Project management office

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Daniela Peters
7 years ago
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1 management office management office Page 1

2 About the project management office (PMO) Up to % of an operation s turnover is often linked to projects. There is therefore a lot to be won by making improvements within project operations. Common problems are that a project does not deliver within budget, has resource shortcomings, dissatisfied customers or dissatisfied project members. Irrespective of the problem areas, the PMO can be used as a tool for project operations to drive the improvement activities, by creating better prerequisites for the project to be successful. There are several different types and concepts of the PMO, but the most important thing to think about is to work from the requirements the operations have when defining the areas of responsibility for the PMO, and that the concept used describes this, as much as possible. Metrics should be defined at the beginning so that the benefits of having a PMO can be evaluated. They can focus on the PMO deliveries, improvements within projects and on project operations. management office Page 2

3 management office, purpose To support a project and/or portfolio management, the focus being on increase efficiency in the individual projects increase efficiency in the organisation s project operations management office Page 3

4 management office, design Decide if the project management office should Support - project management and/or - programme management and/or - portfolio management be a temporary role in a mega project, a programme or a role in the base organisation cooperate with other project management offices in the organisation and, if so, how R E M E M B E R A project management office that has been established in a mega project or programme often has a governing role management office Page 4

5 Portfolio management office? Position in the organisation Portfolio management Programme management office? Programme Programstyrgrupp steering group Programledning Programme management Business change - Programme - manager manager ledare Management office? Main project Linjearbete Line work management office Page 5

Formulate the objectives and draw-up an action plan 3. Propose metrics for project operations 4.

6 Establishment, procedure Work from the design of the project management office 1. Define responsibility and authority of the project management office 2. Formulate the objectives and draw-up an action plan 3. Propose metrics for project operations 4. Drawn-up a project policy and guidelines for operations 5. Communicate the establishment within the operations management office Page 6

7 Tasks, support for project management Examples of activities establish and support with - processes, role descriptions, tools and examples improvements - propose improvements - utilise experiences - secure knowledge transfer quality assurance - document review - risk and project analysis competence development - propose training - choose training providers - mentorship - lead the project manager forum - administer the certification of project managers R E M E M B E R Mega projects can also require support in the form of specialist skills, e.g. for planning, financial monitoring, risk management, document management or quality assurance management office Page 7

8 Tasks, support for portfolio management Examples of activities establish processes, templates, tools and good examples improvement work - capture and manage ideas and learnings - drive exchange of knowledge secure quality by executing decision point reviews monitoring - compile the project status - measure, compile statistics compile resource workload prepare basis for decision - new initiatives - changes in projects administer - invite to meetings, take minutes - distribute portfolio information R E M E M B E R Similar activities can support in a programme management office Page 8

9 Performance metrics, example Measure within project operations customer satisfaction project member satisfaction objective achievement of - calendar time - costs, resource utilisation - results observance of decided methods and processes Measure within operations expected benefits achieved - shorter lead times - reduction in time used - reduction in number of complaints Measure within the project management office activities carried out in comparison to the action plan number of people trained number of support activities executed R E M E M B E R Measurement provides a basis for key performance indicators You get what you measure measure success management office Page 9

10 Operations project policy PROJECT POLICY 1. Introduction 2. Definitions 3. Processes and tools 4. Roles and responsibilities 5. Reporting 6. Improvements 7. References A project policy is a support for the harmonisation of project operations describes responsibility and decision-making rights for different forums drawn up and administered by the project office drawn up by portfolio management management office policy Guidelines steering group work Guidelines project management Page 10

11 Administration Annual planning assess the scope of the continuous work identify focus areas/ problems that need to be managed formulate objectives for project management office operations draw-up an action plan estimate the need for skills and work effort propose staffing Continuous work carry out the activities according to the action plan manage changes to the action plan management office Page 11

12 Success factors General success factors for a project management office management support in line with business strategy clear objectives, areas of responsibility and authority visualise good examples and make them available central financing free support for the projects R E M E M B E R Start at the right level of ambition, develop the project management office in steps management office Page 12

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