key

© Copyright 2012 – B Dow© Copyright 2017 – B Dow

Welcome Everyone!

Tactical Guide for Building a PMO – How to Run a Successful

PMO

Running a Successful PMO


Experienced

Bill Dow, PMP

Author Speaker/Presenter


Importance of Project Communicationso 1. Project Failures & Survey’s

o 2. Common Communication Problems

o 3. Project Communication Planning

o 4. Project Management & Social Media

o 5. Project Communications & Agile Projects

o 6. Project Management & Business Intelligence

Agenda

1. Building a PMO

2. Running a PMO

3. PMO Reports

4. PMO Day to Day Operations

5. PMO Resources

6. PMO Wrap-up & More

Information


Building a PMO


Start with a Plan

Obtain Executive Support

Create PMO Staples

Select 4 P’s of PMO (including Methodologies)

Select PMO Model

Create PMO Maturity Model (Categories and Measurement)

Obtain PMO Resources

Select PMO Training

Implement PMO Methodologies

Select PMO Reporting

Select PMO Tools and Processes

PMO Complete

(1)

Remember the 12 Steps to Building your PMO

Steps to building a PMO


Did you apply the 12 steps?

Go back and do that now!


Running a PMO


Develop Executive Reports

Develop PMO Reports

PMO Day to Day Operations

PMO Resources (Mentor & Buddy System)

(1)

Steps to Running a PMO

(9)

(2)

(3)

(4)

© Copyright 2017 – B Dow

Running a PMO

Executive Reports


• One of the key components of running a successful PMO is keeping your Executives happy with various PMO Reports

• These reports can include

• Scorecards

• Milestone Calendars

• Dashboards

• Etc.….

Executive Reports

Get the Executives the Reports they need!



Executive Reports Examples

Very valuable at a glance to see how projects are tracking.



Executive Reports Example – PMO Milestone Report

Very valuable to see the various stages the project are at across the lifecycle!



Executive Reports Example – PMO Resource Report

Valuable to see when Resources are rolling on and off the project, vacations, other OOF activities.



Executive Reports

Regardless of the reports the executives ask and you provide there will always-always be another report needed!



• Executive reporting is a critical aspect of keeping your PMO’s going for many years.

• Executive reporting is continual process and will be a ongoing process while running a successful PMO.

• Spend time with your executives and make sure the reports are working for them!

Executive Reports Summary

Get the Executives the Reports they need!



PMO Reports


• Once you have the specific reports down and going for the Executives, there may be some additional reports that are just for the PMO.

• These reports could be too detailed, or not at the right level for executives.

• Again, everyone PMO Manager is going to require specific report for their environment.

PMO Specific Reports




Good Reports but there will and should be specific reports for you to run your PMO!




Project Dependency reports are critical for most PMO’s



• Specific Organizations and PMO Managers are going to demand their own list of PMO reports.

• There are two many that could be listed, however do consider the software our using as a valuable source.

• Remember to look at your reporting in the 3 buckets we talked about in setting up a PMO

• Portfolio

• Program

• Project




Dashboards

Portfolio Reports

• Past Reports

• Current Reports

• Future Reports

Program Reports

• Past Reports

• Current Reports

• Future Reports

Project Reports

•Past Reports

•Current Reports

•Future Reports



• Don’t get tied down creating massive amounts of reports for your PMO outside of Executive reports you already created.

• Be aware that executives will not want the day to day reports you need to run your PMO, but they will be critical to your role.

• Software packages often come with a ton of reports that you can utilize. Don’t ignore these reports!

PMO Specific Reports Summary



PMO – Day to Day Operations


• Many PMO managers struggle when it comes to running their PMO on a day to day bases.

• Some don’t know what to, what reports to run, how involved do they get with the projects…etc.

• The list goes on and one and yes… It can be challenging some times.




• One of the most important tasks the PMO Manager can do to effective run their PMO is to setup a PMO Cadence Calendar.

• In that calendar, you are going to cover all the key PMO meetings. PMO Members will schedule where possible around these key meetings.

