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How
To Build An Effective PMO Strategy
By Dennis Sommer (www.dennissommer.com)
There are almost as many varieties of Project Management
Offices (PMOs) as there are companies. For example, some
companies rely on the PMO to be responsible for all areas
of project management and project deployment. Others want
the PMO to only provide a consolidated executive report
of all the projects in the company. The common thread
for all successful PMO's is the PMO Strategy, which will
define your needs, goals, and tactics for implementing
a successful PMO in your organization.
A Project Management Office (PMO) is not built by chance.
It is developed based on a need to help the company in
project and project management delivery. However, there
are many ways that a PMO can be organized and function.
The most successful PMO organization for your company
can be determined by creating a PMO Strategy. Once you
have top management and customer consensus on the strategy,
the PMO has a much better chance of meeting expectations.
The following is an outline covering the details of a
PMO Strategy.
Executive
Summary
The executive summary provides an overview of the key
components of the strategy. This section targets top executives
and sponsors. This section should be less than one page
and drive home the need for a PMO, benefits, and planned
strategy.
Mission
The mission is a general statement that aligns the PMO
with the business strategy. The mission statement should
address; what the PMO does, how it will be done, who will
do it. Example, " The PMO develops and implements
project management products and services that enable our
company to deliver projects faster, cheaper, and with
a higher quality."
Objectives
The objectives section provides statements describing
the short term and long term goals of the PMO. These statements
are written at a low level with measurable outcomes to
be reviewed and measured each year. They should be specific,
measurable, achievable, realistic, and milestone (date)
driven.
Benefits
The benefits section provides a list of hard dollar (tangible)
and soft dollar (intangible) benefits projected over the
next one to five years. Provide a PMO return on investment
(ROI) or other business value calculations.
Sponsorship
The PMO usually has, at a minimum, one top executive sponsor.
The sponsor is the person responsible for the funding
and overall performance of the PMO. Sponsors are critical
for a PMO since a major success criteria is culture change.
The sponsor section should identify the sponsors and the
roles they will play within the PMO.
Customer
Profile
Customers are the primary people or groups that will request
and use the products and services of the PMO. The primary
focus of the PMO will be the customer base. Define who
the customers are, their needs by priority, and expectations.
Products and Services
Describe the items that are produced by the PMO. These
items are considered "Products". Example, an
executive scorecard report. Describe the services provided
to the customer. A service is work done for customers
that does not result in a formal deliverable. Services
fulfill a customer need through contact and interaction.
Example, facilitating a project review meeting.
Organization
The organization section will layout an organization chart
and reporting structure. Staff roles, responsibilities
and required skills are outlined to provide a complete
picture of the depth and breadth of this organization.
This is also used for planning the staffing needs once
approval to proceed is given.
Current
Assessment
To measure improvements you must understand where you
are today. This section should describe the current organization
and project environment. Items to include: organization
culture, enablers, barriers, project success rates, project
roles, customer attitudes and perceptions, customer needs,
compensation systems, skill levels, standards, and working
environment.
Future
Model
The future model describes how the organization should
look in the future. The focus should be centered on the
customer needs and expectations. The model shows how the
PMO will be integrated into the day to day operations
of the company. Interactions, processes, procedures, etc.
should be described.
Deployment
Plan
The deployment plan is an overall list of activities that
must be completed to take the company from the "Current
State" to the "Future State" described
above. These activities describe the work required to
build, staff, and integrate the PMO. Each activity should
include an owner responsible for completion and have an
estimated completion date.
Financial
Plan
The financial plan defines the estimated cost to implement
the PMO. These costs should include: staffing, software,
hardware, facilities, office equipment, office supplies,
etc.
About The Author
- Dennis Sommer
 Dennis
Sommer is the founder and CEO of Executive Business Advisers,
a management consulting firm helping senior executives
maximize both sales and profit growth. Dennis specializes
in strategic planning, sales, marketing and operations
performance improvement.
Dennis is a highly
sought after author, keynote and seminar speaker on
sales, leadership and business best practices.
Contact Dennis at www.executivebusinessadvisers.com
or www.dennissommer.com
.
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