Tactical Guide for Building a PMO How to run a Successful PMO. Welcome Everyone!

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1 Running a Successful PMO Tactical Guide for Building a PMO How to run a Successful PMO Welcome Everyone! Copyright B Dow

2 Bill Dow, PMP Hands On Giving Back Author Social Copyright 2012 B Dow

3 Importance of Project 1. Building a PMO Communicatio 2. Running a PMO ns o o o o o 3. PMO Reports 1. Project Failures & Survey s Agenda 4. PMO Day to Day Operations 2. Common Communication Problems PMO Project Communication Resources Planning 4. Media Project Management & Social 6. PMO Wrap-up & More Information 5. Project Communications & Agile Projects o 6. Project Management & Business Intelligence Copyright B Dow

4 Building a PMO Copyright B Dow

5 Remember the 12 Steps to Building your PMO (1) Steps to Start with a Plan Select PMO Training Implement PMO Methodologies building a Obtain Executive Support Obtain PMO Resources Select PMO Reporting PMO Create PMO Staples Create PMO Maturity Model (Categories and Measurement) Select PMO Tools and Processes Select 4 P s of PMO (including Methodologies) Select PMO Model PMO Complete Copyright B Dow

6 Did you apply the 12 steps? Go back and do that now! Copyright B Dow

7 Running a PMO Copyright B Dow

8 Steps to Running a PMO (1) (9) Develop Executive Reports (4) (2) PMO Resources (Mentor & Buddy System) Develop PMO Reports (3) PMO Day to Day Operations Copyright B Dow

9 Running a PMO Executive Reports Copyright 2016 B Dow

10 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.. Running a Successful PMO Get the Executives the Reports they need! Copyright 2012 B Dow

11 Executive Reports Examples Running a Successful PMO Very valuable at a glance to see how projects are tracking. Copyright 2012 B Dow

12 Running a Successful PMO Executive Reports Example PMO Milestone Report Very valuable to see the various stages the project are at across the lifecycle! Copyright 2012 B Dow

13 Running a Successful PMO Executive Reports Example PMO Resource Report Valuable to see when Resources are rolling on and off the project, vacations, other OOF activities. Copyright 2012 B Dow

14 Executive Reports Running a Successful PMO Regardless of the reports the executives ask and you provide there will always-always be another report needed! Copyright 2012 B Dow

15 Executive Reports Summary Running a Successful PMO 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! Get the Executives the Reports they need! Copyright 2012 B Dow

16 PMO Reports Copyright 2016 B Dow

17 PMO Specific Reports Running a Successful PMO 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. Copyright 2012 B Dow

18 PMO Specific Reports Running a Successful PMO Good Reports but there will and should be specific reports for you to run your PMO! Copyright 2012 B Dow

19 PMO Specific Reports Running a Successful PMO Project Dependency reports are critical for most PMO s Copyright 2012 B Dow

20 Running a Successful PMO PMO Specific Reports 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 Copyright 2012 B Dow

21 Running a Successful PMO Portfolio Reports Past Reports Current Reports Future Reports Program Reports Past Reports Current Reports Future Reports Dashboards Project Reports Past Reports Current Reports Future Reports Copyright B Dow

22 PMO Specific Reports Summary Running a Successful PMO 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! Copyright 2012 B Dow

23 PMO Day to Day Operations Copyright 2016 B Dow

24 PMO Day to Day Operations Running a Successful PMO 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. Copyright 2012 B Dow

25 PMO Day to Day Operations Running a Successful PMO 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. Copyright 2012 B Dow

26 Running a Successful PMO PMO Cadence Calendar Monday Tuesday Wednesday Thursday Friday Wk1 PMO Review Weekly Meeting BI-Weekly LT Meeting Summit all Status Reports Wk2 PMO Review Weekly Meeting BI-Weekly Interdependency Meeting Summit all Status Reports Wk3 PMO Review Weekly Meeting BI-Weekly LT Meeting Summit all Status Reports Wk4 PMO Review Weekly Meeting BI-Weekly Interdependency Meeting Summit all Status Reports Simple but effective tool to help Drive your PMO Cadence Copyright B Dow

27 PMO Day to Day Operations Running a Successful PMO 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? Copyright 2012 B Dow

28 Running a Successful PMO PMO Cadence Calendar + Program/Project Meetings Monday Tuesday Wednesday Thursday Friday Wk1 Project Bluetooth Status Meeting PMO Review Weekly Meeting Project Atlas status meeting BI-Weekly LT Meeting Summit all Status Reports, Marketing Project Status Meeting Wk2 Project Bluetooth Status Meeting PMO Review Weekly Meeting BI-Weekly Interdependency Meeting, Project Atlas status meeting Summit all Status Reports,, Marketing Project Status Meeting Wk3 Project Bluetooth Status Meeting PMO Review Weekly Meeting Project Atlas status meeting BI-Weekly LT Meeting Summit all Status Reports,, Marketing Project Status Meeting Wk4 Project Bluetooth Status Meeting PMO Review Weekly Meeting BI-Weekly Interdependency Meeting, Project Atlas status meeting Summit all Status Reports, Marketing Project Status Meeting This gets very complicated but so valuable when you have this information at your fingertips!! Copyright B Dow

