EPMO Where To Start

Enterprise Program Management Office
Where to Start?
The Project Management Center of Excellence
Presented by: Mrs. Enid T. Vargas Maldonado, PMP

www.partnersfl.com
PMI, the PMI logo, PMP, the PMP logo, PMBOK, Project Management Journal,
PM Network, and the PMI Today logo are registered marks of
Project Management Institute.
1
Copyright 2008. Project Management Partners. All Rights Reserved.
OUR GOAL..
TO HAVE A PM CENTER OF
EXCELLENCE THAT ADDS VALUE
NOT BUREAUCRACY
2
Where to Start?
Lessons Learned
Organizational Maturity level is the

key, the PMO must evolve
gradually.
PMO often has short term to
demonstrate its ability to create
value before it is restructured or
closed down.
New PMOs are being created at a
relatively high rate and they are
being shut down or radically
reconfigured at a similar rate.
More than half the PMOs in
existence today were created in
the last two years.
PMOs goal should be the
development of project
management as a profession.
PMOs: Growth and Expansion
YR
20072008
77%
54%
PMO
EPMO
YR
2000
0%
47%
0%
50%
100%
Source: The State of the PMO 2007-2008 A BENCHMARK OF CURRENT BUSINESS Value of Project Management study.
3
Where to Start?
Lessons Learned
Study of 750 Global
Organizations
Research
Which is the EPMOs impact to the
bottom line?
Findings
The Future
Source: Michael Stanleigh is author of the global report: From Crisis to Control: A New Era in Strategic Project Management.
4
Where to Start?
Lessons Learned
Research
Findings
Strategic Competitiveness
EPMOs are more effective and can
better impact the bottom line, when
they are operating at the corporate
enterprise-wide strategic level, rather
than at the departmental level.
The Future
5
Where to Start?
Lessons Learned
Research
Findings
Evolution
The Future
Project management should not be a

departmental strategy; it should be an
organizational strategy.
6
Where to Start?
The Program Management Office SIG will promote the values
of program management and PMO utilization at different
levels within organization or enterprise through the application
of established standards for communications, practices,
growth, and success.
The PMI Program Management Office Specific Interest
Group (PMOSIG) is a Knowledge Based component of the
Project Management Institute (PMI) with:
Membership representing 49 countries, 171 chapters, nearly
1200 postal codes, the top vertical markets, more than 400
leading companies and government entities around the
world. http://www.pmi.org/sigs/PMO
Figure 1: Canada EPMO

Figure 2: State of Minnesota EPMO
7
Where to Start?
Show The Value
Run
Run like
like aa business.
business. This
This is
is
the
center
of
PM
best
the center of PM best
practices
practices implementation.
implementation.
ItIt is
is aa central
central point
point of
of control
control
and
oversight
for
programs
and oversight for programs
and
and projects
projects
Vision
Strategic Plan
Action
EPMO
Tangible & Measurable

Results
The
The name
name for
for our
our Project
Project
Management
Center
Management Center of
of Excellence
Excellence
should
communicate
our
should communicate our goal.
goal.
Main
Main role
role == facilitator
facilitator or
or integrator.
integrator.
8
THE ASSESSMENT
15 QUESTIONS QUIZ
9
QUIZ
1. Does your Organization currently have an PMO? If your answer was
yes, please answer the following questions.
2. Does your PMO support 100% Business Strategic Initiatives?
3. Which automated project management tool is used by your
organization?
4. Do you maintain statistics or scorecard about projects success?
5. Do you have an organization-wide coordination and communication?
6. Are you still selling the PMO to non-believers?
7. Would you consider your PMO effective?
8. Is project financial performance measured? Such as Return on
Investment (ROI)?
10
QUIZ
9. Does your PMO leadership have direct access to and
guidance from top decision makers?
10. Does your PMO engage in portfolio management activities?
11. Are projects selected objectively?
12. How is project evaluation or audit conducted?
13. Does your PMO document history or set the course?
14. Has your PMO implemented a plan for communications or are
you still lost in translation?
15. Is your PMO a strategic facilitator and integrator?
11
Current Characteristics
60%
50%
40%
30%
20%
10%
0%
Project Management Office
Name containing "project"
Project Support Office
Project Office
Program Management Office
Center of Excellence
No name
Other
Different names such as

