ASPE SDLC Training

Learn How to Set Up and Run a Project

Management Office
A WHITE PAPER PROVIDED TO ASPE BY TENSTEP

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Presents

Learn How to Set Up and Run a

Project Management Office
A TenStep White Paper
Contact us at info@tenstep.com
TenStep, Inc.
2363 St. Davids Square
Kennesaw, GA. 30152
877.536.8434
770.795.9097

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How to Set Up and Run a PMO

Executive Summary
Many companies are finding that they
must build project management
capability if they are going to meet the
business challenges in the future. The
also understand that project
management processes should be
implemented consistently across the
organization. This leads to efficiency
and help deliver projects even better,
faster and cheaper. Given the need for
consistent project management, the
next question is how best to
implement this common project
management environment.
Many companies give this
responsibility to one or more people in
a Project Management Office (PMO).
There are many structures for a PMO
and many types of services that the
PMO can offer. Each organization must
first determine the services that are
important to them and then create an
overall approach to implementing.
Since this is a culture change initiative,
the effort can be time-consuming and
difficult. However, the rewards are
also large. If the PMO is established
with a clear vision, strong sponsorship
and a solid approach, it can be a
vehicle for creating a tremendous
amount of value for the company.
Organizations around the world are
implementing formal project
management processes and discipline
to deliver their work initiatives on
time, within budget and to an agreed
upon level of quality. Part of the ability
to execute better, faster and cheaper
comes from the organizations ability
to implement common processes and
practices across their entire
organization. That way there is very
little learning curve for the project
manager and the team members as
they transition from one project to
another.

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If you only have a couple projects

going on at any one time, you may be
able to gain the advantage of
organizational standards by providing
consistent training and having the
handful of project managers follow
similar processes. However, the larger
your organization gets, and the more
projects that are executed at one time,
the more difficult it becomes to
enforce this organizational
consistency, and without this
consistency the full value of
implementing a common project
management methodology is not
reached.
Many companies have attempted to
solve this problem through centralized
organizations that are responsible for
varying aspects of project
management methodologies.
Organizations call this group names
such as Project Office, Enterprise
Project Office, Project Management
Center of Excellence and the Project
Management Resource Team. Here, we
will use the term Project Management
Office (PMO). In some companies, the
PMO organization contains only one
person. In other organizations, the
PMO team could be quite large.
YR2K Projects Brought PMOs to
the Mainstream
Although the concept of the Project
Management Office has been around
for many years, for many
organizations the awareness level was
raised because of YR2K problems.
Many companies, especially larger
ones, realized that they needed a
concerted and coordinated effort to
ensure that their systems could
withstand the YR2K cutover. The basic
infrastructure of a PMO was
implemented, although with a singleminded focus to coordinate the
projects for the YR2K fixes. After YR2K
passed, many companies disbanded
the infrastructure, while others

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How to Set Up and Run a PMO

realized the long-term value in
continuing to coordinate aspects of
project management centrally.
There are many potential products and
services that a PMO can offer,
depending on the needs of the
organization and the vision of the PMO
sponsor. Before the PMO can be
successful, they must gain agreement
from the management team on their
overall role and the general
expectations they need to achieve. A
typical PMO is responsible for
deploying a consistent project
management methodology within the
organization, including processes,
templates and best practices. This is
not a one-time event, but a broad
initiative that could cover a number of
years. Some organizations set up a
PMO to do much less than that. Some
PMO's try to achieve much more.
A PMO costs money and time to run.
The hope is that the investment in the
PMO will be more than saved by
implementing common processes and
practices that allow every project
within the organization to be
completed better, faster and cheaper.

Builds the methodology and

updates it as needed to account for
improvements and best practices.
For instance, as new or revised
processes and templates are made
available, the PMO deploys them
consistently to the organization.

Facilitates improved project team

communications by having
common processes, deliverables,
and terminology. There is less
misunderstanding and confusion
within the organization if everyone
uses the same language and
terminology for project related
work.

Provides training (internal or

outsourced) to build core project
management competencies and a
common set of experiences. If the
training is delivered by the PMO,
there is a further reduction in
overall training costs paid to
outside vendors.

Delivers project management

coaching services to keep projects
from getting into trouble. Projects
at risk can also be coached to
ensure that they do not get any
worse.