• PMO Meetings are mandatory attendance and gives PMO Managers the opportunity to understand exactly what is going on.




PMO Cadence Calendar

Wk1

Wk2

Wk3

Monday Tuesday Wednesday Thursday Friday

PMO Review Weekly Meeting

BI-Weekly LT Meeting

Summit all Status Reports


BI-WeeklyInterdependency Meeting






BI-WeeklyInterdependency Meeting

Summit all Status ReportsWk4

Simple but effective tool to help Drive your PMO Cadence



• Once you have your cadence calendar setup, you can fill in your time attending Program and Project meetings where applicable.

• Your PMO Cadence should have all major Program/Project meetings documented.

• Once everything is document, take another view of the calendar from a reporting perspective. What Reports and When?




PMO Cadence Calendar + Program/Project Meetings

Wk1

Wk2

Wk3


Project BluetoothStatus Meeting


Project Atlas status meeting


Summit all Status Reports, Marketing Project Status Meeting

Project Bluetooth Status Meeting


BI-WeeklyInterdependency Meeting, ProjectAtlas status meeting

Summit all Status Reports, , Marketing Project Status Meeting



Project Atlas status meeting


Summit all Status Reports, , Marketing Project Status Meeting



BI-WeeklyInterdependency Meeting, ProjectAtlas status meeting

Summit all Status Reports, Marketing Project Status Meeting

Wk4

This gets very complicated but so valuable when you have this information at your fingertips!!



PMO Vacation Calendar

Wk1

Wk2

Wk3


Wk4

This is a great tool I have been using for years and something I strongly suggest you setup as well!


Bill Jones is OOF

Bob Smith is OOF

Mary Jones is out on Leave

Mary Jones is out on Leave

Bill Jones is OOF


Key Components to Running a PMO


Define Color Definitions

Setup CR Process

Develop Portfolio/Program

/Project Playbooks

Define PMO Priority List

Define PMO Weekly Checklist

Setup Project Transition Plans

Develop PMO Templates

Execute PMO Reports

Review and Select PMO Tools

Continue to support Management and Value Discussions

Key Components of Running a PMO Summary


1

5

9


• Every PMO is going to require some key components that are critical to have in executing a PMO.

• These components vary from Color Definitions to CR Processes, to Playbooks. Regardless of what it is, PMO Managers are going to need these key items to run a successful PMO.

• Without these items, PMO Managers will struggle to be successful!

PMO – Key Components to Running a PMO



PMO – Key Components to Running a PMO


# PMO Component Definition

1 Color Definitions Every PMO needs a standard Definition of what Red, Yellow and Green means for their projects. Otherwise, the project managers decide.

2 CR Process A CR Process is one of the first processes that PMO managers should create and implement in their organizations

3 Program/Project Playbooks Program and Project Playbooks are important aspects of how Program and Project Managers do their jobs. These playbooks are so important to setup for your PMO members

4 PMO Priority list Every PMO should ensure they publish a Priority list. When executives decide the priority list, PMO managers must publish that page and make it a priorty for people to see and use. People will be asking you for this, so ensure you publish

5 PMO Weekly Checklist There will be a series of PMO items that Program and Project Managers will have to execute weekly as part of their job duties.

6 Project Transition Plans Every Project should have a transition plan in case a Program and Project manager leaves. If there are no transition plans in place and a project manager leaves that can be a huge problem.

7 PMO Templates Every PMO will require a variety of templates. From Status reports, to project schedule files, and as PMO Manager, you will have to create these templates for your team members.

8 Execute PMO Reports There will be a series of PMO reports that you will run each week to execute your PMO.

9 Review & Select PMO Tools Part of running a PMO is evaluating tools and getting the right tools for your team members. MS Project, WBS Schedule Pro whatever the tool is, this is going to be critical to continue to do as PMO Manager

10 Continue Management Support and Value Discussions

As PMO Manager, you are going to have to continue to sell the value of your PMO. This will be a constant discussion with your executives, your peers, and anyone who questions the value of the PMO.


Color Definitions

• Every PMO must have a definition for their project colors? What does Red mean, Yellow, Green?

