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FuturePMO 2017 - Marisa Silva, Wellingtone - Maturing Your PMO Through its Teenage Years

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The teenage years can be a tough time, whether you are parenting a child or trying to mature a PMO. In both cases, we find insecure and anxious creatures navigating their way through life, trying to make sense of the world and to assert their independence.

Maturity is a journey and PMOs should not try to run before they know how to crawl. However, while there are some well-known organisational project management maturity models, such as CMMi® or P3M3®, there is no model specific to assist PMOs in progressing their maturity.

With a thought-provoking approach, this workshop will introduce
you to the brand new Wellingtone PMO Maturity Assessment
Model, demystify conventional assumptions relating to PMO
maturity, and provide you with tips and hints for
transitioning your PMO from the moody level 2 to the
uncharted land of level 3 and 4, where mature
PMOs live.

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FuturePMO 2017 - Marisa Silva, Wellingtone - Maturing Your PMO Through its Teenage Years

  2. 2. CONSULTING MICROSOFT PPM TRAINING Who I am • Experienced PPM consultant, trainer, and speaker • Passionate and intrigued by projects and PMOs • Senior Consultant at Wellingtone Project Management • Managing Director at in2PMO • Programs Director at Project Managers Without Borders • Committee Member at the APM PMO SIG • Mentor at Project Managers Against Poverty • Author of ‘Bedtime Stories for Project Managers (and others with trouble sleeping)’ • MSc in Strategic Management of Projects (UCL) • PMP, PRINCE2, MSP, MoP, P3O, IPMA-D, MCP, PMD Pro-2, PMO-CC
  3. 3. CONSULTING MICROSOFT PPM TRAINING Oh, the joy of teenage years!
  4. 4. CONSULTING MICROSOFT PPM TRAINING 8 5 of organisations have a PMO Has your PMO realised its full potential in contributing business value to the organization? 45% % Source: The State of Project Management 2017
  5. 5. CONSULTING MICROSOFT PPM TRAINING PMOs are suffering an identity crisis
  6. 6. CONSULTING MICROSOFT PPM TRAINING What is maturity? www.menti.com
  8. 8. CONSULTING MICROSOFT PPM TRAINING Maturity is not about age! Which would you prefer to learn from? 2 20
  9. 9. CONSULTING MICROSOFT PPM TRAINING Maturity is not about what you do! Strategic / Portfolio PMO Operational PMO Which is likely more mature?
  10. 10. CONSULTING MICROSOFT PPM TRAINING What is maturity? Maturity is about how well you do the functions that are valued by your stakeholders.
  11. 11. CONSULTING MICROSOFT PPM TRAINING Why measure maturity? • A data-driven assessment against recognized best practices • An opportunity to measure alignment between your methodology and practice • Identified strengths and opportunities of your current capabilities • A baseline for measuring improvement • A defined roadmap for organizational improvement • A case for organizational change
  12. 12. CONSULTING MICROSOFT PPM TRAINING Why measure maturity? Where are you today? Where do you want to be? How will you get there? How well did you do?
  13. 13. CONSULTING MICROSOFT PPM TRAINING What’s special about PMO’s maturity? Organisatio PMO Individuals What’s special about PMOs?
  14. 14. CONSULTING MICROSOFT PPM TRAINING What’s special about PMO’s maturity? People ToolsPractices PMO
  15. 15. CONSULTING MICROSOFT PPM TRAINING PMO Value Enablers 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.
  16. 16. CONSULTING MICROSOFT PPM TRAINING Measuring your PMO maturity Initial Defined Standardis ed Managed Optimisin g
  17. 17. CONSULTING MICROSOFT PPM TRAINING How mature is your PMO? www.menti.com
  19. 19. CONSULTING MICROSOFT PPM TRAINING Measuring your PMO maturity Survey of methodology and processes Spot checks of selected projects 1-2-1 interviews with PMO stakeholders What you think you should be doing What you are really doing How people perceive it
  20. 20. CONSULTING MICROSOFT PPM TRAINING Measuring your PMO maturity 3 4 2 2 2 3 4 3 3 2 4 3 2 4 3 0 1 2 3 4 5 Project Management Capability Programme Management Capability Portfolio Management Capability Change Management and Communication Capability Benefits Realisation Management Capability Knowledge Management Capability Resource Management Capability Audit and Assurance Capability Project and Programme Recovery Capability Training and Facilitation Capabilities Reporting Capabilities Organisational Governance Professionalism and Career Development Tools and Technology PMO Management Maturity Level ValueEnablers PMO MATURITY LEVEL BY VALUE ENABLER
  21. 21. CONSULTING MICROSOFT PPM TRAINING Defining your PMO Roadmap Establish training in methodology & practical PM techniques and support to live project teams Training & Support Develop PMO capability to support best practice Project, Programme and Portfolio Management Project Management Office Leverage enterprise PPM solution to support consistent approach and enable visibility Technology Define a consistent, practical, fit for purpose PM Methodology & Governance structure Methodology 01 Develop Methods 02 Leverage PMO 03 Develop PPM Tools 04 Training & Support
  22. 22. CONSULTING MICROSOFT PPM TRAINING 1. Don’t try to run before knowing how to crawl •Project requests captured •PM Methodology •Governance defined •QA Reviews •Simple cost tracking and scheduling •Few but meaningful reports •Capacity management •Methodology tailoring •Training and coaching •Detailed cost tracking and scheduling •Health checks •Additional and more sophisticated •Capacity forecasting •Portfolio planning •Stage Gates •Benefits realization management •Multiple what-if scenarios •Predictive cost and schedule management •Integrated dashboards
  23. 23. CONSULTING MICROSOFT PPM TRAINING Is this how your Project Managers are reacting?
  24. 24. CONSULTING MICROSOFT PPM TRAINING 2. Beware of the law of diminishing returns Time Value Optimal Diminishing Return Quick Improvement
  25. 25. CONSULTING MICROSOFT PPM TRAINING 3. You can’t manage what you can’t measure Organizational Drivers Examples of KPIs Value to Business • Planned ROI vs actual ROI • Planned benefits vs realized benefits • % of projects with robust business cases • % of projects aligned with strategic objectives • % of projects stopped or cancelled • € at risk Productivity and Efficiency • # of days from project conception to project start • % of resource utilization • % of billable hours • # of FTEs by project • # of projects by project manager Project Delivery • % of projects on time • % of projects on budget • # of high risks active by month • # of issues escalated by month • # of change requests by project PMO Performance • Satisfaction scoring from key stakeholders • % of projects following the established PM Methodology • # of project health checks conducted • # of workshops facilitated • # of hours of training provided • % of certified PMs
  26. 26. CONSULTING MICROSOFT PPM TRAINING 4. Communicate your value • Report periodically on the progress of KPIs • Report the effectiveness of the PMO itself • Establish regular checkpoints with the PMO Sponsor • Advertise the PMO’s achievements • Celebrate success!
  27. 27. CONSULTING MICROSOFT PPM TRAINING 5. Maturity is about learning https://www.youtube.com/watch?v=JMJXvsCLu6s
  28. 28. CONSULTING MICROSOFT PPM TRAINING So…what does a mature PMO look like?  They work with stakeholders to understand their needs and expectations (what is value to them)  They deliver services which enable organizations not only to do the things right but also to do the right things (how value is provided)  They see maturity as a journey, and recognize that each project is different  They measure progress and performance, including their own (how they know they are getting there)  They communicate, learn, and communicate (how they demonstrate value)
  29. 29. CONSULTING MICROSOFT PPM TRAINING Age is just a number. Maturity is a choice.