Tracks basic information on the

current status of all projects in the
organization, and provides project
visibility to management in a
common and consistent manner.

Tracks organization-wide metrics

on the state of project
management, project delivery and
the value being provided to the
business. The PMO also assesses
the general project delivery
environment on an ongoing basis
to determine the improvements
that have been made over time.

Acts as the overall advocate for

project management to the
organization. This includes

The PMO Value Proposition

The value provided by a PMO is
summarized below. Although PMOs
can be established to provide a narrow
or broad set of services, this list
includes many of the common
responsibilities a full PMO would
perform. In general, a PMO

Establishes and deploys a common

set of project management
processes and templates, which
saves each project manager, or
each organization, from having to
create these on their own. These
reusable project management
components help projects start-up
more quickly and with much less
effort.

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How to Set Up and Run a PMO

proactively educating and selling
managers and team members on
the value gained through the use
of consistent project management
processes.
You Must Build a PMO that Makes
the Most Sense to your
Organization
There are almost as many varieties of
PMO as there are companies. There
are strong PMOs and weak PMOs.
There are some that have many
responsibilities in the organization and
some that have only a few. Some
companies rely on the PMO to be
responsible for all areas of project
management and project execution.
Other companies only want the PMO to
provide a consolidated reporting view
of all the projects in the organization.
Before you can jump in and start up a
PMO, you must first define what the
PMO will look like. Without this
foundation, all of the other work you
do will be in jeopardy.
The place to start creating your PMO is
through a formal organizational
definition. The value of defining a
logical organization is twofold. First,
you gain clarity and agreement on
what you are doing and why. This
information is communicated to
clients, stakeholders and your own
staff so that everyone starts off with a
common set of expectations. Second,
this exercise provides a framework for
the PMO to guide decision-making in
the future. For instance, you would not
want to undertake any PMO projects
that did not help you achieve your
organizational objectives. Likewise,
major decisions can be evaluated
based on whether they fit into your
strategy.
Building a Logical Organization
The term "logical organization" means
that when the definition is complete,

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the organizational structure will only

exist on paper. Once the logical
organization is defined, you still need
to actually staff the PMO at the right
level to support the logical
organization. The following major
components are used to define your
logical PMO. Many companies have the
expertise to perform this definition by
themselves. However, defining
missions and strategies is something
that you do not do every day. That is
why consultants are sometimes
brought in to assist. There are
consultants that specialize in these
organization assessments. They can
facilitate the definition process and
make sure that the resulting logical
organization provides a firm
foundation for the subsequent staffing
and project execution.

Mission: Describes what the PMO

does, how it is done, and for
whom. It is a very general
statement, usually aligning the
PMO to the value it provides to the
business. An example of a PMO
mission statement is "The Acme
Project Management Office (PMO)
implements and supports project
management methodology to
enable our organization to deliver
projects faster, cheaper, with
higher quality and within estimates
and expectations."

Strategy: There may be many

ways to achieve your mission. A
strategy is a high-level set of
directions that articulates how the
organization will achieve its
mission. Defining a strategy also
helps get the PMO aligned in the
same direction as strategies in the
rest of the company. Strategy
defines how you will do things over
the long-term - say three years and is used as an overall
framework for the more detailed
tactical decisions that are made on

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How to Set Up and Run a PMO

a month-to-month and day-to-day
basis.

Objectives: Objectives are

concrete statements describing
what the PMO is trying to achieve
in the short-term, perhaps up to
one year. The objectives should be
written at a low level, so that it can
be evaluated at the end of the year
to see whether it was achieved or
not. A well-worded objective will
be Specific, Measurable,
Attainable/Achievable, Realistic and
Timebound (SMART).
Sponsor: All organizations do not
have a sponsor, but a PMO
typically does. In this respect, a
PMO is similar to a project and, in
fact, many PMOs are established
with a project. The sponsor is the
person responsible for the PMO
funding, and in many cases the
sponsor is the manager that the
PMO reports to. Sponsors are
important for all initiatives, but
they are absolutely critical for a
culture change initiative such as
this.
Clients: Clients are the main
individuals or groups that request
and utilize the products and
services your organization
provides. (These people may also
be referred to as customers.) While
there may be many stakeholders
(below), it is important to
recognize who the clients are. They
should be the ones the PMO
focuses on - to help them meet
their project and business
objectives.
Stakeholders: These are the
specific people or groups who have
an interest or a partial stake in the
products and services your PMO
provides. Internal stakeholders
could include organizations you
work with, but who are not directly

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under the PMO umbrella. External

stakeholders could include
suppliers, investors, community
groups, and government
organizations.

