portfolio office welcome pack
DESCRIPTION
How do you make sure your enterprise porfolio office adds value and people understand the services it provides. One way is to publish a Welcome Pack. This presentation was created by the Office for National Statistics as part of the implementation of portfolio management. I think it's really nice of them to share it in the hope that it helps other people.TRANSCRIPT
This presentation contains a Portfolio Delivery Unit (PDU) Welcome Pack. We used this at the Office for National Statistics during the implementation of enterprise portfolio management. It was used to help people understand
the new PDU team, the portfolio management services that the team provided to the organisation and importantly, the value that people would
experience from those services.
It’s very nice of ONS to share this document, so if you found it useful be nice too and send a little thank you tweet to @statisticsONS
Portfolio Delivery Unit (PDU)
Welcome Pack:Our Vision, Structure, Services and Value
29 August 2012Version 1.0
Introducing the PDU
PDU VisionONS successfully delivers the right projects and programmes, in the right way and with the right people every time.
We will achieve this by:
• Ensuring our investments in projects and programmes contribute to ONS Strategy and together, we realise the benefits from our investments
• Providing consistent and effective governance that is driven by professional standards
• Focusing on our people, collaborating, learning from each other and developing careers in ONS
• Living the ONS values of respect, pride and working together to do better in everything we do
We live in an increasingly complex world and whilst the old saying remains true “change is the only constant”, the speed in which things are changing is rapidly increasing.
This has been a big year for ONS, the outcomes of the ONS 2012 Programme and “Breaking the Mould” have inspired a more collaborative, holistic portfolio management approach to delivering our projects and programmes.
To drive this new way of working forward, the Portfolio Delivery Unit (PDU) is now established and working collaboratively across ONS, ensuring our resources are invested in the right projects, that we deliver those projects successfully and continually develop the skills of our project delivery teams.
People are central this and one of PDU’s most important roles is to develop professional career paths in project and programme management and to make sure people experience a long, energised and exciting career in ONS.
This PDU Welcome Pack will provide you with information on how PDU is structured, what it does and the value you will experience. There’s no doubt it will evolve over time, however for now, it represents a massive step forward for ONS and a sure sign that ONS is serious, and will continue to be serious, about managing change successfully.
I hope you find this welcome pack useful. If you have any comments or can think of a way to improve it, please let one of the team know.
Regards, Craig
Deputy Director (Interim) Portfolio Delivery & AssuranceOrganisational Capability and Performance [email protected]
ONS Values
Investment & Information
People & Process
PortfolioDelivery
Leadership
Project ManagementPMO
Programme ManagementBusiness
Analysts
Information & assurance
Benefits Investment
Financials
StrategicContribution
Portfolio Delivery Unit: Our Model
Skills, resources
Planning, risk, dependencies
Governance
Business Change
Lifecycle
The right way
The right peopleThe right investments
Recruitment &
On boarding
Quality Assurance
PortfolioGovernance
People & Processes
BusinessChange Lifecycle
Training & Career Path
KnowledgeManagement
Portfolio Level
Dependencies
Change Control
DependencyManagement
ProfessionalDelivery
Resource Planning
Status Reporting
Risk & IssuesManagement
Portfolio Delivery
FinancesForecasting Plans &
MilestoneTracking
Investment & Information
InformationManagement
Post Implementation
Reviews
CostManagement
InvestmentAppraisal
FinanceKPI’s
ExecutiveInformation
JourneyManagement
PortfolioBenefits &
Strategy
Key services provided by the PDU
The PDU Team
[name]Investment and Information
I am responsible for making sure ONS invests in the right projects and
realises the agreed benefits
Craig Kilford: Deputy Director (Interim) I make sure the PDU vision is realised and that we provide great, value added portfolio management services to all stakeholders
[name]Portfolio Planning and GovernanceI am responsible for the ONS Portfolio Delivery Journey, and the underlying
planning and reporting activities. I also manage the executive information that
gets sent to ELT Business and ONS Board
[name]Skills, Capability and AssuranceI work with Project and Programme
Management professionals helping to plan careers in ONS. I make sure we allocate and reallocate the right people to the right
projects. I also manage the overall assurance process, including all internal
and central government assurance
Portfolio Delivery Team: The Programme Managers, Project Managers, PMOs, and Business Analysts are working collaboratively with business areas’ teams
delivering projects and programmes successfully
[name]Business Cases and Finance
I coordinate the Benefits Investment Group (BIG) and the financial and
benefit management reporting of all projects.