• If this is not defined, project managers will create their own definitions. That’s not good and not scalable.

• Here is an example: o Red – The Project is in trouble, from a scope, schedule, budget perspective and needs management support.

o Yellow – Project is not on track from a scope, schedule, budget perspective and management needs to pay attention.

o Green — Everything is fine, on track and in control.



CR Process

• Every PMO must have a Change Request process. A change request process will be in place after the project has been “baselined” and approved to proceed.

• Without a Change Request of process, project managers will struggle handling changes on their projects. They just won’t know what to do!

• CR Processes can be very simple or complex, however critical to the success of running a project.



Project Manager and customer meet of

project to go over the CR Process

Does Customer agree to Process?

If Customer agree, then project can start as it

normally would

Project Manager is approached with change

Project Manager has customer fill in a

standard Scope Change control template

Project Manager receives the document and

presents to team for review and impacting

Project Manager work with team and fills in

impact assessment for change.

Project Manager sends to requestor for approval

Once Change is approved!

Team performs the change

Team does not perform the change and goes back to the requestor

with details.

CR Process Example


1 2 3


Portfolio/Program/Project Manager Playbooks

• Every PMO will have a variety of roles from Portfolio Manager to Project Managers. Most PMOs have a variety of both.

• When you have the different roles, it is important to have playbooks or operating manuals for each of those roles.

• Otherwise, if you don’t set the foundation of what you want the roles to do, they won’t perform the same way. That’s not scalable in a large PMO



PMO Playbook Examples


Portfolio Management Playbook

# Task

1. Develop a portfolio management document control system

2. Determine portfolio scope

3. Create the portfolio charter document

4. Develop portfolio metrics/dashboards

5. Develop a portfolio management team, including the selection of the Portfolio Leader/Manager

6. Develop a roles and responsibilities document

7. Develop a portfolio review board process

8. Develop a portfolio Work Breakdown Structure (WBS)

9. Hold the portfolio kickoff meeting

10. Develop any applicable training plans on process or tools implemented in this phase



Program Management Playbook

# Task

1. Develop a program repository for all documentation

2. Develop a program charter

3. Develop a program oversight table

4. Develop a program benefits table

5. Develop or utilize the Business case analysis report

6. Develop a program organization structure

7. Develop a list of projects for the program

8. Develop a program stakeholder register

9. Develop a program scope report

10. Develop and initiate the program team

11. Develop a program status report

12. Develop the Program management kickoff material

13. Develop applicable training plans on process or tools implemented in this phase



Project Management Playbook

# Task

1. Develop a project charter document

2. Develop a project management plan

3. Develop project kickoff materials

4. Obtain project budget information and create a budget spreadsheet

5. Develop an initial project schedule with initial dates and high-level deliverables

6. Develop a “lessons learned” process and repository for storing ongoing lessons learned information

7. Create a centralized project repository for storing all project information

8. Develop a project communications plan

9. Develop a project roles and responsibilities document

10. Prepare purchase orders or any acquisition-type documents to ensure you have the right staff identified for the project

11. Develop the project’s change control process

12. Develop a project governance

13. Develop a project escalation process

14. Develop the project organization chart



PMO Priority List


PMO Priority List

• Every PMO Manager must setup a priority of their programs and projects occurring in the PMO.

• PMO team members will use this priority list as a trade off matrix that will allow them to set priority to the work they are doing.

• With a priority list, your team members are not going to what effort is the most important and therefore where they should focus their attention.

You would be surprised how many PMO’s don’t have this list!



Running a Successful PMOPMO Priority List

• This list does not have to be complex, but every PMO needs one! Teams will use to set work priorities and determine where to put their efforts.


PMO Weekly Check List


PMO Weekly Checklist

• One of the follow-ups of the playbooks that would be creating a weekly checklist.

• What is it? It is a series of the tasks you expect your PMO team members to complete. Examples would be the following:

• Develop Weekly Status Report

• Update your Project’s schedule

• Update Risks & Issues on SharePoint/Project Website

• Take the critical tasks from the Playbook and pull them out and provide to team members.



