PMP Application Tips

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Project Management Professional
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About EXCEED

• Founded in 1998
• Small Disadvantaged Business
• ISO 90012008 Certified
• ISO 20000-12011 Certification in Process
• MDOT MBE Certified
• VA SWAM Certified
• Headquartered in Lanham, MD
• 125 Employees
• Exemplary Performance Record

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Service Offerings

• Document Management Records Processing,
  Scanning/Imaging, File Operations, Data Entry
• Enterprise Service Desk Helpdesk, Contact
  Center, IT Operations and Maintenance
• Integrated Security Consulting IT/Physical
  Security, Policies/Procedures, Threat/Risk
  Assessment
• Integrated Systems Design and Planning
  Technical Data Development, Configurations,
  CONOPS
• Systems Integration and Implementation
  Physical, Electronic, and IT Security Integration
  
• Acquisition Support Procurement Support,
  Contract Close-out, Grants Management

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PMO Definition

• A PMO is an organizational body or entity
  assigned various responsibilities related to the
  centralized and coordinated management of those
  projects under its domain - PMBOK
• Other responsibilities include
• Manage shared resources across all projects
• Identify and develop a project management
  methodology, best practices, and standards
• Coach, mentor, train, and provide oversight
• Monitor compliance with project management
  standards, policies, procedures, and templates
  via project audits
• Develop and manage project policies, procedures,
  templates, and other shared documentation
• Coordinate communication
• A strategic driver for organizational excellence

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Why have a PMO???
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PMO Benefits

• Projects Align with Organizational Goals
• The PMO ensures that all projects worked in an
  organization have benefits that truly align to
  the most important needs and objectives of the
  business
• If the nature of the business environment changes
  significantly, the PMO will decide what impact if
  any this will have on the active projects 
• Project Success Rates Increase
• The PMO ensures that all needed resources are
  available and allocated before the start of the
  project 
• The PMO monitors the project plan and budget
  throughout the lifecycle to ensure that the
  project remains on track, and that resources are
  available as needed
• These activities increase the number of projects
  completed on time, on budget and in scope

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PMO Benefits

• Project Management Competence Increases
• Skill and competence of project management
  activities improve over time
• Formal or informal mentoring programs for all
  project managers improves project management
  skills
• Standards and Templates are Developed and
  Improved
• The PMO provides useful, practical and helpful
  project templates 
• These templates are revised as often as necessary
  to ensure that the right type of documentation is
  being created 
• Clear guidance is provided to ensure that the
  minimum number of documents are created for any
  particular project

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EXCEEDs PMO

• EXCEEDs PMO is managed by certified Project
  Management Professionals (PMPs) and ITIL
  certified Project Managers
• EXCEEDs PMO framework abides by International
  Organization for Standardization (ISO) 90012008
  and ISO 20000-12011 standards
• EXCEEDs PMO utilizes best practices established
  by the Project Management Institute (PMI) and the
  Information Technology Infrastructure Library
  (ITIL)
• Through standardization, our PMO allows EXCEED to
  manage projects more consistently, with better
  visibility, while lowering overall project costs
• EXCEEDs PMO is a centralized team striving to
  bring standardization to projects within the
  company

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EXCEEDs PMO

• The PMO provides
• Industry standards
• Processes
• Templates
• Metrics
• Knowledge Base

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Industry Standards

• EXCEEDs PMO bases its framework around ISO
  90012008 and ISO 20000-12011 AND project
  management principles, practices and processes
  based on industry standard methodologies such as
  the Project Management Body of Knowledge (PMBOK)
  and the Information Technology Infrastructure
  Library (ITIL)

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PMO Framework
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Industry Standards

• ISO 90012008
• Certification for Quality Management Systems
  (QMS)
• Designed to assist organizations ensure they meet
  the needs of the customer and other stakeholders
• Over 1M organizations worldwide are certified
• One of the most widely used management tools in
  the world
• EXCEED is currently certified
• Our QMS supports
• Operations
• Business Development
• Human Resources
• Contracts and Administration
• Purchasing
• Finance
• Information Technology

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Industry Standards

• As an ISO 90012008 certified organization, we
  maintain a Quality Management System (QMS). This
  system ensures our
• Operating policies and procedures are
  standardized
• Quality processes are repeatable and quality
  driven
• Process improvements are continuous actions that
  are monitored to completion
• Performance meets and exceeds the clients
  objectives

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Client Satisfaction

• Reliability
• Cost
• Accuracy
• Delivery/timeliness
• Quality
• Business Relations
• Personnel
• Customer Support
• Responsiveness
• Sub-contractors (if applicable)

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Client Satisfaction

• December 2011 Client Satisfaction Survey
• Surveyed 10 clients
• Overall rating of

