Enterprise Program Management Office

Business Drivers

n Emergence of increasingly more complex and multi-dimensional programs requiring enterprise level management across all industries

n Reduced margin for project failure given the soft economy

n Rise in an enterprise collaboration focus across projects, business units and geographic areas

n Quest to leverage internal resources and optimize operational efficiencies using a results-focused approach to enterprise-wide program management office solution

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Analyst’s Views

n Rising market demand for a winning approach to PMO as a means to reduce project failures

� Standish Group: “…more than 75% of projects fail or are cancelled by the sponsor because the fail to deliver targeted business benefit, fail to deliver on minimum scope or are grossly over budget or behind schedule.”

� Meta: “By 20xx, enterprise project management (EPM) will emerge as a core discipline for implementing the enterprise solution portfolio and underlying technical architecture and infrastructure…EPM will become the primary mechanism for coordinating enterprise investments ranging from e-commerce/CRM initiatives to legacy system renewal.”

� Gartner Group reports:� Through 20xx, IS organizations that establish enterprise standards for project

management, including a program office with suitable governance, will experience half the major project cost overruns, delays and cancellations of those that fail to do so

� Through 20xx, IS organizations with no strategy for blending internal and external resources to achieve “best-in-class” staffing will incur 25% higher labor costs than those that do.

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Analyst’s Views

n Companies increasingly seek guidance from a trusted advisor to help them avoid potential enterprise program management pitfalls given project visibility and prior investment in existing initiatives

� Meta: “It is important to understand techniques for circumventing such danger zones that can threaten the very existence of the office.”

� Gartner Group reports:� By 20xx, most IS organizations will move from scheduling and closely tracking

less than half of their total work to more than 75%� By 20xx, 40% of enterprises will use an internal or external “master contractor”

executive to manage all external service providers, IS/application development relationships

� By 20xx, 60% of enterprises will use externally sourced workers to fulfill more than half of their IT activities

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n Forrester Research:� Managers point to project prioritization, coordination and speed as among

the top challenges in selecting which Internet Business projects to fund.

Analyst’s Views

Prioritizing which projects to do

Coordinating efforts across the company

40%

36%

30%

22%

20%

20%

16%

Percent of 50 companies interviewed (multiple responses accepted)

Moving at the speed of the market

Finding qualified people

Insufficient resources

Convincing executives of importance

Identifying strategy

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Is Enterprise PMO for You?

n Is your company undertaking a large project/program which represents a considerable percent of your overall company budget?

n Does this project/program involve multiple organizational divisions/areas, subcontractors or vendors?

n Are any global initiatives underway in multiple countries which successful implementation is integral to the company’s overall success?

n What is your company’s track record in delivering large initiatives which require project/program management?

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Value Proposition

n Enterprise PMO enables clients to reduce the risk of project failure, effectively prioritize program initiatives, optimize internal resources, and enhance delivery on stakeholder expectations and improve return on investment.

Gartner Group: “IS organizations that establish enterprise standards for project management, including a program office with suitable governance,

will experience half the major project cost overruns, delays and cancellations of those that fail to do so”. Page 6

n Enterprise PMO builds stakeholder value within every organizational level and across every phase of the process

Strategy

C-level

Program

LOB-level

Projects

Product level

Function level

MetricsMilestonesDeliverables

Enterprise PMO Stakeholders

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EPMO Supports Each Stakeholder Level

Team Members

Managers

Executives

Project Planning & Tracking

Review task list Communicate status

Time keeping Estimating % complete Status reporting

eLearning program that addresses terminology, roles, tools

Develop Plans Review and update status Communicate tasks &

collect status Manage dependencies

Developing Project Charters

Plan standards Tracking approach Status reporting EAC development

Classroom training in PM and PM tools

eLearning program to address terminology, roles, tools

View Portfolio dashboard Schedule Financials Risk, etc.

Prioritization Status interpretation

eLearning program to address terminology, roles, tools

Classroom training in Leadership and management

EPMO Tools EPMO Processes EPMO Competencies

EPMO Support

n Enterprise PMO supports each stakeholder with the appropriate tools, processes and competencies

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Core Benefitsn Enterprise PMO provides leadership with a strategic view of initiatives,

challenges financial and implementation assumptions, supports collaboration and reuse, and helps manage risks and verify results

� Enterprise PMO offers a broader view of the overall program by coordinating the portfolio of initiatives across the enterprise and guiding the individual PMOs who are responsible for thematically related projects

� Links project scheduling, budgets and skills for enhanced program efficiency and productivity

� EPMO’s holistic approach to melding people and process issues overcomes some of the barriers to program management success

� Is scalable, modular, requires low maintenance and offers simplified migration across platforms

.

