How To Plan, Implement and Manage A World-Class PMO

How to Plan, Implement and
Manage a
World-Class PMO
© Oracle Instantis, Inc. All Rights Reserved CQC Solutions ltd are an Oracle Instantis partner for EMEA
PMO Starter Toolkit
1. Understand PMO Starter Kit White Paper
2. Share How to… Presentation
3. Manage PMO Action Plan
So, you’ve decided to form a PMO…
Because you need to be able to answer questions like:
Are we doing the right projects?

Do we know the current status of the projects?
Are we managing, escalating, and resolving project
Issues?
Do PMs have the right training?
What is our overall resource utilization?
Now what?
PMO Roadmap
1. Plan 2. Implement 3. Manage
1. Purpose & Goals 1. Job Descriptions & 1. Project Reviews

2. Scope & Maturity Hiring 2. Project Management
3. Service Offering 2. Project Portfolio and Monitoring
Inventory & Analysis 3. Working with
4. Service Metrics
3. Methodology and Governance
5. Business Processes
Standards Definition 4. Re-Validation with
6. Governance,
4. Skills Assessment and Senior Leadership
Stakeholders & Team
Development 5. Maturity Assessment
Structure
5. PPM System Plan and Development
7. Timeline/Milestones
8. Charter Document
(summary of above)
Plan Phase Components
Key Plan Components Key Questions Answered

Why? 1. Statement of purpose/ • What is the PMO's fundamental purpose and goals?
goals
What? 2. Scope & target maturity • What is the scope of the PMO based on organization
3. Core services offerings needs and target organizational maturity?
4. Service metrics • What core services will the PMO provide and how will
success/value be measured?
How? 5. Business processes • How will services be managed and delivered?
Who? 6. Governance • Who does the PMO report to?
Customers/Stakeholders • Who are the PMO’s customers and stakeholders?
PMO team structure • Who comprises the PMO team (key roles, org chart)?
When? 7. Timeline/milestones • When will the PMO be in business and when will the
core services come online?
Summary 8. Charter • A simple one page summary document answering
most/all of the above
1. Why: Create statement of purpose/goals
A simple statement of purpose and goals should serve as a guide

for the PMO team and as a core communications platform to
stakeholders. Potential goals include:
Better alignment of project activity and business strategy and investments

Implement a more consistent project management process and
methodology
Facilitate better collaboration and knowledge and best-practice sharing
Ensure resource pool is trained and competent to meet evolving IT and

business needs
Better manage resource utilization and capacity
Provide executive visibility to project, program and portfolio-level status,

issues, risks, costs, etc.
2. What: Define Scope & Target Maturity
PMO Scope
* Example starting point and goal
GOAL*
Portfolio
Mgmt
Program
Mgmt
NOW*
Project
Mgmt
5
Continuou
2 3 Pro- sly
1 Reactive 4 Measured
Repeatable active
Improved
Organization Maturity Level
2. What: Define Scope & Target Maturity (cont.)
Assess current and target maturity level
CMMI Maturity Level Definitions…

Methods Processes not Commitment to KPIs specified and Extend processes to
undocumented; consistently used, documented monitored regularly, external entities,
Delivery, budgets, projects regularly standardized PM and predictable and state-of-the art
schedules exceed budgets, delivery process controlled delivery. collaboration.
uncontrolled schedule company-wide
Next Level When

Methodology defined Automated project Automation of other An Innovative N/A
for project tracking budgeting; risk, functions such as process improvement
scheduling, time, issue, requirements financial culture is evident
tracking, resource tracking; resource management,
assignments, project management business process
oversight, support modeling
5 Continuously
1 Reactive 2 Repeatable 3 Pro-active 4 Measured
Improved
2. What: Define Scope & Target Maturity (cont.)
Define PMO Scope
PMO Scope
Portfolio Benefits realization mgmt; knowledge mgmt, portfolio scope
definition, overall investments, benefits and risks,
Mgmt performance monitoring
Program Coordination of business and IT projects, program planning,
Mgmt change/risk mgmt, coordination of project delivery and
results measurement
Project PM training, mentoring, coaching; budgets, scheduling,

