tactical guide for building a pmo how to run a pmo model create pmo maturity model (categories and...

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  • 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

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Experienced

    Bill Dow, PMP

    Author Speaker/Presenter

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Importance of Project Communicationso 1. Project Failures & Surveys

    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

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Building a PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Start with a Plan

    Obtain Executive Support

    Create PMO Staples

    Select 4 Ps 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

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Did you apply the 12 steps?

    Go back and do that now!

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Running a PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    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

  • Copyright 2012 B Dow Copyright 2017 B Dow

    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!

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Executive Reports Examples

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

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Executive Reports Example PMO Milestone Report

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

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Executive Reports Example PMO Resource Report

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

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Executive Reports

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

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Executive reporting is a critical aspect of keeping your PMOs 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!

    Running a Successful PMO

  • Copyright 2017 B Dow

    PMO Reports

  • Copyright 2012 B Dow Copyright 2017 B Dow

    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

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    PMO Specific Reports

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

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    PMO Specific Reports

    Project Dependency reports are critical for most PMOs

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    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

    PMO Specific Reports

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    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

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Dont 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. Dont ignore these reports!

    PMO Specific Reports Summary

    Running a Successful PMO

  • Copyright 2017 B Dow

    PMO Day to Day Operations

  • Copyright 2012 B Dow Copyright 2017 B Dow

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

    Some dont know what to, what reports to run, how involved do they get with the projectsetc.

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

    PMO Day to Day Operations

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    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 Day to Day Operations

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    PMO Cadence Calendar

    Wk1

    Wk2

    Wk3

    Monday Tuesday Wednesday Thursday Friday

    PMO Review Weekly Meeting

    BI-Weekly LT Meeting

    Summit all Status Reports

    PMO Review Weekly Meeting

    BI-WeeklyInterdependency Meeting

    Summit all Status Reports

    PMO Review Weekly Meeting

    BI-Weekly LT Meeting

    Summit all Status Reports

    PMO Review Weekly Meeting

    BI-WeeklyInterdependency Meeting

    Summit all Status ReportsWk4

    Simple but effective tool to help Drive your PMO Cadence

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    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 Day to Day Operations

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    PMO Cadence Calendar + Program/Project Meetings

    Wk1

    Wk2

    Wk3

    Monday Tuesday Wednesday Thursday Friday

    Project BluetoothStatus Meeting

    PMO Review Weekly Meeting

    Project Atlas status meeting

    BI-Weekly LT Meeting

    Summit all Status Reports, Marketing Project Status Meeting

    Project Bluetooth Status Meeting

    PMO Review Weekly Meeting

    BI-WeeklyInterdependency Meeting, ProjectAtlas status meeting

    Summit all Status Reports, , Marketing Project Status Meeting

    Project Bluetooth Status Meeting

    PMO Review Weekly Meeting

    Project Atlas status meeting

    BI-Weekly LT Meeting

    Summit all Status Reports, , Marketing Project Status Meeting

    Project Bluetooth Status Meeting

    PMO Review Weekly 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!!

    Running a Successful PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    PMO Vacation Calendar

    Wk1

    Wk2

    Wk3

    Monday Tuesday Wednesday Thursday Friday

    Wk4

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

    Running a Successful PMO

    Bill Jones is OOF

    Bob Smith is OOF

    Mary Jones is out on Leave

    Mary Jones is out on Leave

    Bill Jones is OOF

  • Copyright 2017 B Dow

    Key Components to Running a PMO

  • Copyright 2012 B Dow Copyright 2017 B Dow

    Define Color Definitions

    Setup CR Process

    Develop Portfolio/Program

    /Project Playbooks

    Define PM