Implementing a PMO

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Implementing a PMO
By Muhammad Asim Rashid (PMP, Six Sigma)
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Muhammad Asim Rashid (PMP, Six Sigma)
aasibrw_at_gmail.com
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Purpose of this presentation
? The purpose of this presentation is to provide
a structured overview of the steps to set- up a
Project Management Office (PMO). Approach This
presentation provides guidance by ? Providing a
definition ? Objectives of a PMO ? Steps to
setting up a PMO ? Summary ? Additional resources
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PMO definition
? PMO is the acronym for Project Management
Office. Sometimes it may be referred to as
Program Management Office. Some alternatives are
PSO, Project Support Office or PO, Project
Office. Official Definition The Project
Management Institute (PMI) defines a PMO as
follows An organizational body or entity
assigned various responsibilities related to the
centralized and coordinated management of those
projects under its domain. The responsibilities
of the PMO can range from providing project
management support functions to actually being
responsible for the direct management of a
project In simple terms the PMO is a function
that is given the responsibility to deliver the
projects within its scope to a single defined
set of standards so as to provide management with
a greater visibility of project performance and
to increase the probability of success through
standardization / good practice.
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The 04 Phases of setting PMO
? The PMO setup runs through four
phases. ? Change and top management support
needed throughout.
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Step 1 Current State Analysis
? The first step on the road to setting up our
PMO is to analyze the current state. We check
the PM methods, processes and tools that were
used up to now for weaknesses. We do the same
with the most important ongoing projects. ? One
of the highest goals is to establish a complete,
up-to-date, informative project list. In a
perfect world it would also be prioritized. This
is the only way to find out what people are
actually working on. ? We will scrutinize
existing processes in the companys project
management. And it is important to analyze the
effectiveness and efficiency of the tools and
methods used. ? In case we arent using any PM
Processes, Procedures, in that case we will
identify these from scratches for further
implementation. ? The form of organization (line
or matrix) and the area of PM training or career
are relevant will also be identified documented.
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Step 2 Design Phase
Defines Areas of Responsibility and Resource
Requirements
? What follows is the design phase. We need to
define the PMOs areas of responsibility,
hierarchical position and competencies. The PMO
has to be clear on its mandate and services. ?
Should it be a mere service unit providing tools
for others to use as required? ? Or is its
primary function to train and support project
managers and ensure project quality?
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Step 2 Design Phase
A PMOs areas of responsibility are diverse. And
the stakeholders expectations tend to be huge.
The list below outlines possible areas of
responsibility for our PMO ? The new PMO will
focus on training and coaching. It will attend to
staff development measures for project managers
and teams. ? For project services the main task
is operational support. The PMO will, for
example, hold workshops. Or it might temporarily
take on the work of the project
controller. ? Methods and processes will be the
core competency of the PMO. The focus will be on
defining these. In addition, it will provide
suitable IT Tools. ? Project portfolio
controlling will monitor project progress
define steering measures. The PMO will gather
and evaluate project information for the
decision-making bodies. ? Strategic project
management office (SPMO) will take care of
project setups implementation. The PMO will
select projects and prioritize them. It will also
conduct cost- benefit analysis and determine the
general conditions for managing each project.
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Step 2 Design Phase
S-PMO Areas of Responsibility
Possible areas of responsibility for the PMO or
Strategic PMO
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Step 3 Implementation Phase
Puts Plans into Action
? When implementing the PM processes and methods
we defined, we will proceed step-by- step. We
will also provide the IT infrastructure. ? Now at
the latest we will finalize our PMO staff
training and prepare them for their future
tasks. ? Change management was a vital part of
our activities in previous phases. But now is the
time to focus on it. Practicing smart
self-marketing is one of the PMOs most important
tasks. We will only achieve acceptance in our
company if we clearly stress what benefits we
can bring. ? We will make sure to communicate the
PMOs areas of responsibility well.
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Step 3 Implementation Phase
A PMO homepage in the company intranet will be
created as it is a great tool for
change communication. It will contain information
regarding ? PMO services ? Processes in the
companys project management ? PMO team members
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Step 4 Regular Operations
Follow the PMO Setup
? After the implementation phase the PMO has to
assume regular operations. PMO staff will assume
full responsibility. ? In some cases, it makes
sense to refer to external consultants for
certain isolated issues. We must also consider
coaching the internal project managers or even
the PMO. But this depends on how far the
qualification process has progressed.
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Relying on Change Management from
Day One
Across all phases, Change Management and other
activities will happen side by side. This means
from the current state analysis through to the
transition to regular operations. The new PMO
has to persuade all stakeholders of the benefits
it brings. This should ensue as soon as possible
to raise its acceptance. This process tends to
run through three phases ? Phase 1 If the PMO
manages to show quick wins, early on this will
make stakeholders happy for the moment. At last,
somebody is addressing issues that have been
neglected for too long. They are open-minded
towards the PMO. ? Phase 2 A phase of
disenchantment usually follows once new
structures and competencies have been
introduced. With increased transparency people
tend to become skeptical. They ask themselves
what effect the new PMO and its goals could have
on them. And if it might harm them? ? Phase 3
But if the introduction is successful, the staff
will eventually recognize the PMOs advantages.
The initial skepticism gives way to constructive
collaboration. As a result, the PMO can begin to
establish a new project management culture and
breathe life into it.
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Change management brings the PMOs advantages to
the force
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The Essential Things
Backing from Management and Change in Company
Culture

• We will Make sure to appoint the right person to
  promote our PMO. In critical situations, they
  must also follow through with unpleasant changes.
  We can only establish our PMO long-term with
• ? Backing from management
• ? Clearly defined areas of responsibility and
• ? Clearly defined competencies.
• Company culture also figures prominently for a
  successful new PMO. What this means?
• ? The PMO needs to establish transparency in the
  project environment. The attitude towards
  transparency within a company is also crucial to
  the success of a new PMO. Is transparency
  actually desired and pursued by all parties
  involved?

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Conclusion
Successful PMO Setup
Setting up a PMO works like any other project. We
start with the initiation. Then move through the
design and implementation phases. And at the end,
we assume regular operations. Besides the right
approach, further factors will determine success
or failure ? Clever change management ? Backing
by top management ? Desire for more transparency
within the company After all even the best PMO
can only work well if stakeholders recognize the
added value of the new organizational unit. They
have to actively contribute. Then, and only then,
we will have the acceptance required for our
success.
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Thank You
? Muhammad Asim Rashid Consultant Trainer PMP
(License 1675698), MBA Lean Six Sigma (License
62433) HP Certified Effective Leadership
(36885) Strategic Planning (40540)
expert IoT-F Business Transformation
certified 92 315 086 2131 Pakistan 971 52
6769 535 UAE aasibrw_at_gmail.com
https//ae.linkedin.com/in/masimrashidpmpro
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Muhammad Asim Rashid (PMP, Six Sigma)
aasibrw_at_gmail.com