Mgmt resources deliverables, scope, risks and metrics.
5
1 2 Continuou
3 Pro- 4
Reactiv Repeatabl sly
active Measured
e e
Improved
3. What: Identify Core Services Needed to
Achieve Goal
Potential core service

offerings:
Business Strategy Alignment
Methodology & Process Consistency
Collaboration & Professional/Organizational Resource

Knowledge Mgmt Development Management
Project/Program/Portfolio Visibility and Coordination:

Issues, Risks, Schedule, Costs, Quality…
3. What: Identify Core Services Needed to
Achieve Goal (cont.)
* Example core services identified to achieve goal
• Basic strategy alignment/oversight

• KM & Best Practice Repository
Portfolio • Benefits realization tracking
process
Mgmt • Portfolio-level metrics and
dashboard
Program • Program planning services

Mgmt • Program change and risk mgmt
process
• Methodology & process consistency

Project • PM training, mentoring coaching
Mgmt • Time tracking and resource
allocation process
1. Reactive 2. Repeatable
4. What: Define core service metrics
Potential Service Example Metrics/Success Criteria

Business Strategy • # of projects aligned with key business strategies
Alignment • Project health by strategy (# or %)
Methodology and process • % projects following approved methodologies
consistency • # or % of milestones or phases completed as planned
• % projects completed on time
Collaboration and • # of best practice documents submitted to knowledge base
knowledge management • # or % of issues resolved leveraging lessons learned
Professional development • # of “certified” PMs or PMs trained in company process
• Training courses delivered
• % decrease in expenditures on contractor/outside help
Resource management • % improvement in resource utilization
• % improvement in employee satisfaction
Issue & Risk management • # of issues reported; % reported issues resolved
• # of high-impact issues
• % of aged issues
5. How: Define business processes
(how services will be managed/delivered)
Potential Service Example Scope, Focus Target Delivery Mechanism

Business Strategy • Alignments to corporate • PPM system delivers strategy
Alignment strategies alignment functionality using listings,
reports, and dashboards
Methodology and • Focus is on standards and • Methodology expertise and knowledge
process methodologies for project transfer delivered via training services
consistency execution, risk identification, • Consistent delivery enforced by PPM
issue resolution system
Collaboration and • Best practice projects, tools • Globally accessible web-based
knowledge and templates knowledge base leveraging PPM
management • PPM community system document repository
Professional • Methodology training and • Delivered via blended learning
development certification software platform (ILT + eLearning)
Resource • Resource management will • Core function of PPM software solution
management initially focus on resource
assignment visibility and
basic resource utilization
6. Who: Define Governance, Stakeholders, and
PMO Team Structure
Example PMO Reporting Structure
Leadership
Identify direct reporting Team
relationship and dotted-line
sponsors/champions (i.e. PMO Business
Director Units
PMO customers)
Define organizational PMO PMO
Manager
structure and Trainer Analyst
responsibilities Program
Managers
Solicit and track stakeholder
agreement Project
Managers
7. When: Create Timeline and Identify Key
Milestones
Charter
Plan
Initial Staff Project Methodology,
On-board Inventory & PPM Solution,
Analysis Skills Assessment
Implement
Project Reviews Revalidation with

and Reporting senior leadership
Manage
8. Publish Charter
2.
1. Plan 3. Manage
Implement
1. PMO Purpose & Goals 4. PMO Processes

• Concise statement of purpose and goals • Description of how the PMO processes
2. PMO Scope and Focus will be managed and delivered
• Definition of the scope and focus of the 5. PMO Organization Structure
PMO and target maturity level if • Description of organization structure and
applicable communications flow
3. Service Offering & Metrics • List of key personnel including PMO
• Definition of service offerings (aligned Sponsor(s) and stakeholders
with PMO scope and target maturity) 6. PMO Authority
• Service success criteria and metrics • Statement of PMO authority
• High-level timeline of key service delivery • List of sponsor and key stakeholder
milestones signatories and/or charter
approvers
1. Define Key Roles/Job Descriptions
2.
1. Plan 3. Manage
Implement
PMO Director PM Manager/Support