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Enterprise PMO – Solution Definition

n Enterprise PMO is KCIN’S global, market-leading, comprehensive, end-to-end enterprise program management office solution. It supports the key project, change and knowledge management components necessary to establish and run a Program Management Office.

n Is based on SMART ManagementTM principles which have been approved by the Program Management Institute (PMI), the leading industry association.

n It integrates program management tools, methods and training that support the key functions of the Program Management Office.

n It facilitates project integration management by providing a vehicle for communicating, collaborating and reporting to stakeholders and project teams.

n It captures and stores project information and facilitates the development and execution of project plans while remaining flexible to accommodate project updates which occur in a dynamic business environment.

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Quality Management

Plans Scheduling Costs/Benefits (EVM) Subcontractors Action Items Dependencies Resources Deliverables Contracts

Issues Risks Change Control Stakeholder Alignment Organizational Change Workforce Transition Communication Collaboration Training

Methodology & Processes

Standards & Guidelines Templates Documents Records Requirements Test Cases and Results Program

Communications

Project Management Change Management Knowledge Management

Program Management

Program Management Framework

n Enterprise PMO addresses all the key program components required to establish and run a PMO

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Our Solution – Enterprise PMO

n Enterprise PMO solution consists of:� An EPMO portal that supports communication, collaboration and reporting� An integrated toolset to support the full scope of the program management office

functions� SMART ManagementTM methodology based on experience with a focus on

maximizing program performance. This includes a program management framework, tools, templates, technique papers, and

� The training to effectively apply the tools and methods in real life situations

TOOLS PROCESSES(METHODOLOGY)

COMPETENCIES(TRAINING)

EPMO

PR

OG

RA

M M

AN

AG

EMEN

T

KNOWLEDGE MANAGEMENT

CHANGE MANAGEMENT

PROJECTMANAGEMENT

EPMO Solution

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EPMO SMART ManagementTM Benefits

� SMART (Strategically Managed, Aligned, Regenerative and Transitional) Management is based on research and best practices in effective program management.

� Real world – Based on analysis of failure and building-on “lessons learned”

� Complete with techniques, templates, and tools to jump-start PMO activities

� Practical, customizable, and re-usable� Holistic approach which melds People and Process issues

� Basic Principles:n Start with the end in mindn Understand and manage expectationsn Deliverables based – link deliverables to outcomesn Understand and manage prioritiesn Look at the past, the present, and the future activitiesn Acknowledge, assess, and manage risk from the startn Deal with uncertainty n Milestones, Checkpoints, and Off-ramps n Manage as you plan

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Tool Solution Principles

� Support all areas of program management� Support all levels of the organization

� Executive� Management� Team

� Highly accessible� 24 by 7� Global

� Extensible� Communicate with other systems

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Solution Components

n The Solution components are flexible, modular and activity specific:

Activity Tools

� Scoping: Scope planning, definition and management� Scheduling: Activity sequencing, scheduling, estimating � Cost: Cost estimating, budgeting and control� Quality: Quality planning, assurance, collaboration, control,

and management� Resources: Resource planning, allocation, e-training, and team

development� Communications: Collaboration, information distribution, performance

and earned value reporting� Risk Management: Issue and risk identification, analysis, monitoring,

and control

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Enterprise PMO – Tools Benefits

� Enables global and virtual teams and teamwork � Promotes team and inter-project collaboration to identify tool and process

re-use opportunities � Delivers immediate results through improved knowledge sharing and

alerts� Provides an efficient, one-stop workspace to meet Program Management

needs � Provides real-time access to project information and status� Uses login and firewall restrictions to prevent unauthorized access� Provides a user-friendly interface for quick team and client adoption

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Training and Coaching

� Openly communicate the overall Project Management vision

� Teaming:n Everyone has a defined role in the project management processn Everybody has to speak the same terminologyn Everybody needs some level of training – skills based dependant

� Structured Training to learn tools and methodologiesn Workshopsn Online Learning