Products / services: Products

describe tangible items that the
PMO produces, and are typically
produced as the result of a project.
Services refer to work done for
clients or stakeholders that does
not result in the creation of
tangible deliverables. Services
provide value by fulfilling the needs
of others through people contact
and interaction. The PMO achieves
its objectives through the creation
of products and the delivery of
services.

Transitional activities:
Transitional activities are the
specific activities and projects that
are required to implement the
physical PMO. If the PMO is new,
these activities describe the work
required to build and staff the new
organization. This does not imply
the creation of a full workplan, but
it includes the immediate activities
required to get you to the point
that the PMO workplan can be put
into place.

There are other aspects of the

organization that can be defined as
well, including the PMO vision,
principles, goals, skills, roles and
responsibilities.
PMO Job #1 Defining and
Supporting Project Management
Methodology
First and foremost, most PMOs are
responsible for the project
management methodology. On the one
hand this is obvious, but there is more
to this responsibility than you might
think. In general, the project
management methodology refers to
the processes, procedures, templates,

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best practices, standards, guidelines,
policies, etc. that you use to manage
projects. The methodology must also
be adaptable to meet the changing
needs of the business, and it must add
value to the projects that utilize it. In
addition, as new technologies and
methods emerge, the methodology
should evolve to reflect those
improvements.
All projects create deliverables /
products. At the end of many projects,
the deliverable that is produced needs
to be supported and maintained for
some period of time into the future. In
many cases the product, and the
related support, can go on indefinitely.
Project management methodology
should be viewed in terms of a
product. The methodology is deployed
into the organization through one or
more projects. The processes,
templates, training, etc. that make up
the methodology are some of the
deliverables that are produced. These
deliverables, and the methodology in
general, need to be supported and
improved over time. The support could
be very simple. For instance, you may
decide to redesign a template based
on feedback from members of your
organization. On a more complex note,
the PMO may be asked to implement
processes in new areas. For instance,
after the basic project management
rollout, your sponsor may ask the PMO
to implement a metrics program within
the organization.
The point is that coming up with the
holistic approach to implementation,
and then having a successful rollout, is
only part of the long-term focus of the
PMO. The PMO needs to continue to
support and update the methodology,
and continue to make sure it is
relevant in the organization. The initial
development and the subsequent
support of the project management

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processes are known as Methodology

Management.
There are three major areas of
methodology management
methodology development, support
and enhancement.
Methodology Development
In the past, if you wanted a project
management methodology, most
companies spent the time to develop
one from scratch. This was not
necessarily difficult, since most of the
basic project management processes
have been known for some time.
However, developing a process from
scratch could be very time-consuming,
especially if it is built at a detailed
level.
With the arrival of the Internet, other
options are available. New
methodologies have been developed
and introduced into the marketplace.
Now, just as with a software package,
there are three ways to obtain a
project management process.

Build. Companies still have the

option to build a custom
methodology from scratch.

Buy. There are now alternatives to

look at to purchase and bring inhouse. Consultants tend to have
methodologies, some of which are
strictly for internal use, and some
of which are for sale to client
companies. These can still be
expensive, although in many cases
they are priced very reasonably. If
you purchase a methodology, you
might be ready to start training
and rollout within 30 days.

Buy and customize. The third

alternative is to purchase a
methodology as your starting point
and then customize it based on
your own needs. This allows you to
only spend the time required to
develop or integrate your own

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How to Set Up and Run a PMO

organization standards, templates
and processes.
Methodology Support
There is an old adage about the
deliverables produced by projects.
That is, the day you begin to deploy
your product is the day you need to be
prepared to support it. This is true
with project management
methodology as well. When you
provide templates and training to the
first people in your organization, you
must be prepared to support the
people and the products from then on.
Examples of support include:

Answering questions about the

methodology and how best to
apply it on individual projects.

Helping people find things.

Maintaining the document

repository if there are hardware,
software or linkage problems.

Providing ongoing training classes

for new and current employees.