[name]Benefits and Reporting
I support people with the benefits management process ensuring
benefits are treated in accordance with ONS standards
[name]Skills, Governance and Communications
I co-ordinate the support for the PDU including the resourcing and dependency
management. I also focus on communications, making sure the right
people get the right information at the right time
[name]Risk, Reporting and Governance
I coordinate the governance processes ensuring that portfolio risks are effectively managed and projects are supported with
standards
[name]Portfolio Planning and Governance
responsible for the ONS Portfolio Delivery Journey and all the underlying planning
and reporting activities
Key value you will experience Things we do to drive your value experience
1Provision of standard, repeatable and professional processes that increase quality of project management deliverables and comply with ONS and best practice standards
• Ensure standards meet the needs of project teams• Provide coaching and support for project management deliverables
where needed• Build a portfolio knowledge centre so we learn from each other and
our experiences
2Enhanced decision making due to higher quality, and more timely provision, of information enabling increased delivery confidence
• Create and publish a clear Portfolio Delivery Strategy, including a detailed portfolio assurance map
• Publish high quality monthly Executive Information Packs• Provide a high quality reporting and escalation process, with flexible
monthly ‘Zooms’ for decision and assurance• Build and maintain great relationships with major stakeholders and
governance teams
3A collaborative, energised and open team culture where the ONS Values and Breaking the Mould principles form the core of what we do
• Provide a standard “business change lifecycle” so everyone knows how we deliver change in ONS
• Work with Directors to allocate and re-allocate project management, PMO and Business Analyst resources where needed
• Chair Monthly Portfolio Delivery Team meetings enabling a shared voice from the portfolio delivery team
• Provision of training, development and PPM events
4
More effective allocation of project and business area resources based on an increased understanding of the overall portfolio of change and through reduction of risk
• Regularly updated Portfolio Delivery Strategy incorporating planning standards to enable key milestones to be managed
• Work collaboratively to ensure timely, high quality status information on portfolio milestones, risks, dependencies and resources
5Reduced effort of recruiting quality people, on-boarding, and meeting their training and development needs
• Central PDU recruitment process and on-boarding• Coordination of training and career development solutions across
the portfolio
Value Experience: People and Processes
Key value you will experience Things we do to drive value experience
1More focus on your long term career in ONS with a provision of training, development and a sense of belonging
• Provide development centres for the portfolio delivery team together with tailored career paths that match individual aspirations and business needs.
• Provide a home for project professionals from which they can derive a sense of energy, collaboration, enthusiasm and belonging
• A resource allocation / re-allocation process giving project professionals a steady transition from project to project
2More efficient recruitment for PPM skills with forward looking skills planning
• Facilitate all recruitment for project, programme, PMO and Business Analyst skills for projects in the portfolio
• Portfolio level resource plans enabling better understanding of the resource demand and capacity within
3More efficient approach to Governance approvals, within ONS and Central Government
• Improved decision-making through a streamlined and supported internal business case production, process
• Clear route, guidance and support through the external Treasury and Efficiency Reform Group approvals process
4
Increased consistency, efficiency and quality of reporting packs and other stakeholder information requirements
• Provision of clear templates, guidance and support for internal and external (Major Projects Authority, Efficiency Reform Group) approvals and assurance
• Creation of standard Highlight Reports and Project Board packs supported by new planning guidance
5Reduced time and effort with the provision of information to multiple stakeholders
• Creation of standard reporting information that can be re-used and modified quickly to meet the needs of all stakeholders e.g. highlight report feeds ELT information packs and other Cabinet Office returns
Value Experience: Portfolio Delivery
Key value you will experience Things we do to drive value experience
1More effective personal support throughout the project start up and business case process
• Support business areas throughout the staged business case process• Ensure tools and templates are flexible and fit for purpose• Provide training when required• Coordinate the Benefits Investment Group (BIG) which provide advice,
input and assurance on all key areas of the business case
2Improved overall mechanisms of benefits planning, tracking and realisation, saving time and increasing confidence in the benefits
• Ensure a proportionate, flexible approach to benefit exercises depending on project type and size
• Development of an ONS Benefits Eligibility Guidance • Monitor realisation and report to ELT and ONS Board each quarter
3More efficient investment decision making based on better information, transparency and communication
• Provide a high quality governance process including Portfolio Delivery Committee
• Ensure process and support produces fit for purpose business cases• Assess each business case for contribution to strategic aims• Manage relationship with Cabinet Office and HM Treasury• Timely and appropriate communication of key investment decisions
4More effective allocation of resources based on a clearer understanding of portfolio priorities
• Prioritisation processes in line with financial planning and updates to the Portfolio Delivery Journey
• Integrate benefits realisation plans into the Portfolio Delivery Journey
5Production of higher quality business cases first time, reducing the amount of effort needed to amend
• Provision of lessons learned and knowledge sharing facility• Benefits Discovery Workshops helping people to work more
collaboratively with all aspects of their projects benefits.
