Building and Running a PMO. Tactical Guide for Building a PMO How to Shutdown a PMO. Class: 1 Welcome Everyone!

Transcription

1 Building and Running a PMO Tactical Guide for Building a PMO How to Shutdown a PMO Class: 1 Welcome Everyone!

2 Bill Dow, PMP Experienced Speaker/Presenter Author

3 Importance of Project 1. Shutting down a PMO Communicatio ns 2.Loss of Executive Support o 1. Project Failures & Survey s 3.Steps to shutting down a o o o o PMO Agenda 2. Common Communication Problems 3. Project Communication Planning Media Project Management & Social 4.Wrap-Up & more Information 5. Project Communications & Agile Projects o 6. Project Management & Business Intelligence

4 Shutting down a PMO

5 Building a PMO

6 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

7 Running a PMO

8 Also the steps to Running the PMO (1) (1) Steps to Develop Executive Reports running a PMO (4) (4) (2) PMO Resources (Mentor & Buddy System) Develop PMO Reports (3) (3) PMO Day to Day Operations

9 Steps to Shutting down the PMO Steps to Shutting down a PMO

10 Shutting Down a PMO

11 Shutting Down a PMO! Shutting down a PMO is essentially reversing the steps that you took in creating and running your PMO. Tackling these areas logically is the one way to ensure a complete shutdown. Take the time and plan shutting down your PMO, don t just walk away from it. PMO s shut down all the time, this won t be your first experience.

12 Executive Support Executive Support is now gone! Copyright 2017 B Dow

13 Designing & Building a PMO Obtain Executive/Management Support We have gone through the cycle and we are now here!

14 Shutting Down a PMO! There are a million different reasons for PMO s shutting down. Including the following: Lack of Executive Support Program Shutdown Org Changes Etc. It Happens all the Time!

15 Shutting Down a PMO! However, there are things that can be done in shutting down the PMO in an organized way! This is usually a very stressful time for the PMO Manager so having a check box activity like this will be easier for them to get through! Continue to use PMO employees to help you shutdown the PMO, the PMO manager does not have to take this on themselves. Remember, it s not personal...it is just business!

16 Shutting Down a PMO! Let s look now at a structured checkbox approach to shutting down your PMO. Let s look at these tasks in order of importance first, getting to the least important areas as we progress through the tasks. The timing of shutting down a PMO is going to take some time, so plan accordingly and set expectations it can t happen overnight.

17 Steps to shutting down a PMO Copyright 2017 B Dow

18 Shutting Down a PMO! 1 Shutting down your PMO Creating a Project Schedule 2 Review resources (FTE & Contactors) for different roles in organization 3 Shutdown and Mentoring/Buddy Systems in place in Org 5 4 Review all Financial/Billing and determine steps to close out Review and Software contracts/maintenance agreements in place that will need closing 6 Review PMO Materials/PMO Sites and Archive/Backup 7 PMO Shutdown

19 Shutting Down a PMO! One of the best practices that you are going to want to make sure you do is create a plan. This plan will keep you organized and structure and give you the best chance of shutting down your PMO successfully. Let s look at what that would look like.

20 PMO Shutdown Plan 1. Create Project Schedule for PMO Shutdown plan Check, Check, Check

21 PMO Shutdown Plan 1. Create Project Schedule for PMO Shutdown plan You don t have to use MS Project or a scheduling tool, but this will keep you the most organized. If you decided to use a non-scheduling software, that s ok, but just get spend the time and get the tasks down in an organized manner. Many PMO Manager s don t take the time and plan shutting down their PMO s. Take the time and plan! Check, Check, Check

22 PMO Resources Copyright 2017 B Dow

23 PMO Shutdown Plan 2. Review resources (FTE & Contactors) for different roles in organization Determine roles for employees and vendors in organization. If you know of new openings then direct employees to those hiring managers. Reach out to hiring managers or peers in and outside your organization to place employees. This should be top priority for you to land your employees in new roles!