PMO or Project Office
Small staffing 59% have
between two to seven
people.
Passive Role
Little or no decision-making
authority.
Highly variable roles and
wide range of functions.
Either all or none of PMs
are located within most
PMOs.
Uncoordinated organization
initiatives.
12
Location in the Organization
38%
62%
Central PMO
Business Unit
13
Why are PMOs formed?
Global Projects
Mergers & Acquisitions
Outsourcing Initiatives
Marketing
Expansion and/or transformation
Supplier Management Recommendation
Mandates or Regulation HIPAA & SOX
A new boom
14
Challenges
External
Laws
Culture & Language
Suppliers
Competition
Regulatory
Compliance
Economic Conditions
Political Scenarios
Internal
Organizational Change
Language & Culture
Financial Performance
Business Process:
Alignment,
Opportunities
Promotion of Technical
People to PM
Marketing Drive
15
Effective EPMO Implementation

in Six Steps
Positioning, Giving Identity, Persuading,
Redefining Success, Gaining Credibility,
and Improving.
16
Positioning
Project Management Processes
Initiation Processes
2005. Project Management Institute, Inc. All rights reserved.
Based on Project Management Body of the Knowledge Third Edition
17
Initiation Processes
Positioning
Positioning Start
Start from
from the
the Top
Top (The
(The Big
Big Picture)
Picture)
Authorization
Authorization
(Buy-in)
(Buy-in)
Assessment
Assessment
&
& Strategy
Strategy
Steering
Steering
Teams
Teams
Preliminary
Preliminary
Scope
Scope
Communication
Communication
Strategy
Strategy
Critical
Critical Elements
Elements
18
EPMO Challenges: SDI Assessment

Your self-perception is
based on
Their perception of you is

based on
Behaviors
(External)
Motivation
(Internal)
Intentions
Intentions
Motivation
Behaviors
what you are trying to do!
what they are seeing you do!
Source: Strength Development Inventory SDI Manage Conflict and Improve Relationships
based on Elias H. Porter, Ph.D Well-regarded psychologist, author, practitioner and researcher
19
Portraits
Organizational Self-Assessment
Top & Middle Management
Expectations &
Assumptions
Strategy
21

Predicted
Performance
Past
Performance
Relationship Awareness Theory

Past
Performance
Motives, Priorities,
Value System
Predicted
Performance
Demand & Reward
Structure of the
Environment
Theory connections to client-centered psychology (Rogers et. al.), social psychology

(Fromm and Freud) and original contributions in conflict management (Porter).
GIVING IDENTITY
Planning Processes
22
Planning Processes
Giving
Giving Identity
Identity -- Vision
Vision and
and Mission
Mission
Roadmap
Roadmap
Standards
Standards &
&
Methods
Methods
Staffing
Staffing
Education
Education
&
& Training
Training
Program
Program
Ready-Set-Go!
Ready-Set-Go!
Critical
Critical Elements
Elements
23
Planning Processes
EPMO Roadmap
Y1, 20YY
Y2, 20YY
Y3, 20YY
Y4, 20YY
Phase 1
Start-up: PM Knowledge
Phase 2
Start-up: PM Processes
Application
Phase 3
Standard PMO: Portfolio Management
Phase 4
Advanced PMO: Integration
Phase 5
Center of Excellence:
EPMO Governance
24
Planning Processes
Staffing: Establish EPMO organization chart

EPMO
Director
Administrative
Staff
Medium-term (1 2 years)
Authorization
Champion
Standards
Champion
Education
Champion
Readiness
Champion
Work along side

EPMO Champions
Works alongside with project managers and
consultants to train, coach, support them.
PMs
Consultants
Managing projects
25
PERSUADING
Execution Processes
26
Execution Processes
Persuading
Persuading -- Challenge
Challenge the
the fear,
fear, resistance
resistance and
and status
status quo
quo
Pilot
Pilot Project
Project
Training
Training and
and
Career
Path
Career Path
Mentoring
Mentoring
&
& Support
Support
Quality
Quality
Assurance
Assurance
Information
Distribution
Critical
Critical Elements
Elements
27
Execution Processes
Pilot Project
Select a small or
medium size project
(e.g. small 1 month, medium
3 months duration)
Assign an experienced
PM with strong
soft and hard skills.
Establish Measurable
Success Criteria
Show Performance
Follow PMI Best Practices
28
Execution Processes
Mentoring and Support Functions

Augment: providing personnel to the
project for the performance of certain
tasks.
Mentor: working together with project
personnel to ensure proper execution of
certain tasks.
Consult: providing support to project
managers during project life cycle.
29
REDEFINING SUCCESS
Monitoring and Controlling Processes
30

Redefining
Redefining Success
Success -- New
New Thinking
Thinking Process
Process
Executive
Executive
Control
Control Board
Board
Monitoring
Monitoring &
&
Evaluation
Evaluation
Readiness
Readiness
QC
QC
Performance
Performance
Reporting
Reporting
Management of
Organizational
Change SDI
Critical
Critical Elements
Elements
31

