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Execuve Summary The Top 10 Habits of Highly Eecve PMOs 1. Implement an Objecve Project Selecon Process 2. Develop Robust Guidelines 3. Build a Process Framework 4. Measure Project Performance 5. Use a Project Porolio Management and Reporng Tool 6. Employ a PMO Help Desk 7. Oer Training to Project Teams 8. Manage Stakeholder Communicaon 9. Conduct Project Audits 10. Create a PMO Roadmap Conclusion 3 4 4 4 5 6 6 7 7 8 8 9 10
Execuve Summary
Eecve project management oces (PMOs) ulize project management best pracces, employ repeatable processes, and are recognized for the tangible improvements in project performance they provide to their organizaons. There is an abundance of informaon available describing the compeve benets of starng a PMO. Some of the most frequently cited benets include decreased project failure rates, improved alignment with strategic goals, and improved capability to meet cost, schedule, scope, and resource objecves. If these sound like benets you would like to realize in your enterprise, youre not alone. According to a recent survey of execuves conducted by CIO Magazine and the Project Management Instute (PMI), 76 percent reported that they had created a PMO in the past 3 years, and the longer the PMO had been in operaon, the more project success rates improved. You can achieve these benets by making sure your PMO delivers real value. The ten habits outlined below will make your PMO more eecve, and maximize its benet to your organizaon: 1. Implement an Objecve Project Selecon Process 2. Develop Robust Guidelines 3. Build a Process Framework 4. Measure Project Performance 5. Use a Project Porolio Management and Reporng Tool 6. Employ a PMO Help Desk 7. Oer Training to Project Teams 8. Management Stakeholder Communicaon 9. Conduct Project Audits 10. Create a PMO Roadmap
If implemenng all of these habits seems daunng, consider outsourcing porons of your PMO. There are innovave and cost eecve soluons that can have a dramac impact on the eecveness of a PMO. Packaged with PMI cered analysts, deep subject maer knowledge, and project tools, Mers PMO Central delivers a virtual help desk, learning center, reference center and PMO reporng. It is a cost eecve PMO soluon that combines virtual PMO services with PPM CentralTM, Mers project porolio management (PPM) soware. This oers a seamless integraon of project support, subject maer experse, and project performance analysis to empower you to execute projects successfully, improve process maturity, and opmize your PMO.
Today, there are many choices for PMO guidance and support. Organizaons without budget challenges may choose to stand up a full PMO in house or hire tradional consultants. Organizaons with the desire or mandate to opmize resources and cut costs may choose to outsource these funcons and implement a virtual PMO. Whichever opon you choose, your PMO needs a blueprint for success. Keep these ten habits in mind as you iniate or evolve your PMO, and youll be on your way to tapping the real compeve advantage that an eecve PMO can provide.
According to a CIO execuve survey, 66 percent of high performing organizaons have already established a PMO to capture these benets.
Top 10 Habits of Highly Eecve PMOs set expectaons within the organizaon about what is required of projects and project managers. However, guidelines are more than just a way to set policy for the organizaon. When embraced by the organizaon, they become an integral part of the project managers toolkit in two important ways. First, it makes it faster and easier for them to build high-quality plans. And second, it makes it easier for them to re-purpose similar deliverables or plans produced elsewhere in the organizaon. This improves their eciency, and strengthens the project management culture in the organizaon. By giving project managers these guidelines up front, the PMO is seng up the project manager and the organizaon for success.
The most eecve guidelines are living documents reviewed and updated regularly to evolve and mature over me.
Creang guidelines does not have to be a dicult task for a PMO. Start by documenng all of the unocial project policies that exist within the organizaon. Most organizaons have implied guidelines that projects should adhere to but are not formally documented. Next, research and implement guidelines based on industry best pracces. Tailor these guidelines based on factors such as project type, size, and complexity. Make the guidelines exible enough so that project managers have the ability to declare excepons and seek approval for deviaon from the standard when circumstances warrant. The most eecve guidelines are living documents reviewed and updated regularly to evolve and mature over me. Finally, consider that even the most complete guidelines are not valuable if theyre not easily accessible and well communicated to the people who need them. This is one of the reasons that Mers PMO Central includes an enre library of standard guidelines and best pracces for project managers. Project managers can type search terms in PPM Central and receive the relevant materials without going to a dierent applicaon or learning a new interface.