� Informal Training to learn effective teaming skillsn In person discussions and simulationsn Ongoing coachingn Experienced-based apprenticeshipsn Knowledge transfer techniques

� Incentivesn Encourage open discussions about project successes/failuresn Celebrate successesn Reward teamwork and collaboration

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Solution Delivery Approach

Enterprise PMO

ProgramStrategy Mobilization

CM

PM

KM Implementation Benefit Realization& Wrap Up

• Confirmed Business Case for Prioritized Projects

• Major Milestone Plan

• High Level Program Organization & Approach

• Program Management Performance Goals, Priorities and Scope

• Program Governance Model

• Program/Organizational Risk Assessment

• Risk Management Process

• Program Management Plan

• Critical Success Factors

• Stakeholder Analysis

• Leadership Strategy

• PMO Infrastructure & Organization

• Program Standards & Guidelines

• Program Performance Monitoring Process

• Communications Plan

• EPMO tools

• Configured Management Procedures

• EPMO Training Strategy and Materials

• Defined Projects and Dependencies

• Subcontracts and Subcontractor Operating Procedures

• Workforce Assessment and Transition Plan

• Trained Team

• Initial Set of Defined Deliverables

• Baseline Project Schedules and Resource Plans

• Integrated Program Plan with Critical Path

• Program Risk Assessment

• Program Management Reports

• Executive Dashboards

• Performance Management Systems

• Future Organization and Human Resource Model

• Deliverables Packaged with Executive Summary

• Presentation to Project Sponsors Summarizing Findings and Next Steps

• On-Going Measurement Process

• Lessons Learned

• and Human Resource Model

n Enterprise PMO is a deliverable based approach

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Program Critical Success Factors

� Strong sponsorship from executives and senior management� Clear roles, responsibilities, ownership, accountability and

commitment of all participants � Rapid decision-making ability by senior management� Clear communication of the program’s mission, objectives,

expectations, requirements and deliverables and its consistent alignment to the overall business strategy

� Concise reporting of program progress using measurable performance metrics

� Experienced program managers and team members working with experienced subject matter experts, and

� Successful coordination of global/regional resources supporting the execution of well conceived project plans.

KPMG Consulting’s Enterprise PMO Solution Provides the Roadmap and Communication Mechanism for Successful Execution of Projects

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Current Toolset Architecture

PROJECT CENTRAL

Excelon

PROJECT 2000

Windows NT/2000 Server

INTERNET EXPLORER 4.0+

Windows 95/98/ME/NT/2000

SQL SERVER

Plans CollaborationKMDeliverables

SQL SERVER2000

Risks Issues Changes Actions

PORTAL

CUSTOM APPLICATION

Issue Risk

Change Act

ions

Team

Del

iver

able

s Intraspect

SQL SERVER

MEE

TIN

G S

ERVIC

ES

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All Microsoft Toolset Architecture

Project 10 Server

(Enterprise Edition)

BizTalk Server 2000

Project 10(Project Manager/Admin) Internet Explorer 4.0+ (Project Participants, Managers, and Executives)

Windows 95/98/ME/NT/2000

Project 10 DB(SQL Server)

BizTalk Repository(SQL Server)

Internet Information Server(Includes Sharepoint Team Server App)

Custom VB Applications

Issues Risk

Change Act

ions

Del

iver

able

s

Internet Information Server(Includes Sharepoint Portal Server App)

Sharepoint Team Server DB

(SQL Server)

SMART PLANNER

Future EPMOApplications(3rd Party)

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Alliance Partners

n Microsoft � Market-leading project management toolset with high penetration in

marketplace. Teamed with KCIN to bring these tools to market.

n Intraspect� World-class collaboration system in use at KCIN and successful

implementations at multiple clients

n eXcelon � Leading-edge application development and solution delivery platform in

the approved XML technology standards.

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Client Success Stories

n Bell South � Enterprise PMO process is now a integral part of each company-

sanctioned project

n U.S. Department of Defense � Realized cost efficiencies resulting in taxpayer cost savings

n Allegheny Tech � Fully embedded program tools company-wide resulting an ongoing view

into the organization.

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Enterprise PMO Solution Team

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APPENDIX – Samples

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Deploy Internet-based, direct financial services offering

Sample Enterprise PMO Project Workspace

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Sample Enterprise PMO Metrics Dashboard

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Alliance Logos

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