Methodology Enhancement
The last category of methodology
management is the enhancement of
the methodology over time. This
includes areas such as the following:

Expanding and extending the

current processes. For instance,
you may initially deploy a basic
quality management process, and
then later extend and expand the
processes to raise the quality bar
higher.

Creating new training classes and

extending the entire project
management curriculum.

Enhancing processes and templates

to make them more valuable and
easier to utilize.

Enhancements don't have to imply

more and more processes and

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templates. It is possible that you could

be reducing as well. For example, you
may have had two Status Report
templates for two different stakeholder
audiences that can later be
consolidated into one. One caution for
PMOs is that you dont want to overengineer the project management
process. If you do too much extending
and have too many methodology
requirements, you will start meeting
resistance from project managers who
think the methodology is getting in the
way of delivering projects faster and
cheaper.
Building Project Management
Skills Through Training and
Coaching
Once the methodology has been
selected, the PMO has to work to get
the organization to adopt the common
processes. Two of the primary ways
this is done is through training and
coaching services.
Training is one of the premiere
services offered by PMOs. In fact, in
many organizations, the primary role
of the PMO is to offer project
management training to the staff.
Coaching refers to working with
individual project managers or project
teams to transfer knowledge and teach
new skills. This is usually done inperson, but can also occur over the
phone or through emails.
Determine Your Training Needs
Like many of the services offered,
training must be considered
holistically, along with any other
services that the PMO is offering. It
doesnt make sense to just start
teaching classes. Project management
is a very broad field. There are dozens
of classes that can be offered, in many
different formats and delivery modes.
The PMO must take a step back first to
determine the subjects that most
sense to teach to each audience, as

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How to Set Up and Run a PMO

well as the timeframe and
dependencies of the subjects. The
following steps will help.

1. Determine the scope of

training. An early and

fundamental decision to make is
the scope of your training effort.
One basic assumption is that if you
offer project management training,
the project managers will be the
primary focus. However, there are
other stakeholders as well. You
need to decide what, if anything,
you will target to project
managers, team members,
functional managers, clients and
external partners. You must also
decide on content scope. For
instance, will you just teach
methodology skills, or will you
teach classes in soft skills as well
(such as listening, leadership,
etc.)?

2. Determine the training needs.

The PMO should assess the skill

levels of the organization within
the overall scope that was
determined earlier. This may have
been done in an earlier
organization assessment. If not,
then you need to gather feedback
from managers, clients and team
members to find out strengths and
areas for improvement.

3. Create your Training Strategy

and Plan. Now that you have

determined what you need, you
need to determine how you will do
it. The Training Strategy describes
how you will implement training at
a high level. The Training Plan
describes the details behind the
strategy. The Training Plan gets
down to the detailed level of
determining the specific classes to
offer, the order of the classes, how
the classes will be developed and
how they will be delivered.

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There are many options to consider

for training. For instance,
customized classes can be
developed and taught by the PMO.
This option is especially valuable if
the class must be delivered to
many people and the cost of
sending everyone to outside public
courses is prohibitive. You also
have the option of using
consultants to help build the
training classes much more
quickly. You can look at distance
learning options such as webinars
to reach your remote staff
economically. You can also look at
computer-based training. There are
many options to look at when
developing the entire training
curriculum. Once you have
approval on these documents, you
are ready to execute the plan.

4. Develop and teach the training

curriculum. This is basically the
execution of your Training Plan.
You would buy, build or outsource
various portions of your training
needs, based on costs, priorities
and capabilities.

Set up Coaching Services

Coaching is different from training.
Training implies a formal teacher-pupil
relationship, and the formal instruction
of material. Coaching is less
structured, and usually involves
talking through situations and
describing or demonstrating how
project management techniques can
assist. (Note that in some
organizations, this type of service
might be called project management
consulting, or mentoring.)
If your PMO provides coaching
services, you will need to be clear
about what these services include. It is
difficult for every Coach to have expert
knowledge in all aspects of project
management, especially when the

