PMO setup with Microsoft Project Online

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#project #process #change
MS Project Bangkok
Meetup
2018-01-11
next level consulting APAC · 8 Eu Tong Sen Street #14-94 · Singapore 059818
www.nextlevelconsulting.com/en · office-singapore@nextlevelconsulting.com · +65 3159 1491

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French, 20+ years in ASEAN
Various Experiences
> Banking
> IT Vendors
> Training / Consulting
Project and IT Service
Management
> ITIL / DEVOPS Certified Trainer
> Accredited Facilitator for Business
Simulations (ITSM, & PM)
Gamification Explorer
MOOC enthousiast
> EDX, Coursera, etc …
Aspiring Game Designer
Traditional & Boardgame
> GO (Baduk)
> Euro style game
(slow) Long Distance Runner
(Marathon and +)
2
About me
gonzague.patinier@ppp-partners.com
(Project / Program / Portfolio)

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We are specialised in
Project Management
Change Management
Process Managem
Industries: IT, telecommunications, engineering, energy, industry, pharmaceuticals,
automotive, logistics, banking and insurance, public administration, health, NGOs and many
more.

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What we can do for you
Training & Development Consulting Coaching
Interim Management Software Emotional Inspiration

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Agenda
• What is a PMO?
• Why having a PMO?
• How to setup a PMO?
• Quick MS Project Online intro
• PMO Examples:
• Discussion / Q&A

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What is a PMO?
In larger companies, a PMO can consist of a department that deals with project
management issues across the organization, such as:
• project management
• governance,
• implementation,
• training,
• researching project management needs,
• or determining the best way to build useful reports.
In small or medium businesses, a PMO can range from a single person to a small
group of people, but can also scale to try to address the same issues as in large
businesses.

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The common goals of all PMOs
• Driving and evangelizing the project management adoption (Process and
Tools)
• Simplifying project management for the organization’s users by automating
processes (into the tool).
• Creating policies, procedures and best practices around project management
functions.
• Being the project management subject matter experts by serving as a ‘Center
of Excellence’ for all things project management, and providing training on
project management best practices and tools.
• Being empowered by executive sponsorship to make and enforce change
through their recommendations.

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Why a PMO? Top 5
1. Limited Visibility into Project Performance
2. You have limited resources and capacity planning is an issue
3. There is no consistent methodology for project delivery
4. There is a lack of ownership and/or accountability
5. Projects often come in late or over budget and fail to meet the objectives

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Why a PMO?
1. Limited Visibility into Project Performance
Limited visibility into projects and resources is one of the leading causes of project
failures. Centralising all of your project and resource management in a central
function, whether at the departmental or organisational level lets you easily address
key questions, such as:
• What work is being performed by who, and when?
• How are specific projects aligned with corporate priorities?
• How is the Return on Investment for specific projects calculated?

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Why a PMO?
2. You have limited resources and capacity planning is an issue
Most organisations experience resource capability planning issues, which is greatly
compounded when projects are managed in isolation.
A PMO helps to significantly reduce these issues by centralising the selection and
prioritisation of projects - using Project Portfolio Management techniques and tools
to select the right projects at the right time based on resource and financial
constraints.

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Why a PMO?
3. There is no consistent methodology for project delivery
Inconsistencies in the way projects are managed make it extremely difficult to report
on status and progress.
With the advent of cloud-based project and portfolio management solutions, a
standard toolset to manage projects, programmes and portfolios is now within the
reach of most organisations.
Even with the most basic project management solution you can standardize the
way your project managers plan projects, request resource and report on status
and progress.

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Why a PMO?
4. There is a lack of ownership and/or accountability
Ownership and accountability are key to project success, and an area where tools
such as project portfolio management software really come into play.
Project portfolio management tools provide the framework for you to ensure all
projects have clear ownership and there is accountability to the business.
From simply defining what resource and expenditure is required to deliver the
project, through to outlining the key deliverables and benefits, PPM tools help you
build a business case for each project to be used in selection and prioritisation.
A top down approach to PPM greatly simplifies this approach.

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Why a PMO?
5. Projects often come in late or over budget and fail to meet the objectives
It would be a bit short sighted to simply say a PMO will eliminate late or over budget
projects, but a PMO equipped with the right tools and the right processes will
certainly limit project failures through extending the planning horizon, ensuring
project selection and prioritisation are in line with resource and financial constraints,
and as we saw earlier, by providing greater visibility and control over the entire
project lifecycle you will be able to react faster to issues as they happen make more
informed decisions on corrective actions.