Management of Organizational Change
Executives
Strategic Level
SDI Model
Change
Tactical Level
Managers
SDI Model
Operational Level
SDI Model
Staff
32
GAINING CREDIBILITY
Closing Processes
33
Closing Processes
PM Processes:
Capture Lessons
Learned
Reward & Recognition
Achievements
Define Next EPMO

Level
Results:
Performance
Accountability
Financial Value
Leverage Strengths
The companys project success

rate has soared from 54% in 2002
to 88% percent today. Improved
project management has had a
dramatic impact on the companys
financials.
Source: June 01, 2006
John Parker, CTO AG Edwards
PM When Failure is Not An Option
CIO Magazine
www.cio.com
34
IMPROVING
Post-Implementation
35
Post Implementation
Health Checks
Customer satisfaction (Performance)
Process excellence (Leverage &
Accountability)
Value realization (Strategic Alignment)
Compliance (PM Policies & Procedures)
Transition management (Staffing &
Change Management)
36
Post Implementation
Recommendations
Determine if the organization is ready to
move to the next project management
maturity level.
Prepare a list of improvement and
corrective steps into an action plan.
Discuss with steering teams the list of
corrective actions.
37
Post Implementation
EPMO Maturity Model Roadmap
Inputs
EPMO
GO Sponsor
Team
Goals
Recommended
Corrective
Recommended
Actions
Corrective
Actions
Recommended
Corrective
Actions
Recommended
Corrective
Actions
Phases
Year 1
EPMO Deliverables
OPM3 &
Charter
Scope
Statement
Templates
Pilot Project
EPMO Monitoring and Control
Year 2
Year 3
Planning
and Control
Processes
in One (1)
Business
Unit
Planning
and Control
Processes
in all
Business
Units
Year 5
Year 4
Integration
Improvements
to PM
Governance
Continuous
Improvements
Recommended Corrective Actions and Change Control
38
Summary
EPMO Life Cycle - Six Implementation Steps
POSITIONING
GAINING
CREDIBILITY
PERSUADING
GIVING
IDENTITY
REDEFINING
SUCCESS
Improving
39
Summary
The project management center of excellence that
is structured to manage projects across
departments, locations and countries is best
implemented on an enterprise-wide basis.
This is because it will hold the responsibility for
ensuring consistency in the management of all
elements of each of these projects and will also
be able to assess and prioritize each project for
alignment with the corporate strategy.
40
Believe You Can Succeed

Attitudes are Contagious
If Optimism Is Not Your Nature
It Just Needs To Become The Habit You
Practice!
41
References
Project Management Institute. A Guide to Project Management Body

of Knowledge (PMBOK Guide) Third Edition.
The State of the PMO 2007-2008 A BENCHMARK OF CURRENT
BUSINESS Value of Project Management study
customerservice@cbponline.com.customerservice@cbponline.com.
Michael Stanleigh is author of the global report: From Crisis to
Control: A New Era in Strategic Project Management.
Strength Development Inventory SDI Manage Conflict and
Improve Relationships based on Elias H. Porter, Ph.D Well-regarded
psychologist, author, practitioner and researcher
Project Management Institute, PMOSIG.
EPMO Implementation Experiences:
State of Minnesota
http://www.state.mn.us/portal/mn/jsp/content.do?agency=OETweb&id=-536890276&subchannel=536890651
Treasury Board of Canada

http://www.tbs-sct.gc.ca/emf-cag/project-projet/project-projet-eng.asp
42

EPMO Where To Start

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What are some lessons learned when starting a PMO?

What are some lessons learned when starting a PMO?

What factors impact the effectiveness of a PMO?

What factors impact the effectiveness of a PMO?

Enterprise Program Management Office

Presented by: Mrs. Enid T. Vargas Maldonado, PMP

Organizational Maturity level is the

PMOs: Growth and Expansion

Project management should not be a

Figure 1: Canada EPMO

Tangible & Measurable

Name containing "project"

Project Support Office

Program Management Office

Different names such as

Location in the Organization

Why are PMOs formed?

Effective EPMO Implementation

EPMO Challenges: SDI Assessment

Their perception of you is

what they are seeing you do!

EPMO Challenges: SDI Assessment

EPMO Challenges: SDI Assessment

Relationship Awareness Theory

Theory connections to client-centered psychology (Rogers et. al.), social psychology

Staffing: Establish EPMO organization chart

Work along side

Follow PMI Best Practices

Mentoring and Support Functions

Monitoring and Controlling Processes

Monitoring and Controlling Processes

Reward & Recognition

Define Next EPMO

The companys project success

Copyright 2008. Project Management Partners. All Rights Reserved.

EPMO Monitoring and Control

Recommended Corrective Actions and Change Control

Believe You Can Succeed

Project Management Institute. A Guide to Project Management Body

Treasury Board of Canada

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