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How to Set Up and Run a PMO

deployment project is new. Instead,
the coaching services should be
aligned to the areas being deployed at
that given time. For instance, if your
PMO is initially deploying definition and
planning skills to the organization, the
coaching services should be on those
same topics. The Coaches must be
experts in those areas. On the other
hand, if a project manager wants
coaching on quality management, the
Coach may have more limited
knowledge. Later, when the PMO
focuses on deploying quality
management, all the Coaches should
be knowledgeable in the subject.
You must also be clear on whether you
will provide coaching in non-project
management processes. For instance,
if you are coaching on project
management, you may get a request
to help create a Test Plan. If the scope
of your PMO includes project
management only, this is a request
you would not be able to help with.
However, if your PMO also performs
coaching on the development life
cycle, then perhaps you would be able
to help. Likewise, your PMO might
receive a request to help a project
team use a scheduling tool. Again, if
this were not a part of the coaching
service you are offering, you would
need to decline the request.
The PMO Should Perform Audits
and Assessments to Validate
Progress
The PMO can validate whether all of
this work is effective through a
combination of project auditing and
organization assessments.
Project-Level Audits
Many of the services provided by the
PMO, such as coaching and
training, are designed to build
capability and increase skill levels. The
auditing service, however, serves two
functions.

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You audit to check compliance. It is

used to ensure that project
managers are using the new
project management processes.
The results of the project audits
will be used as input into the
periodic organization assessments.

Auditing can also be an opportunity

for coaching. During the audit, you
can help the project manager
understand how the methodology
is applicable to their project. If
project managers are open
minded, a project audit could be an
opportunity to learn new things
about how the project
management processes apply to
them.

Project audits are one way for the PMO

to validate that the project teams are
utilizing the appropriate project
management processes. It is one thing
to provide training and coaching and
have all the appropriate processes and
templates defined. It is another thing
for the new processes to actually be
adopted and utilized by the project
teams. If you want to change the
culture and make sure that the new
processes are sticking, you must make
sure that the project teams are
utilizing them correctly. The purpose
of the auditing session is to determine
how well the project manager and
project team are utilizing the project
management methodology. During the
project audit, a member of the PMO
asks a series of questions to ensure
compliance with the required
processes and procedures.
Some companies could utilize
consultants in some (or all) of this
project management deployment.
Project auditing is another service that
consultants can execute effectively.
Although the internal PMO will handle
this service in most companies, project
auditing is a stand-alone service that
outside parties can also handle

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effectively. In fact, there are
companies that have special expertise
in auditing. In some cases, having an
outside party perform the audits gives
the process an extra air of legitimacy
that will cause senior management to
pay attention.
If your organization is set up with the
project managers reporting directly
into the PMO, then the adoption of
project management processes is
within the control of the PMO.
However, in most organizations, the
project managers continue to report
into their functional organizations. In
any culture change initiative middle
management plays a key role in
overall success or failure. Middle
managers can be a huge asset if they
are behind the culture change.
Unfortunately, they can also be the
biggest obstacles to overcome if they
are not totally on board.
(Unfortunately this is more typical of
the general role that middle managers
play.)
To help reinforce the responsibilities of
the managers, the results of the
project audit should be documented
and sent back to the project manager,
as well as the manager of the project
manager. In addition, the results are
summarized and sent to the project
sponsor, Steering Committee and
other management stakeholders. If a
team is not using the standard
processes, the senior managers and
the sponsor ultimately need to ask
questions. These questions to the
managers are designed to make sure
that the middle managers understand
the important of pushing the changes
within their organization.
Don't Audit All Projects
The auditing process can be time
consuming. Just as it is not possible to
provide coaching for all projects, it is
also not practical to audit all projects.

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Actually, you don't need to. As was

discussed previously, much of the
push to implement standard project
management processes is going to
come from senior and middle
managers. If you audit a project in a
certain department and they come out
pretty well, it is likely that the other
projects in that same area will come
out well also since the functional
manager is probably helping with the
push. On the other hand, if you audit a
project and they are not following the
standard procedures, it is likely a sign
that the manager from that area is not
being supportive of the methodology,
and other projects in that area will
probably have problems as well.
Raising visibility of the problem
projects should bring organizational
pressure to bear to make the proper
changes.
Organization Assessments
Audits are done on a project-byproject basis. However, on a periodic
basis (yearly or semi-annually) the
PMO should look at the entire
organization and assess how well the
project management processes are
being integrated into the work routine.
This is a similar process to what was
done at the beginning of the initiative
in the Current State Assessment,
although the follow-up assessments
are not nearly as detailed or rigorous.
The assessments can consist of
feedback from project audits,
interviews with key managers and
stakeholders, antidotal feedback and
any metrics that are available. These
assessments are compared to the prior
assessments to gain a sense for the
progress being made. This information
is especially interesting to the sponsor
and other management stakeholders
who need to understand how the
implementation is going and whether it
is successful or not.