Top 10 Habits of Highly Eecve PMOs Nocaons and detailed descripons of the process steps will make adopon of the processes much faster and easier for project teams. Mers PMO Central analysts can work with you to improve your current process standards as well as parcipate in the execuon of your standards, serving as your subject maer expert. Mers PMO Central oers an online reference center with topic area analysis on PPM and a fully-loaded training center with curricula designed with standardized industry best-pracces in mind. It also oers process automaon tools and techniques that will ensure your PMO processes are repeatable, consistent and communicated.
One of the key value-added funcons of a PMO is its ability to idenfy struggling projects early, and assist with correcve acons before those projects degrade any further.
Top 10 Habits of Highly Eecve PMOs Instead of the tool acng as an enabling technology, the user community struggles to use it eecvely, and it becomes a stumbling block to increasing the project and porolio management maturity of the organizaon. Instead, organizaons are beer served by taking a broader view of the tool selecon and implementaon process, recognizing that the sweet spot of high-performance results from the balanced intersecon of tools, process and people. The right choice is a full featured tool that ghtly integrates with an organizaons processes, provides excellent ease of use, and delivers rich support to the user community. Mers PMO Central delivers this by providing our PPM Central soware in tandem with the process and people that drive the high-performance PMO. Mers PPM Central provides a complete feature set covering all the process areas dened in PMIs Project Management Body of Knowledge (PMBOK), and a workow engine that can guide user interacons with the system to ensure theyre operang in accordance with standard business processes. Within the PMO Central environment, users have access to a learning portal that provides rich content computer based training and help documents not only
covering PPM Central, but also project and porolio management best pracces, process documentaon, and any other training resources the organizaon wants users to have access to. This content is delivered via a full course management system providing users with structured learning that tests their knowledge and improves their project and porolio management competencies. Finally, users benet from unlimited virtual contact with PMO Central analysts via live chat, email, or phone. Mers PMO Central analysts can work alongside a user to solve a problem, provide expert project management guidance, eld requests for detailed data analysis, and even help organizaons understand how their maturity compares to their industry peers.
Top 10 Habits of Highly Eecve PMOs This access to experienced, knowledgeable experts amplies the project management maturity of the organizaon, and speeds both tool and process adopon simultaneously.
Top 10 Habits of Highly Eecve PMOs Aer compleng each class, users have the opon to demonstrate their knowledge by taking an embedded exam. The rich feature set allows you to set up pre-requisite courses to ensure that your sta is progressing through the curriculum in an appropriate fashion, and gives you the ability to idenfy your high performers. All course curriculums are registered with the Project Management Instute (PMI), with embedded links so users can easily claim Professional Development Units (PDUs) towards maintaining or achieving their Project Management Professional (PMP) cercaon.
Top 10 Habits of Highly Eecve PMOs auditor in PPM Central. With both the process guidance and objecve evidence of compliance in one place, audit teams can rapidly complete their work and publish their ndings faster.
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Conclusion
PMOs have increasingly become an integral player within organizaons. As an execuon specialist for organizaonal strategic iniaves, PMOs provide the necessary discipline, process, and resources for managing the cost and quality of one of an organizaons most important assets, its projects. Mer brings the Top 10 Habits of Highly Eecve PMOs together in PMO Central, a rst-of-its-kind oering designed to provide organizaons with the framework and support they need to realize the benets of a PMO in a fracon of the me and cost of tradional implementaons. PMO Central integrates our PPM soware, ppm central, with a virtualized set of project and porolio management services. Mer analysts deliver policy guidelines, best pracces and workows for porolio and project management disciplines. Mers PMO Central provides virtualized training environments, help desk assistance, and analycal and decision-making support. Your PMO Central team works with you to ensure consistent communicaon to your organizaon and progress along your strategic roadmap. By outsourcing this competency, organizaons realize inial and ongoing cost savings. The virtual PMO provides subject maer experse that most organizaons do not have in house at an aracve price point. Finally, the focus on ongoing process improvement ensures the sustainability of the PMO within any organizaon. With PMO Central On Demand, customers nally have the tools, the support, and a clear path to achieving the goals for their PMO Central empowers the modern project enterprise to workforward.
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