PM Basics | Projects Support

Project Management Office Comments Off

I wanted to write two posts to explain two types of PMOs: 1) The start-up basic project support PMO, for when we’re starting to do project management and we don’t know how; And 2) the PMO focused at strategic level (portfolio, etc) -.

I think this is a nice simplification of what PMOs can do.

So, let’s see, we are starting to work on projects, or so we think as we have to do some work for customers, we have deadlines and money to spend, but haven’t done project management before… Typical things that we may need are:

  • Set up an intranet site or sharepoint site as the repository of PM docs and info
  • One page to explain the methodology: e.g. Waterfall model such as Requirements, Design, Build, Test, Release; and Gates Review with Signoff process.
  • Standard Templates to document phases’ deliverables (Requirements doc template, Design doc template, etc)
  • Standard Templates for Status Reports, Risks and Issues Log, Budget, Project schedule (standard set of milestones)

With all the above we have achieved that all projects will follow a similar plan and development path. Projects will be planned and thought before we start programming or building. The main PM artifacts (budget, schedule, risks&issues, status report) are a minimum that helps the project to be internally controlled, but also allows to compare vs other projects.

A Lite PMO would be responsible to create the site, the docs and templates, and support PMs in following the set methodology. The PMO could be just one experienced PM, not even necesarily at full time.

However, this is a very simple start. Good project management requires more than just templates. The PMO could also support in any other areas where gaps may exist: e.g. Defining project scope/requirements; Getting good estimates;  Ensuring good comms among team members and externally with stakeholders (meeting agendas and minutes), etc

What is PMO ?

Project Management Office Comments Off

Different PMO books and web sites give different PMO definitions and responsibilities. Because there isn’t a universal PMO model.

People may talk about PMOs based on what they have seen at their company, or some best case example. But each organization is different, and one cannot always re-use the same model in a different environment and context.

But the basics are that organizations want to improve project performance (Truth is that projects generally underperform – late deliverables, cost overrun, don’t meet expectations). If projects by definition are bounded by their particular or unique objectives, scope, resources and timeframe, can they be run as isolated isles of effort, or should projects be coordinated amongst themselves within the same company? How does each project relate to the host organization? How do projects share the common and limited resources in the organization? How do projects and the organization manage conflicts or differences between the projects?

The need for a project management order and understanding, a coordination or standardization of the project management approach within the organization, is what defines the Project Management Office (PMO).


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