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If you are implementing to a large
organization, you will probably find
that some areas are implementing the
processes more effectively than
others. For that reason, the
assessment needs to be sure to cover
all major departments or divisions.
By performing a number of
assessments over time, the PMO can
gain a sense of the whether project
management processes are being
successfully integrated into the
organization. Assessments also offer
the opportunity to take corrective
actions if the new processes are not
being successfully integrated into the
organization.

consolidate it and report it. However,

like all activities that rely on people,
this can be easier said than done. Your
PMO will probably encounter the
following challenges.

Timeliness. First, chances are all

the project managers will not send
you the required status information
within the timeframe you need it.

Accuracy. In many cases, the

information will not be accurate.
For instance, the project manager
may make his or her project
appear to be on schedule, even
though not all scheduled activities
are completed. Their rationale is
that they will make up the
activities in the next reporting
period. You may spot this if the
accomplishments for the previous
period do not reflect the same
work that was supposed to be
completed according to the prior
Status Report.

Completeness. In many cases,

the information on the report is
accurate, and it may also be
timely. However, you may find that
it is not complete. For instance, the
information provided may be very
brief and does not provide a real
sense for the status of the project.

Leverage the PMO to Consolidate

Project Status and Metrics
One service that is typically associated
with a PMO is to provide common, rollup reporting on the state of all the
projects being executed within the
organization. This concept can be
extended so that the PMO tracks a
complete, portfolio-wide view of all
active, pending and historical projects.
On the surface, this might seem like a
trivial exercise. However, it can be
quite time-consuming. First, the PMO
must work with the management
stakeholders to define what is in the
consolidated status report. Some
organizations like to keep each project
to one line, with some type of overall
status indicator such as green (okay),
yellow (caution) or red (trouble). If the
reader wants more information, he or
she can follow-up with the project
manager. Other organizations like to
see a full status report on each
project. If there are questions or
concerns, the status report may
contain the answers that the reader is
looking for, without have to follow-up
further with the project manager.
The PMO needs to collect status
information on each project,

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Of course, these problems need to be

overcome. The PMO can address these
types of chronic problems through
activities such as the following:

Explain who is requesting the

information and what it will be
used for. This is a key aspect of
consolidated reporting. People do
not like to spend the time to
provide information if they don't
feel it will be used. If they
understand who is requesting the
information, it might take on more
priority in their mind.

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How to Set Up and Run a PMO

Be clear on the information you

need and use what you are
requesting. You want to be clear
on the information you need and
how it will be used. Make sure that
you do not ask for status
information that you don't need it
for consolidated reporting.

Clearly communicate when the

Status Reports are due. The
PMO will have difficulty gathering
status information from some
percentage of project teams. Make
sure that you don't give anyone
the excuse that they did not know
when it was due.

Follow-up with project

managers on items that need
further explanation and clarity.
If you receive status information
that does not contain the content
or format you need make sure you
follow-up with the project
manager. This follow-up is
designed to make sure that the
project managers know what you
need differently, with the hope that
you won't then have to continue to
follow-up with them afterward.

Use the governance process if

necessary. If you find that the
PMO is spending too much time
running around for the information
every month, you are going to
have to go back to the sponsor for
help. This is where you need
backing on the process
governance. Senior managers need
to be held accountable if project
managers in their organization
cannot get the status reports in
correctly and on-time.

Consolidated Metrics
There are a number of places where
the organization gains value with the
implementation of project
management. If the PMO does not
attempt to track and quantify some of