4.92
Key 5.0 - 4.1 Excellent
Key 4.0 - 3.1 Above Average
Key 3.0 - 2.1 Average
2011 4.96 2010 4.90 2009 4.91 2008
4.93 2007 4.90
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Industry Standards

• ISO 20000-12011
• First international standard for IT service
  management
• Established in 2005 and revised in 2011
• Growing quickly because of the close alignment
  with ITIL principles
• Organizations that achieve certification can
  apply techniques to government contracts
• The Standard is comprised of ten sections
• Scope
• Terms Definitions
• Planning and Implementing Service Management
• Requirements for a Management System
• Planning Implementing New or Changed Services
• Service Delivery Processes
• Relationship Processes
• Control Processes
• Resolution Processes
• Release Process

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ISO 20000-12011Service Management Framework
BS ISO/IEC 20000-12011
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Service Management Framework

• ISO 20000 requires the application of the
  methodology known as Plan-Do-Check-Act (W.
  Edwards Deming) to all parts of the Service
  Management System
• PLAN Establish, document, and agree to the SMS
  to include policies, objectives, plans and
  processes to fulfill the service requirement
• DO Implement and operate the SMS for the
  design, transition, delivery and improvement of
  services
• CHECK Monitor, measure, and review the SMS and
  the services against the policies, objectives,
  plans, and service requirements and reporting the
  results
• ACT Take actions to continually improve
  performance of the SMS and the services

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ISO 20000-12011Service Delivery Processes
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ISO 20000-12011Relationship Management Processes
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ISO 20000-12011 Resolution Processes
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ISO 20000-12011 Control Processes
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PMO Build-out
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Industry Standards

• Project Management Institute (PMI)
• Worlds leading not-for-profit membership
  association for the project management
  profession, with more than half a million members
  and credential holders
• Worldwide advocacy for project management
  supported by globally-recognized standards and
  credentials, extensive research programs, and
  professional development opportunities
• Project Management Professional (PMP) credential
  (internationally recognized certification)
• PMP certification is the most widely recognized
  standard in the profession
• Approximately 370,000 certified PMPs located in
  185 countries
• Government, commercial and other organizations
  employ PMP certified project managers in an
  attempt to improve the success rate of projects
  in all areas of knowledge, by applying a
  standardized and evolving set of project
  management principles
• Project Management Body of Knowledge (PMBOK) 42
  processes

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PMBOK Processes
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Industry Standards

• ITIL v3
• Pronounced idle
• Established in the mid-1990s by the UK
  government who wanted to identify efficiencies
  from IT services and learn how the most
  successful organizations approached service
  management
• Serves as the definitive guide to best practices
  in IT
• Not limited to IT!
• Best practices lead to good practices and good
  practices lead to best practices
• Standards for service management
• Microsoft adopted ITIL in 2000
• Has gone from 30 titles to 5 (23 processes)

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ITIL Processes
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Processes

• Our PMO ensures all projects go through a review
  for applicable implementation of the PMBOKs 42
  processes for project management and when
  applicable, ITILs 23 processes for IT service
  management, all the while maintaining compliance
  w/ ISO 90012008 and ISO 20000-12011standards
• Our PMO ensures that these standardized processes
  are in place for total project management from
  managing risks, to planning schedules, to
  managing communications, to delivering services,
  etc.
• The outcomes of these processes produces
  artifacts and evidence which are needed to
  maintain ISO certifications and future CMMI
  certification

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Templates

• Our PMO will provide standardized templates for
  all contracts
• Project Charter
• Feasibility Study
• Business Case
• Project Management Plan
• Change Management
• Communications Management
• Cost ManagementHR Management
• Procurement Management
• Quality Management
• Risk Management
• Risk Register
• Schedule Management
• Work Breakdown Structure
• Scope Management
• Transition Out Planning
• Lessons Learned
• Project Acceptance

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Metrics

• Over time, our PMO will establish objective
  metrics which will provide an independent view as
  to how a contract is progressing, provided in
  addition to the Project Managers status report
• This will work in coordination with our current
  ISO metrics
• Client Satisfaction Surveys
• Profitability margins
• Yellow, red, green ratings
• A value-add to the client

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Knowledge Base

• The PMO will build, maintain, and share a
  knowledge base of lessons learned and best
  practices from previous contracts
• Organizational process assets
• Lessons learned database
• Everyone should contribute

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Challenges

• Executive level management must be on board and
  support 100
• Employee support is also critical
• Implementing a process culture
• Documentation, documentation, and more
  documentation
• Understanding the purpose behind the extra work!
• Training
• Enforcement in a positive way
• Audits
• Internal
• External
• Staying current

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Successful PMO Implementation
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Questions and Discussion
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