Job Description: Sets strategic direction. Job Description: Manages the PM resources
Defines, manages to and reports KPIs. Creates and provides PM coaching and mentoring. May
and maintains tool, templates, best-practice serve as PM resource for strategic projects.
and methodology documentation. Tracks organization-wide resource capacity and
utilization recommending optimal allocation.
Training/Professional PMO Analyst

Development Manager Job Description: Maintains PMO dashboard
and reports. Assists project teams with
Job Description: Assesses organizational and
reporting and tracking. Provides systems
individual competency levels and skills to
support and administration (project inventory
determine needs. Designs and delivers
database, knowledge repository, collaboration
curriculum/service offering and certification
platform, etc.).
program.
2. Gather project Inventory and Analyze
2.
1. Plan 3. Manage
Implement
For every active and proposed project, the PMO should

gather:
Project Name, Description and Scope
Alignment (BU, program, portfolio, strategy, etc.)
Project Type
Project Personnel (PM, project sponsor, project team)
Requestor and Internal Priority
Dates
Financials (budget, costs, ROI, approved changes)
Outstanding Issues
2. Gather project Inventory and Analyze (cont.)
2.
1. Plan 3. Manage
Implement
Analyze project
inventory to: Example Findings:
1. Understand potential “Projects are not generally
issues and opportunities aligned with business
that exist right now objectives”
2. Generate baseline metrics “There are some common
for future trend & project issues such as…”
comparative analytics
“Projects with certain attributes
such as [fill in the blank], are
generally not on-time”
3. Define Key Methodologies and Standards
2.
1. Plan 3. Manage
Implement
Key Areas Description/Components Owner

Project •Proprietary, off-the shelf/industry standard or blend
Methodology •Deliverable templates [list both required and optional]
Risks •Definition
•Trigger Event
•Management approach
Issues •Definition
•Qualification (Exposure = $ Impact x %Probability)
•Assignment (one individual)
•Report Updates, Escalation, and Resolution
Change Control •Definition
(optional) •Planned and Actual Impact
•Approvals
4. Build skills assessment & development plan
2.
1. Plan 3. Manage
Implement
Potential PM skills assessment and development action plan

characteristics:
Assessment of current project delivery skills
Training and development plan implemented
in coordination with functional/resource
managers
Training tracked in PPM solution
Company PM certification program Implement
(optional)
Development of feedback system to assess
training effectiveness
All or some of above may be outsourced
5. Build a PPM System Plan
2.
1. Plan 3. Manage
Implement
Example requirements:
Actions: ► Portfolio Dashboard with Project
Evaluate and select a PPM Health/Status
system in consultation with ► Portfolio Alignment
stakeholders ► Rollups and Variances
Offer Solution training to ► Easy integration with installed
everyone including the project systems
management process ► Integrated knowledge base for best
practices, tools and training docs
► Training
1. Conduct Project Reviews
2.
1. Plan 3. Manage
Implement
Conduct periodic project and program

reviews that focus on:
For Projects
► Consistent project planning, delivery and reporting
► Ensuring the project is focused on scope and objectives
► Task assignment and reporting process and results
► Issues and changes
► Project communication effectiveness
For programs
► Master schedule and rollup of issues/costs
► Project dependencies being met and reported
For both:
► Assess team skills and offer training as needed
2. Establish a Project Monitoring and
Management Model
2.
1. Plan 3. Manage
Implement
Monitor/
Detect
Reporting
Resolve/
• Issues • Quality
• Qualify/
Mitigate Risks • Time
Quantify
• Costs • Change
• Resources
Communicate/
Escalate
3. Work with Governance
2.
1. Plan 3. Manage
Implement
The PMO should stand ready to make project

recommendations in the following areas:
► Retaining
► Consolidating
► Reprioritizing and shifting project resources
► Killing projects based on metrics, duplications,
alignment with corporate initiatives, revenue, and
project resource availability
4. Re-validate with Senior Leadership
2.
1. Plan 3. Manage
Implement
Questions the PMO should be able to

periodically answer:
Are we providing value?
Are any changes needed?
Have we driven our organizations maturity to the next level?
Can we answer the critical questions?
► Are we doing the right projects?
► Do we know the current status of all projects?
► Are we managing, escalating, and resolving project Issues?
► Do PMs have the right training?
► What is our overall resource utilization?
5. Mature your PMO
2.
1. Plan 3. Manage
Implement
Maturity Strategic Effective