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these benefits, the organization will

have no idea what value has been
provided. In general, the metrics
associated with project management
value are also indirectly indicative of
the value of the PMO. For instance, if
more projects complete within
expectations, it would indicate the
value associated with project
management, and would, in turn,
point out the value provided by the
PMO.
Organizational Metrics
One of the most difficult items the
PMO will be asked to work on is
determining the value of the project
management. It is one of the more
fundamental questions for your
sponsor and senior management to
ask. And yet it is also one of the most
difficult to successfully answer. There
seems to be intuitive value in
implementing a standard project
management methodology, but if you
try to quantify the value, you will
quickly become stuck. It is a little like
holding a cloud. From the distance, it
seems like there should be something
there that is solid that you can get
your hands on. However, the closer
you get, the more vague and
transparent everything becomes.
There are a couple approaches to
these organizational metrics. One is to
rely on industry research and look for
companies and case studies that are
similar to your organization to
compare yourselves to. The thought is
that if someone else was able to
measure value and you are a similar
company implementing in a similar
way, you should be able to claim
similar value.
Second is to actually try to calculate
the value associated with using a
methodology. For instance, the PMO
can work with project managers on
different types of projects to
determine cost savings associated with

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How to Set Up and Run a PMO

maintaining good scope change
procedures, managing risk proactively,
and managing client expectation
effectively. As you continue to
interview a subset of the project
managers, you should start to see
some trends that you can apply to the
rest of the projects in your
organization.
Third, look for the reuse value
associated with using the common
project management process. Again,
this approach asks project managers
to estimate the savings associated
with using similar processes on
multiple projects and getting their
estimate of the cost and time savings
associated with reusing the common
processes on an ongoing basis.
There are some areas of service where
the PMO does not already have a
sufficient level of expertise. Metrics
could be another one of these areas.
Many companies do not know much
about defining and capturing a good
set of metrics. Some consulting firms
have a strong expertise in this area
that could be leveraged to make sure
you start off on the right foot.
Round out the PMO with Other
Product and Service Offerings
It is difficult to address all the
potential services having to do with
PMOs, but here is an attempt to
summarize some of them. Keep in
mind that probably no single PMO will
undertake responsibility for all of the
services mentioned below. However,
understanding the nature of the many
services that can be offered will help
you determine the most important
areas that will be offered by your PMO.
Establish and Support a Document
Repository
One of the value propositions to
deploying common project
management processes is the ability to

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reuse processes, procedures,

templates, prior examples, etc.
However, the ability to reuse
documentation does not come about
like magic. If project managers want
to see whether there might be preexisting material that would help
them, they are not going to be
expected to contact every other
project manager. To facilitate process
and document reuse, the PMO needs
to establish and manage a Document
Repository. This could be as easy as
setting up a directory structure that
everyone in the organization can
access. It might also be more
elaborate and multi-functional, like a
tool specifically designed for document
management. Depending on how you
implement this facility, you need to
properly set up a classification
structure, make sure that only
approved information is posted there,
make sure the information stays
current and relevant and make sure
that the facility is actively marketed
and utilized by the organization.
Convert Key Learnings to Best
Practices
At the end of every project, the project
manager, team, client and major
stakeholders should get together in an
end-of-project meeting to discuss what
was planned and what actually
happened. At some point in the
meeting, you should turn your
attention to lessons-learned. The
lessons should be collected and
consolidated in the Document
Repository. One problem, however,
with lessons-learned is that they
typically only apply to that one
project.
As the PMO collects more and more
key learnings, they may start to see
patterns emerge in the lessonslearned. At some point, lessonslearned from projects can be raised
from the level of a best practice. A

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How to Set Up and Run a PMO

best practice statement implies that
the benefit can be gained for all
projects, not just the few that reported
it.
Coordinate a Common Resource
Pool
All companies need to have a process
to staff projects. In some companies,
the resources are allocated per
business units. In other companies, all
of the project people are assigned to
one central staff. Since the PMO is a
focal point for all project management
related activity, it is the right place to
manage these common resource
pools. The resource pool could be for
project managers only, or it could be
for all potential project team
members. Creating a common
resource pool involves taking a skills
inventory of all shared resources and
keeping track of when each person will
become available from their current
project. The PMO can then have the
information available as new project
are ready to start, or the PMO can, in
fact, have certain projects started
based on the availability of skillsets.
Provide a Document Review
Service
Document reviews can be offered on a
stand-alone basis to help ensure that
project managers are utilizing the
standard templates as they were
intended and that they are being
completed clearly and consistently.
This service basically just involves
project managers sending in project
deliverables to receive a quick review
and feedback. The PMO is not
approving the document, but they
are providing feedback on the content,
format and readability of the specified
document.
Define the Role of Contractors on
Projects