24 PMO Shutdown Plan 2. Review resources (FTE & Contactors) for different roles in organization Once your employees have a place to go, then work on placing contractors/vendors where applicable. Some contractors will not be able to be placed, therefore work with the respective vendor companies where applicable. Roll off all vendors where applicable. Update an HR systems to move employees and/or rolled off employees.

25 PMO Mentoring and Buddy Systems Copyright 2017 B Dow

26 PMO Shutdown Plan 3. Shutdown and Mentoring/Buddy Systems in place in Org Reach out to the employees who have been participating in the programs and let them know the programs are being shut down. Work with your HR department and determine if there are other programs that can be utilized by employees. Let employees know that they should keep relationships they have but in an informal manner.

27 PMO Finances Copyright 2017 B Dow

28 PMO Shutdown Plan 4. Review all Financial/Billing and determine steps to close out. Work with Finance department to determine process to close out PO s associated with vendors/contractors in the group. * Do not close out immediately! * Determine department where remaining budget will be transferred. It important to understand the billing cycle at this time as to know when the final PO can be closed.

29 PMO Shutdown Plan 4. Review all Financial/Billing and determine steps to close out. Close out PO s after the last billing has taken place. Don t close before your contractors submit their final bill. Once all bills are issued, then close out PO s formally in the respective systems. Note, there could also be software maintenance contracts in place on those PO s that will prevent them from being closed immediately.

30 PMO Software & Maintenance Agreements Copyright 2017 B Dow

31 PMO Shutdown Plan 5. Review and Software contracts/maintenance agreements in place that will need closing Review all software contracts in place to determine outstanding billing and agreements to close down contracts. Notify respective companies that we will not longer be using the software and we need to close out the maintenance contracts. Work with Finance group to keep PO open until last payment on maintenance contract is issued.

32 PMO Materials Copyright 2017 B Dow

33 PMO Shutdown Plan 6. Review PMO Materials/PMO Sites and achieve/backup Work with PMO employee and start backing up all PMO materials. This will span network drives, SharePoint sites and any other applicable places where PMO files where stored. Take local copies of materials for future use in organization. Work with IT department to backup formal sites/drives to ensure IT has copy and can be assessable in future. The older the PMO, the more content you have!

34 PMO Shutdown Plan 6. Review PMO Materials/PMO Sites and achieve/backup It is important do document and make a PMO binder of the PMO materials. These binders are so valuable and will allow new PMO managers to come in and use some of the same materials. Producing a binder of PMO and having a physical copy of the PMO materials is much more valuable than storing everything in a series of folders. Spend the time and produce the PMO Binder of materials! You will have it for years to come.

35 7. PMO Complete PMO Shutdown Complete Check, Check, Check

36 PMO Shutdown Summary We covered the 7 key steps in shutting down a PMO. This is going to be a very common part of executing in a PMO Manager role, so this won t be your first of last PMO you shut down. Embrace it, tackle shutting down the PMO with as much structure and rigor you use to build the PMO.

37 The PMO Lifecycle Building, Running, and Shutting Down 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.

38 Available now. The PMO Lifecycle: Building, Running, and Shutting Down - Published 2017

39 But a book is only going to take you so far.

40 I have a question for the group!

41 Can I show you something that will help you?

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

43 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 Dashboard and Reporting using the latest tools. Lifetime access and Free Future Updates Group Webinars and Live calls Private Facebook Group for direct help & Support

44 Available today!

45 3 X Payment Options

46 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

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

48 Dowpubishingllc.com/Courses

49 Fast Acting Bonus # 1 Free copy of my latest book The PMO Lifecycle Building, Running & Shutting Down 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.

50 Not sure? 30 min call with Bill Dow, PMP We can talk about what the course has to offer! * Note booking system says 15 mins we can and will go 30 mins min.

51 Questions??

52 Bill dowpublishingllc The PMO Lifecycle: Building, Running, and Shutting Down - Published 2017 Project Management Communication Tools - Published 2015 w w w Dowpublishingllc.com Bill Dow, PMP The Tactical Guide for Building a PMO -Published 2012

53 Thanks!

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