Level Key Process Area Concentrations Focus Span Next Phase when…
5 • Value, Procurement, Outsourcing, and Integration with Enterprise / A whole new paradigm for Enterprise
Integrated Contract Management Business Industry – PPM and governance is invented.
• Business Continuity Planning Strategy
• PM Center of Excellence Execution
4 • Program Process, Vendor, Project Integration, Dynamic Multiple SBUs Project success is the norm and little
Managed and Staff Performance Management Micro-Level – Strategic PMO resource goes to crisis
• PM Career Path Change, Alignment management. PMO established as focal
• Best practices dissemination Continuous point for optimizing project execution
• Enterprise-wide resource planning/mgmt improvement performance enterprise-wide
3 • PM Methodology Static Macro- Multiple PMO viewed as an important link
Defined • Skills, Risk, Staff/Environment Resource, Level Change Programs or between IT project/program delivery and
Change, Conflict/Issue Management Portfolios the business. PMO takes lead in
• PM Training and Consulting objective setting and performance
• Knowledge Management monitoring.
2 • Planning, Tracking, Estimating, Risk Stabilize Multiple PMO now viewed as Program or
Stable Identification, Schedule, Scope, Budget/Cost, Performance, Projects Portfolio Management Office
and Progress Reporting Skills Standardize (Portfolio or
processes Program)
1 • Basic tools/techniques, methodologies, Success Individual Start to see initial “pull” for PMO
Initial services, roles, standards established Stories, Low- Projects services and info.
(underlying disciplines may not be understood hanging fruit
or consistently followed)
© Oracle Instantis, Inc. All Rights Reserved CQC Solutions ltd are an Oracle Instantis©partner
Instantis,
for Inc.
EMEAAll Rights Reserved
Get Started!
Questions?
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How To Plan, Implement and Manage A World-Class PMO

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How To Plan, Implement and Manage A World-Class PMO

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How to Plan, Implement and

1. Understand PMO Starter Kit White Paper

2. Share How to… Presentation

3. Manage PMO Action Plan

Because you need to be able to answer questions like:

Are we doing the right projects?

1. Plan 2. Implement 3. Manage

1. Purpose & Goals 1. Job Descriptions & 1. Project Reviews

1. Plan 2. Implement 3. Manage

Key Plan Components Key Questions Answered

1. Plan 2. Implement 3. Manage

A simple statement of purpose and goals should serve as a guide

Better alignment of project activity and business strategy and investments

Facilitate better collaboration and knowledge and best-practice sharing

Ensure resource pool is trained and competent to meet evolving IT and

Better manage resource utilization and capacity

Provide executive visibility to project, program and portfolio-level status,

1. Plan 2. Implement 3. Manage

1. Plan 2. Implement 3. Manage

CMMI Maturity Level Definitions…

Next Level When

1. Plan 2. Implement 3. Manage

Project PM training, mentoring, coaching; budgets, scheduling,

1. Plan 2. Implement 3. Manage

Potential core service

Business Strategy Alignment

Methodology & Process Consistency

Collaboration & Professional/Organizational Resource

Project/Program/Portfolio Visibility and Coordination:

* Example core services identified to achieve goal

• Basic strategy alignment/oversight

Program • Program planning services

• Methodology & process consistency

1. Plan 2. Implement 3. Manage

Potential Service Example Metrics/Success Criteria

1. Plan 2. Implement 3. Manage

Potential Service Example Scope, Focus Target Delivery Mechanism

1. Plan 2. Implement 3. Manage

Example PMO Reporting Structure

1. Plan 2. Implement 3. Manage

Project Reviews Revalidation with

1. PMO Purpose & Goals 4. PMO Processes

PMO Director PM Manager/Support

Training/Professional PMO Analyst

For every active and proposed project, the PMO should

Key Areas Description/Components Owner

Potential PM skills assessment and development action plan

Conduct periodic project and program

The PMO should stand ready to make project

Questions the PMO should be able to

Maturity Strategic Effective

To learn about the leading

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