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Most companies utilize contractors for

some portion of their workload. The
question that your company must
answer is how best to utilize
contractors and how best to utilize
employees. There is not one answer
that fits all companies. Each company
and each organization must determine
the things that are most important to
them, and create an overall policy for
utilizing contractors within that
context. For instance, one company
might decide that their business runs
on their legacy systems, and they are
not going to trust contractors to keep
these applications running. Another
company may decide that the legacy
systems represent the past, and that
new projects represent the future. In
that company, they may decide to rely
on contractors for support, but they
may prefer to utilize employees for
new projects. Likewise, some
companies insist that all senior
positions be staffed with employees.
Other companies do not have a
problem placing contractors in any
position where they are short of
employees or do not have the right
employee available. The PMO can help
determine the right policies for your
company.
Benchmark with Other Companies
As your company becomes more
sophisticated utilizing metrics, you
might realize that collecting internal
data on internal projects is valuable,
but can only take you so far. You don't
really know how efficient and effective
your project delivery is unless you can
compare how you deliver projects
against other companies.
Benchmarking studies (one-time) and
benchmarking programs (longer-term)
are a way to compare your
organization against others.
Benchmarking requires that you
gather a set of predefined metrics that
describe the result of very well defined

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How to Set Up and Run a PMO

processes. The resulting metrics that
are captured from other companies,
using the same set of processes and
definitions, can be used to create
benchmarking statistics that allow you
to compare your organization against
others. This information can be
evaluated to determine if there are
similar changes that can be applied to
your organization to achieve similar
results.
Benchmarking is an area that few
companies want to try to start on their
own. It requires a lot of work, and the
processes you define need to be
applicable to a range of outside
companies. If you are going to
benchmark, you are generally going to
need to utilize an outside firm that
specializes in benchmarking. This
company may already have the core
set of processes, metrics and
benchmarks defined. They can also
spend the time to get other companies
involved, they can conduct the study
and they can help interpret the results.

About TenStep
TenStep, Inc. (www.TenStep.com) is
headquartered in Atlanta, Georgia
(USA), and specializes in developing,
consulting and training in business
methodologies. The companys
flagship product is the TenStep Project
Management Process, which has
been licensed to thousands of
companies and individuals around the
world. In addition, TenStep has
training, consulting and business
methodology products covering Project
Management Offices, portfolio
management, software development
and application support.
The TenStep process is translated into
14 languages, allowing it to be utilized
by organizations in most parts of the
world.
TenStep meets the needs of local
businesses with a network of
offices in the USA and around the
world.
Our training classes include:

Project Management (advanced

and basic)

Preparing for the PMP Exam

Earned Value Management

Setting up and Running Project

Management Offices

We have done it before.

Setting up and Running Portfolios

Contact us for more

information.

Gathering Business Requirements

Many, many more

Setting up a Project
Management Office does not
have to be a daunting task.

info@tenstep.com
877.536.8434 / 770.795.9097

www.aspe-sdlc.com

Our consulting services include:

Project management deployment

and customization

Project Quickstarts

Setting up PMOs

Project management coaching,

auditing documentation review

877-800-5221

How to Set Up and Run a PMO

Managing your projects

Many more

About the Author:

Tom Mochal, PMP is the president of
TenStep, Inc. (www.TenStep.com), a
methodology development, consulting
and training company. He is also the
head of The TenStep Group, a network
of TenStep offices supporting the
TenStep process in numerous
languages and countries around the
world.
Mochal is author of a book on
managing people called "Lessons in
People Management" and a companion
book on project management called
"Lesson in Project Management.
Mochal also authored all of the
TenStep methodology products.
Mochal recently won the
Distinguished Contribution Award
from the Project Management Institute
for his work spreading knowledge of
project management around the world.
Mochal is a speaker, lecturer,
instructor and consultant to companies
and organizations around the world.
He is a member of the Atlanta,
Georgia (USA) chapter of the Project
Management Institute (PMI), the
American Management Association
(AMA), the American Society for the
Advancement of Project Management
(asapm), and is a partner in The
Management Mentors, a group
dedicated to building knowledge in
project management, IT management
and leadership/personal development.
Contact us at info@tenstep.com
TenStep, Inc.
2363 St. Davids Square
Kennesaw, GA. 30152
877.536.8434
770.795.9097

www.aspe-sdlc.com

877-800-5221