29 Running a Successful PMO PMO Vacation Calendar Monday Tuesday Wednesday Thursday Friday Wk1 Bill Jones is OOF Wk2 Bob Smith is OOF Wk3 Mary Jones is out on Leave Wk4 Mary Jones is out on Leave Bill Jones is OOF This is a great tool I have been using for years and something I strongly suggest you setup as well! Copyright B Dow

30 Key Components to Running a PMO Copyright 2016 B Dow

31 Running a Successful PMO Key Components of Running a PMO Summary 1 Define Color Definitions Execute PMO Reports 9 Review and Select PMO Tools Setup CR Process Develop PMO Templates Continue to support Management and Value Discussions Develop Portfolio/Program/ Project Playbooks Setup Project Transition Plans Define PMO Priority List 5 Define PMO Weekly Checklist Copyright 2012 B Dow

32 Running a Successful PMO PMO Key Components to Running a PMO 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! Copyright 2012 B Dow

33 Running a Successful 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. Copyright 2012 B Dow

34 Color Definitions Running a Successful PMO 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. Copyright 2012 B Dow

35 CR Process Running a Successful PMO 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. Copyright 2012 B Dow

36 CR Process Example Running a Successful PMO Project Manager and customer meet of project to go over the CR Process Project Manager is approached with change Once Change is approved! Does Customer agree to Process? Project Manager has customer fill in a standard Scope Change control template Team performs the change Team does not perform the change and goes back to the requestor with details. If Customer agree, then project can start as it normally would 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 Copyright 2012 B Dow

37 Running a Successful PMO 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 Copyright 2012 B Dow

38 PMO Playbook Examples Copyright 2016 B Dow

39 Running a Successful PMO 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 Copyright B Dow

40 Running a Successful PMO 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 Copyright B Dow

41 Project Management Playbook Running a Successful PMO # 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 Copyright B Dow

42 PMO Priority List Copyright 2016 B Dow

43 PMO Priority List Running a Successful PMO 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! Copyright 2012 B Dow

44 PMO Priority List Running a Successful PMO 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. Copyright 2012 B Dow

45 PMO Weekly Check List Copyright 2016 B Dow

46 PMO Weekly Checklist Running a Successful PMO 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. Copyright 2012 B Dow

47 Project Transition Plans Running a Successful PMO 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. Copyright 2012 B Dow

48 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 Running a Successful PMO 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! Copyright 2012 B Dow

49 PMO Templates & Reports Copyright 2016 B Dow

50 PMO Templates Running a Successful PMO 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/ s 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. Copyright 2012 B Dow

51 Running a Successful PMO Execute PMO Reports Portfolio Reports Past Reports Current Reports Future Reports Program Reports Past Reports Current Reports Future Reports Dashboards Project Reports Past Reports Current Reports Future Reports Copyright B Dow

52 PMO Tool Copyright 2016 B Dow

53 Running a Successful PMO Reviewing & Selecting PMO Tools Portfolio Management Tools CA Clarity Project and Portfolio Management Compuware UMT Oracle Primavera Microsoft Project Server 2013 & 2016 and many others.. Program & Project Management Tools Microsoft Project 2013 & 2016 WBS Schedule Pro Deltek Active Risk and many others.. There are hundreds of Portfolio and Program/Project Management software products to choose from for every PMO Manager. Copyright B Dow

54 PMO Day to Day Operations Summary Copyright 2016 B Dow

55 Running a Successful PMO Key Components of Running a PMO Summary Define Color Definitions Execute PMO Reports Review and Select PMO Tools Setup CR Process Develop PMO Templates Continue to support Management and Value Discussions Develop Program/Project Playbooks Setup Project Transition Plans Define PMO Priority List Define PMO Weekly Checklist Copyright 2012 B Dow

56 Running a Successful PMO Key Components of Running a PMO Summary 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! Copyright 2012 B Dow

57 PMO Resources Copyright 2016 B Dow

58 PMO Resources Running a Successful PMO 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. Copyright 2012 B Dow

59 PMO Mentor & Buddy Program Copyright 2016 B Dow

60 Running a Successful PMO 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. Copyright B Dow

61 Running a Successful PMO 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. Copyright B Dow

62 Running a Successful PMO 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. Copyright B Dow

63 PMO Resources Summary Copyright 2016 B Dow

64 PMO Resources Summary Running a Successful PMO 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. Copyright 2012 B Dow

65 PMO Wrap-up Copyright 2016 B Dow

66 Running a Successful PMO Summary 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! Copyright 2012 B Dow

67 For more information! Check out my book The Tactical Guide for Building a PMO Copyright B Dow

68 Bill dowpublishingllc Project Management Communication Tools - Published 2015 ww w dowbill@hotmail.com Dowpublishingllc.com Bill Dow, PMP The Tactical Guide for Building a PMO -Published 2012 Copyright 2012 B Dow

69 Thanks! Copyright B Dow