The Value of a
Project
Management
Office
Copyright: Kathy J. Lang, 2004
Agenda
• Problem Statement
• Solution – Project Management
Office
• Results – Critical Success Factors
• Next Steps
Problem Statement
Types of Work
• Operations
• Projects
Project*
• A project is a temporary endeavor
undertaken to create a unique
product or service.
• Temporary – definite beginning and
definite end
• Unique – the product or service is
different in some distinguishing
way from all similar products or
services
*The Guide to Project Management Body of Knowledge
Project
Operations
Problems
•
•
•
•
•
No consistent management
Lack of prioritization
No formal tracking
Lack of communication
Lack of functional user
involvement
Problems
• Not On-Time
• Not On-Budget
• Not Meeting Expectations
Solution
First Attempt
First Attempt
• Inventory projects
– Current, approved and pending
– Prioritize current projects
•
•
•
•
Schedule projects and set end-dates
Require project plans
Implement Project Server
Trained staff
Project Managers
• Individual responsible for the
project
• Assigned to a specific application
area
• Other technical staff
Problems continued…
• Lack of communications
• Lack of functional user
involvements
• Lack of project management skill
sets
• Not on-time
• Not on-budget
Solution:
Project Management
Office (PMO)
Project Management
Office (PMO)
• provide the structure and expertise
needed to improve project success
rates
Goals
• Improve Project Success
• Standardize the Project Process
Goals
•
•
•
•
Follow consistent methodology
Improve management
Improve communication
Improve functional user
involvement
• Prioritize projects
• Monitor progress/budget
People
Process
Technology
Director of
Applications
Project Manager
Financials
Application
Specialist
Application
Specialist
Project Manager
Student Systems
Application
Specialist
Application
Specialist
Project Manager
Advancements
Application
Specialist
Application
Specialist
Director of
PMO &
Applications
Asst Director
Applications
Project Manager
Application
Specialist
Application
Specialist
Application
Specialist
Application
Specialist
Application
Specialist
Application
Specialist
Project Manager
Project Manager
Director of
PMO &
Applications
Asst Director
Applications
Project Manager
Application
Specialist
Application
Specialist
Application
Specialist
Application
Specialist
Application
Specialist
Application
Specialist
Project Manager
Project Manager
End User or IT
New Project
Identified
PMO
Project Manager
Project Request
Received
Project Manager
Assigned
Project Scoped
Budget Developed
Project Feasibility
document
To Approval
Process
Implementation Phase
• Schedule Project
• Assign PM
• Identify Project Team
–
–
–
–
Executive Sponsor
Functional Lead(s)
Technical Lead(s)
Other Resources
Implementation Phase
• Formulate Steering Committee
• Create a Communications Team
Implementation Phase
cont.
• Develop Project Charter
–
–
–
–
Identify Executive Sponsor
Set Expectations
Sets Milestones
Identify Project Team
• Roles
• Responsibilities
Implementation Phase
cont.
• Project Kickoff
• Project Plan
– Sub-Plans
• Implementation
• Location
Implementation Phase
cont.
• Project Meetings
• Weekly Progress Reports
– Accomplishments
– Risks/Issues
• Steering Committee Meetings
• Communication Meetings
Project Closure
•
•
•
•
Project Complete
Transition to Operations
Formal Project Closure
Post Project Review
Results/
Critical Success Factors
Results
•
•
•
•
On-Time
On-Budget
Increased User Satisfaction
More Projects Completed
Critical Success Factors
•
•
•
•
•
•
•
Management of Expectations
Adequate Budget
Cross-functional Teams
Strategic Use of Consultants
“Right” Project Manager
Effective Steering Committee
Minimal Scope Creep
Next Steps
Next Steps
•
•
•
•
•
•
More Documentation
Better Transition to Operations
Improved Project Reviews
Staff Evaluations
User Assessments
Formal Approval Process
Approval Process
• Information Technology Planning
Committee (ITP)
• University Policy & Procedure
ITP
• Key Campus Representatives
• Charge
– Recommend IT Strategic Plan
– Recommend/Prioritize Projects
University Policy &
Procedures
• Formal policy regarding IT projects
– VP/Dean Approval
– IT Services Approval
– Funding Plan
Approval Process
End User or IT
New Project
Identified
PMO
Project Manager
Project Request
Received
Project Manager
Assigned
Project is Scoped
Project Feasibility
Document Created
Project Feasibility
document is filled
out
To Approval
Process
IT Executive Team
Project Feasibility
Project
Feasibility
document
Project
Feasibility
document
document
Projects Reviewed
User = IT
No
< X$ and/or
<YTime
No
Yes
To ITP
Committee
Yes
Funding
Available
No
Yes
To PMO
No
Project
Approved
Yes
To Scheduling
ITP Committee
Project Feasibility
Project
Feasibility
document
Project
Feasibility
document
document
Budget Committee
Projects Reviewed
Funding
Availalbe
No
Project Requests
Prioritized
Projects Reviewed
Yes
Project
Approved
Yes
No
To PMO
Project
Approved
To Scheduling
No
Yes
To Scheduling
Summary
•
•
•
•
Problem Statement
Solution – PMO
Results – Critical Success Factors
Next Steps
The Value of a
Project
Management
Office
[email protected]