Project Management. Willis H. Thomas, PhD, PMP, CPT. Training Project Management Office (TPMO) Willis H. Thomas, PhD, PMP, CPT

Transcription

1 Re-defining the Training & Development Structure Project Leadership Project Management

2 Topics What we will cover during our discussion 1 2 What is the value of the TPMO? Why would an organization establish a TPMO? 3 When should an organization invest a TPMO? Who are the resources assigned to a TPMO? How can workflow be coordinated by the TPMO? Where do you find support to mature a TPMO? Which projects could be supported by the TPMO?

3 Considerations What is the value of the TPMO? Why would an organization establish a TPMO? When should an organization invest in a TPMO? Who are the resources assigned to a TPMO? How can workflow be coordinated by the TPMO? Where do you find support to mature a TPMO? Which projects could be supported by the TPMO?

4 What is the Value of the TPMO? What is a PMO: 9 A Project Management Office (PMO) is a group (or department) within an organization that manages projects. A : 9 (TPMO) is a part of a PMO (or entity in itself) that focuses on training related projects (and ongoing operations). operations) Value Proposition: 9 The Th TPMO can be b worth th a lot l t to t the th organization i ti as it supports project management good business practices to ensure quality and compliance. A TPMO (AKA Project Office) aligns resources to be cross-functional.

5 What is the Value of the TPMO? The TPMO focuses on SMART training initiatives. Specific Explicit, clear, understandable Measurable Process to assess expected value Attainable Reachable, within capabilities Relevant Tied to the strategic objectives of the organization Time-bound Specific time period (date) Conversely, training i initiatives iti that t are not SMART are DUMB. Dreamy Wishful thinking Unrealistic Far fetched Messy Distorted Behind Delivered late if at all

6 What is the Value of the TPMO? Quantitative and qualitative approaches are used to determine value. For example, what something is worth is: Confirmed when there is a Return on Quality (ROQ). Verified when the payback period is calculated. Validated through a Return on Investment (ROI). Additionally: Emerging concepts look value by examining factors such as Return on Influence, referred to as the new ROI. Impacts of social media on company image Right-sizing the project office is an important factor in the value equation.

8 Why would an Organization establish a TPMO? Organizations consider a TPMO structure to: Satisfy the educational needs of employees Develop and retain talent Maintain compliance Ensure quality Encourage best practices Prevent rework Motivate employees Promote consistency Streamline operations Coordinate workflow And more Procedure Webinar Teambuilding Event Dashboard Metrics E-learning Job Aid Survey Training-related requests can be over-whelming if resources are not properly aligned.

9 Why would an Organization establish a TPMO? Organizations establish a project office because: They want to optimize the use of resources working on training related projects They need a matrix structure that is capable of adapting to requests that come from different parts of the organization They desire to better control costs that are related to training and development related projects and ongoing operations

10 Why would an Organization establish a TPMO? In 2013, the Project Management Institute (PMI) defined the six competing demands of projects: Cost Time Scope Quality Risk Resources (Uncertainties) (Time) (People, Systems, Equipment, Facilities, Materials Supplies) (What is included) (Cost) (Meeting expectations Compliance) The PMBOK Guide 5 th edition addresses these constraints on Page 6.

12 When Should an Organization Invest in a TPMO? A TPMO is advantageous when: Training compliance is mandatory Legal or regulatory requirements dictate job function curriculum are assigned to all employees who must complete specified training before engaging in work activities Training requirements are complex Corporate universities support technical (i.e., field service), management (i.e., leadership skills), s), or business development e e (i.e., sales and customer relationship management) Talent development is a primary focus Professional development and succession planning processes require training systems that are integrated and supportive Supporting Harmonization, Integration and/or Standardization of processes, procedures and practices is the mission of the TPMO.

13 When Should an Organization Invest in a TPMO? A TPMO is feasible when it provides for an improved organizational structure and alignment in reporting relationships. Functional Organization Matrix Organization Management Training Project Coordination Management Marketing Functional Manager Engineering Functional Manager Operations Functional Manager Manager of Project Managers Marketing Functional Manager Engineering Functional Manager Staff Staff Staff Project Manager Staff Staff Staff Staff Staff Training Project Manager Staff Staff Staff Staff Staff Training Project Staff Staff Manager Note: Blue boxes represent staff involved in training projects Training Project Coordination Adapted from PMBOK Guide Fourth Edition, pp

14 When Should an Organization Invest in a TPMO? A TPMO is good idea when centralizing resources is beneficial People Full time employees Vendors, i.e., part-time contractors Systems (and software) LMS Other applications, i.e., SharePoint Facilities Meeting space used to deliver training On-the-job training areas Equipment Mobile computing devices Instruments used for training Materials Instructor Guides Participant Handouts Supplies Consumables, i.e., name tents Other items, i.e., meeting refreshments Centralizing and pooling resources can result in significant cost savings.