Project Transition Plans

• What is a transition plan? It is a document that describes all the key areas of the project that allows one project manager to take over from another.

• Ensure you setup a transition plan for every project in your PMO. Even if the project manager is not leaving, setup a transition plan!

• Without a transition plan, the handing off a project is much more complex and takes much longer.



Project Transition Plans

• Types of topic covered in the plan:

• Location of Project Documents & Key Links to any materials

• Project Key Meetings & Calendar of events

• Project Key Stakeholders

• Project Distribution Lists

• Any material that project manager is using that he/she would need to provide to someone taking over the project


You would be surprised how fast PM’s come and go in a PMO! Don’t get caught without these valuable documents!


PMO Templates & Reports


PMO Templates

• PMO Managers must have a series of templates established for their PMOs

• Templates would include:

• Project Kickoff deck

• Project Go/No Go deck

• Project Go Live deck

• Project Go Live Templates/emails

• These are just some of the various templates that you would create, but getting these templates in place is important. You want your PMO to have the same look and feel across all the PMO decks.



Dashboards

Portfolio Reports

• Past Reports

• Current Reports

• Future Reports

Program Reports

• Past Reports

• Current Reports

• Future Reports

Project Reports

•Past Reports

•Current Reports

•Future Reports

Execute PMO Reports



PMO Tool


Portfolio Management Tools Program & Project Management Tools

There are hundreds of Portfolio and Program/Project Management software products to choose from for every PMO Manager….

• CA Clarity Project and Portfolio Management

• Compuware • UMT• Oracle Primavera• Microsoft Project Server 2013 & 2016

• and many others…..

• Microsoft Project 2013 & 2016• WBS Schedule Pro• Deltek Active Risk Manager• @Risk• and many others…..

Reviewing & Selecting PMO Tools



PMO Day to Day Operations Summary


Define Color Definitions

Setup CR Process

Develop Program/Project

Playbooks

Define PMO Priority List

Define PMO Weekly Checklist

Setup Project Transition Plans

Develop PMO Templates

Execute PMO Reports

Review and Select PMO Tools

Continue to support

Management and Value Discussions





• We covered the top 10 areas in running a PMO from day to day. There is a lot of items, but to run a successful PMO these areas are critical.

• These areas will be valid in most PMOs today regardless of the industry.

• Take the time and build out each of these areas to set yourself up for running a successful PMO!



PMO Resources


• One of the areas that PMO Managers are going to want to setup and get going sooner than later is a PMO Mentoring Program or PMO Buddy System.

• The PMO Mentoring Program is much more formal and can be tied to PMO team members performance reviews.

• The PMO Buddy System is much less formal, however often depending on the environment much more successful.

PMO Resources



PMO Mentor & Buddy Program


PMO Mentor Program

• Many companies will offer a employee mentor program that pairs employees with like careers to learn and grow from each other.

• PMO’s should have Mentoring programs within them. These programs either are standalone if the company doesn’t have them, or sublimit the companies offerings.

• PMO Mentoring Programs are formal in nature and pair employees usually for a one year period.

• PMO Managers should create a PMO Mentoring Program and drive that program as very formal part of running their PMO.

• All employees and all roles will be allowed to be part of the PMO Mentoring Program.



PMO Buddy System

PMO Buddy System - tends to have very few rules or restrictions; it is much less formal than an official PMO mentoring program.

The PMO Buddy system pairs “like” roles together to act in a mentor/mentor type of role where no one person is the lead or takes on the leadership position. The simple process of pairing employees who share the same type of role gives them each someone who they can talk to, share concerns with, bounce ideas off of, and act as a sounding board about their projects.



PMO Buddy System – Guidelines to Consider

• PMO buddies commit to the program for a certain amount of time. Three months min should be the commitment from each partner.

• PMO buddies share ideas, suggestions, and best practices whenever possible.

• PMO buddies commit to 1–2 “buddy” meetings, monthly, to share ideas and connect with each other.

• PMO buddies commit to being open and honest with both their “employee buddy” and management on whether the relationship is working, sooner rather than later.

• Neither “employee buddy” is obligated to take on the leadership role in the relationship.