Value Experience: Benefits and Investment
Our Key Customers
Efficiency Reform GroupProvide timely, high quality business
cases, plans ensuring compliance with governance processes
Finance TeamEnsure accurate control and reporting
of forecast and actual financial performance
ONS BoardProvide timely information to
ensure an understanding the status of ONS Portfolio Delivery Journey
ELT Business Committee Provide timely, high quality Portfolio
Delivery status information and recommendations that enable effective
decision making
Project / Programme Managers, and PMO Managers
Provide high value end to end project and programme
management support services to help deliver successfully
PPM CommunityWork with the PPM Executive Champion, and PPM Head of
Profession to share knowledge, experiences, and lessons, to develop PPM capability
within ONS
Strategy & Standards IT TeamEnsure strong team working
relationships and communication links are in place to enable shared
understanding of plans, risks, issues and dependencies
Executive Directors/ Senior Responsible Owners
Ensure Executive Directors are provided with high quality support on
all aspects of project delivery, especially allocation and reallocation
of the right skills
Portfolio Delivery CommitteeProvide timely, high quality business cases and portfolio status information to support sound recommendations to
the Executive Team
Strategy and Standards DirectorateWork closely with the Design Authority to ensure the portfolio aligns with the
Statistical Business Strategy
Major Projects Authority Provide timely and accurate status
information and facilitate all assurance needs
ONS Business AreasEnsure Business Areas are engaged
and communicated to effectively regarding resources requirements
overall portfolio timescales and delivery progress
Portfolio Delivery Governance Overview
Business Investment Group (BIG)Provide a robust, supportive and consistent approach to the production of
business cases that support the request for investment
Executive BoardEnsure the portfolio’s ongoing contribution to ONS strategic objectives.
Make portfolio delivery decisions regarding project investments, resources, portfolio prioritisation, sequencing and the overall realisation
of benefits
ONS BoardProvide strategic direction on the ONS Strategy and successful delivery
of the ONS Portfolio of projects and programmes
Portfolio Delivery CommitteeReview the portfolio status and make investment recommendations to
Executive Leadership Team on funding, resources, risk, portfolio sequencing, dependencies and overall deliverability
Portfolio Delivery UnitProvide all processes, structures and information required to enable effective decision making and
portfolio delivery success
Timely, high quality status information
Decisions to enable portfolio delivery success
Frequently Asked Questions
Where are you located?We are located in Newport , room 1.301, but frequently travel between sites where appropriate
You’ve sent me something and I don’t see the value, who can I speak to about this?Please tell the person that sent it to you immediately and they will clarify, if you still don’t see the value please contact Craig Kilford.
Do you have a standard reporting process for projects?Yes, because things move so quickly all projects work to a fortnightly reporting cycle. Deadline for all reports (using the standard highlight report) is published in our calendar on page 12. Please call [name] if you have any queries.
How do I recruit project management people?All Project, Programme, PMO and Business Analyst recruitment for projects is coordinated by the PDU. The PDU has a resource pool of PPM Skills and is responsible for allocating and reallocating skills. Please contact [name] for assistance.
I need some project management training, who can I speak to?We don’t provide accredited training directly but as part of career planning we do organise training where required. Please contact [name] for assistance.
I have a suggestion for improvement, who do I speak to?Speak to anyone on the PDU team and it will be raised at our next team meeting.
How is PDU measuring its effectiveness? The Head of PDU scored the perceptions of 65 people across the PPM community against a ‘Happiness Index’. This will be repeated to show progress across key areas. Please contact Craig Kilford if you’d like to know more
How is PDU working with the IT PMO?PDU has a written handshake agreement with the IT PMO which ensures we share information, collaborate and learn from each other.
I want a career in project management, what do I do?Please contact [name] who can advise on career development. ONS is totally committed to developing the project and programme skills of it’s people.
My project is coming to an end, how do I find a new post? If you’re a programme or project manager, Project Management Office (PMO) or Business Analyst please contact [name] who will help.
I’m not in a project or programme management team, can I still have project management training?We’ll definitely try for you, although the portfolio delivery team take priority because there isn’t a huge budget.
PDU Governance Calendar
Meeting names have been removed.
The calendar has been left to provide you with an indication of the governance timings. Please note that this calendar is based on a fortnightly highlight reporting mechanism and a monthly Executive Management Meeting
Contact the PDU
All contact details have been removed. However if you would like further information on the use of the ONS Portfolio
Delivery Unit Welcome Pack feel free to email the team.
Contact: [email protected]
Postal address:
Portfolio Delivery Unit (PDU)
Office for National Statistics
Government Buildings
Newport
NP10 8XG