16 Who are the Resources assigned to the TPMO? Human Resources in the TPMO may include: Curriculum Developers Customer Service E-learning Creators Evaluators (auditors) Facilitators (interviews, surveys, focus groups) Graphic Artists (Animators) Instructional Designers LMS Administrators (records management) Narrators (Voice talent/music composition) Performance Consultants (coaching, certification, talent development) Photographers/Videographers Programmers (SharePoint/LMS) Project managers (project oversight, stakeholder management) Quality Assurance Researchers Subject Matter Experts Technical Support Technical Writers (manuals, job aids and procedures) Trainers (presenters, content delivery) Training Managers (staff and supplier coordination)

17 Who are the Resources assigned to the TPMO? Operations Quality Operations Project Management Human Resources TPMO Training Analytics Program Development Program Delivery Human Resource Development Administration & Operations Documentation Quality Research Instructional Design Instructor-led Talent Development Stakeholder Management Active Training Records Verification Assessment Curriculum Development On-the-Job Coaching & Reinforcement LMS Maintenance Archived Training Histories Validation Evaluation Presentations E-learning Organizational i Development SharePoint Oversight Knowledge Assets User Acceptance Measurement Graphics & Animation Self-Study Material Change Management Website Maintenance Good Business Practices Corrective / Preventative Actions Audio Video Production Training Data Entry Procedures Technical Writing Organizational Effectiveness

18 Who are the Resources assigned to the TPMO? Resource histogram - dashboard: A resource histogram can be used to show the assigned resources and staff hours dedicated to training-related projects.

20 How can Workflow be Coordinated by the TPMO? Managing workflow is improved when the work is in manageable parts: Work Breakdown Structure (WBS) A WBS will lead to the creation of a Responsibility Assignment Matrix (RAM) and schedule (Network Diagram, Gantt chart or Milestone Chart). PMBOK Guide Fifth Edition, Figure 5-11, p. 129 Source:

21 How can Workflow be Coordinated by the TPMO? Optimizing workflow is improved when systems support the process: SharePoint Server 2013 Configure Request Manager Two configurable parts -- General settings and Decision information make Request Manager ready to use, enabling Request Routing and Prioritizing. The goal of the TPMO is to be effective and efficient. SharePoint can be configured to support the assignment of work, document workflow and change requests. Training metrics can be derived from SharePoint reporting.

22 How can Workflow be Coordinated by the TPMO? Streamlining workflow requires easy to use templates (forms): Ensures consistency in managing training-related projects Maintains quality in training documentation Simplifies transition to ongoing operations

24 Where do you Find Support to Mature the TPMO? The Super-hero concept: It begins with Setting realistic expectations It continues by Sticking to established processes It concludes with Successful transition to operations Training Metrics & Reporting Presentations Teambuilding Talent Development Coaching & Reinforcement Vendor Management E-learning Learning Management Systems Administration Change Management Discover Training i Need Identify Potential ti Resources Align Required Resources Plan the Project Complete the Project Transition to Operations

25 Where do you Find Support to Mature the TPMO? Continuous Improvement Aligning a project office to identify and complete training requirements requires buy-in from stakeholders Coordinating resources to create the quality deliverables requires project team members to be competent and cross functional Identifying Critical Success Factors (CSFs) for the TPMO is essential Defining Key Performance Indicators (KPIs) for the TPMO ensures outcomes are measurable and metrics are clear 450 companies surveyed 67% indicated their companies have a PMO.

26 Where do you Find Support to Mature the TPMO? Project Management Framework: Follow best practices Competency development Certification +

28 Which Projects Could be Supported by the TPMO? Training-related projects potentially supported by the TPMO: Software development Talent Development Job function curriculum Certification Compliance/regulatory training Quality assurance (Corrective Action/Preventative Action) Human Performance Improvement Management/Supervisory Skills Leadership Skills Soft Skills New Hire/Transfer Orientation Performance Improvement And more Focus on deliverables (i.e., knowledge assets) that increase effectiveness (how well we do things) and/or promote efficiency (better utilization) is the goal of the TPMO.

29 Which Projects Could be Supported by the TPMO? The TPMO builds upon an established training processes by incorporating project management best practices.

30 Which Projects Could be Supported by the TPMO? The TPMO utilizes the training project plan for key initiatives: The training project plan is a systematic way to carry out projects

31 References Project Management Institute. (2013). Project Management Body of Knowledge 5 th Ed. Newtown Square, PA: Project Management Institute. Project Management Institute. (2013). The Standard for Program Management 3 rd Square, PA: Project Management Institute. Ed. Newtown Project Management Institute. (2013). The Standard for Portfolio Management 3 rd Ed. Newtown Square, PA: Project Management Institute. Project Management Institute. (2013). PMI Fact File. PMI Today, March Page 4. Newtown Square, PA: Project Management Institute.

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