PMO Resources Summary


PMO Resources Summary

• We covered 2 of the critical tools that you should setup as PMO Manager to support your team members.

• With the Mentoring Program that is going to require more formality and possibly work with the HR team, but the payoff is worth it!

• The PMO Buddy system we covered is much more informal, but something you can easily get started on immediately.

• Supporting your PMO team members is a critical way to ensure they are happy and they have the resources they need to be successful.



PMO Wrap-up


• We covered a number of areas of running a successful PMO in your organization.

• Each of these components are critical to your success in managing your organization!

• Don’t underestimate how much time you will spend justifying your PMO, so be ready and prepared for that conversation. This will be a daily routine that you must be prepared for!

Running a Successful PMO Summary


The PMO Lifecycle - Building, Running & Shutting Down will provide PMO Managers,

Portfolio, Program and Project Managers with the knowledge and skills to Build, Run

and Shutdown a PMO. No other text on the market will take you three steps of the

PMO lifecycle.

This book covers the step-by-step process of building, implementing and running a

new or existing PMO.

This book covers:

• Building industry leading PMO

• Building an Agile PMO

• Running the day to day operations of the PMO

• Shutting down PMOs in an organized and structured manner.

• Dashboard and Reporting using the latest tools.

The PMO Lifecycle – Building, Running & Shutting Down


The PMO Lifecycle: Building, Running,

and Shutting Down - Published 2017

Available now….


But a book is only going to

take you so far….


I have a question for the

group!


Can I show you something

that will help you?


The PMO Lifecycle: Building, Running, and Shutting Down Online Class


The Tactical Guide for Building a PMO online course will walk you through the step by

step process of setting up or establishing a PMO in your organization.

This course covers:

• 1 free copy of the book (existing book owners will get copy of next PMO book, just

need to show proof of purchase)

• 19 Modules to take you through building a PMO from scratch. These include:

• Executive Support

• PMO Staples

• PMO Resourcing

• PMO Models

• And much more..

• Workbooks and tools to follow along while completing course


• Lifetime access and Free Future Updates

• Group Webinars and Live calls

• Private Facebook Group for direct help & Support

The PMO Lifecycle: Building, Running, and Shutting Down Online Class


Available today!


3 X Payment Options


Workbooks and tools to follow along while completing course

1. Company Profile Form catered

to your company environment

2. PMO Build Decision Chart – You complete at then of each module


Post your thoughts on Facebook:

• What are the three areas PMO Managers should focus on when assessing a PMO?

• Review the Red Flags for this module

• For more information check out our resource page with additional videos on this topic

Share your Thoughts

Need Support? You are not alone! Just ask in our private group on Facebook!


Dowpubishingllc.com/Courses


Fast Acting Bonus # 1

Free copy of my latest book – The PMO Lifecycle –

Building, Running & Shutting DownThe PMO Lifecycle - Building, Running & Shutting Down will provide

PMO Managers, Portfolio, Program and Project Managers with the

knowledge and skills to Build, Run and Shutdown a PMO. No other text

on the market will take you three steps of the PMO lifecycle.

This book covers the step-by-step process of building, implementing and

running a new or existing PMO.

This book covers:

• Building industry leading PMO

• Building an Agile PMO

• Running the day to day operations of the PMO

• Shutting down PMOs in an organized and structured manner.



30 min call with Bill Dow, PMP

We can talk about what the course has to

offer!

http://calendly.com/billdow

Not sure?

* Note booking system says 15 mins we can and will go 30 mins min.

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The PMO Lifecycle: Building,

Running, and Shutting Down -

Published 2017

Bill Dow, PMP

@dowpublishing

@billdow

dowpublishingllc

Bill Dow, PMPThe Tactical Guide for Building a PMO

-Published 2012

[email protected]

Dowpublishingllc.comw w w

Project Management

Communication Tools

- Published 2015


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Download - Tactical Guide for Building a PMO How to Run a … PMO Model Create PMO Maturity Model (Categories and Measurement) Obtain PMO Resources Select PMO Training Implement PMO ... PMO –Key

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