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For more information: PMI
https://www.pmi.org/-/media/pmi/documents/public/pdf/white-papers/value-of-
pmo.pdf

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How to setup a PMO?
Continual Improvement Process

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How to setup a PMO?
AS IS
• Current state
analysis
• Processes and
tools
• Stakeholder
analysis
• Maturity
Assessment
TO BE
• Scope
• Roles and
Responsibilities
Gap Analysis /
Setup
• Skills /Training
• Governance
• Process
• Tools
Operate
• Knowledge
Transfer / Hand
Over
• ROB = “Rhythm
of Business”

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How to setup a PMO by Phases
Phase 1
• PMO Assessment and Strategy
• Identify Senior Sponsor
Phase 2
• PMO Initiation
• Create Business Case and Charter of the PMO
Phase 3
• Establish the PMO
• Create Master Project List by priority
Phase 4
• PMO Implementation
• Pilot PMO
• PMO Operation
Phase 5
• PMO Embedding and Improvement
• PMO Embedding and Improvement

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“AS IS” Assessment
• PMO Maturity Cube (PMI)
• https://www.pmi.org/learning/library
/maturity-cube-self-assessing-
performance-6437
• P3M3 – Prince 2 – Axelos
• https://www.axelos.com/best-
practice-solutions/p3m3/p3m3-
maturity-model
• Portfolio, Program and Project
Management Using COBIT 5
• http://www.isaca.org/COBIT/focus/
Pages/portfolio-program-and-
project-management-using-cobit-
5.aspx
• Self/Internal Assessment

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P3M3® - Maturity Model
The model to measure
> Project Management Maturity
> Programme Management Maturity
> Portfolio Management Maturity
Registered Trade Mark of the Office of Government Commerce (OGC)
Published by The Stationery Office (TSO)
> Developed 2006
> Revised edition 2008
P3M3 has developed into a standard maturity assessment model
P3M3 is based on CMMI
P3M3 contains
> – 3 models
> – 5 maturity levels
> – 7 perspectives

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ISACA/
COBIT

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Self/Internal Assessment
Project Inventory
• Project name
• Owner
• Start/end Date
• Scope/Value
• Documentation
People
• "Project
Manager"
• Skills / Exp
• Certification
• Culture
Governance
• Organization
Structure
• Documentation
requirements
Technology
• Project Tracking
• Collaboration
tools
• Document
Management

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PMO - Example
Organization: MNC – IT Organization
Challenges:
• Poor visibility into project progress
• Late escalations
• Impact
1. Inaccurate revenue forecast
2. Resource utilization/planning
3. Increase project cost
Implementation:
• PMO coordinator
• Weekly review of project status
• Traffic Light Report
• Escalation
Lessons Learned:
• Simplify reporting (Excel, …)

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PMO - Example
Organization: Local – IT Organization
Challenges:
• Change in revenue recognization
• Multiple manual reporting systems
• Impact
1. Heavy reporting effort
2. Accuracy
Implementation:
• Project Online
• Product Training
• Tools adoption
Lessons Learned:
• Be clear about the PMO objectives

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PMO - Example
Organization: Local – Construction
: (Top 5)
Challenges
• Heavy manual reporting
• Delay / Inaccurate data
• Need to integrate with 3rd party
(Sales, Marketing)
Implementation:
• Project Server
• Integration
• Tools adoption
Lessons Learned:
• Be clear about the PMO objectives

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PMO - Example
Organization: International– Non-Profit
Challenges
• Poor or No PM practice
• No tools (Excel or nothing)
• No consistency
• No visibility
• …
Implementation:
• Project Online
• Training/Workshop
• Tools adoption
• PMO Operation
Lessons Learned:
• Budget (long term)
• “AS IS” situation important
• 2 Days Workshop very productive

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Project Online Overview

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Project
Microsoft Office 365 services
www.office365.com SaaS/Software AsAService

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Project
TargetAudience
For team members, project participants, business decisionmakersProject Online
Microsoft Project Online services
Office365Service
Project Pro for Office 365
For project managers, resource managers, PMO,business decision
makers
For project managers, resource managers

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Project
Project Online - top 10 benefits
1. Online Project Portfolio Management (PPM)
2. Get Started Quickly
3. Take Action
4. Improve Governance And Control
5. Effectively manage resources
6. Strengthen everyday collaboration
7. Seamlessly communicate
8. Make data-driven decisions
9. Improve IT Management
10. Quickly Innovate

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Project
Terms
 Plans
 Provisioning
 Tenant
 Project Online
 Project Web App
 Project Pro for Office 365
 Project Online with Project Pro for Office 365

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Plan Description Target users
Project Online Essentials
1
•Web-based interface for team members
•Update tasks, issues, and risks
•Submit timesheets
•Share documents and collaborate with Skype for Business presence
Team members
Project Online
Professional
1
All of the Project Online Essentials functionality, plus:
•Rich user interface through desktop client
•Anytime/anywhere access through Web interface
•Project scheduling and costing
•Resource management
•Publishing projects to the cloud
•Includes the most current version of the Project desktop application,
instantly streamed to your Windows PC.
•Each subscription license allows for up to five concurrent installations of
the Project desktop application.
Project managers
Project Online Premium
1
All of the Project Online Professional functionality, plus:
•Portfolio selection and optimization
•Demand management
•Enterprise resource management
•Out-of-box portfolio reports
Portfolio and
resource managers

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https://technet.microsoft.com/en-us/library/project-online-service-description.aspx

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Example:

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Example:

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Power BI

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Power BI

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PM Education: Workshop

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Recommended Material

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Links
MS Project Online:
• https://products.office.com/en-us/project/compare-microsoft-project-
management-software?tab=1
• https://technet.microsoft.com/en-us/library/project-online-service-description.aspx
• https://blogs.office.com/en-us/project/
• https://mva.microsoft.com/en-US/training-courses/it-project-and-portfolio-
management-in-the-cloud-14060

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Q&A and Discussion
#project #process #change

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Thank You !
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