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Michael Wharton, MVPProject/SharePoint ArchitectWharton Computer Consulting
Monitoring the PMO
PC276
• Awarded Project MVP (Microsoft Valuable Professional)• Ten Years Experience with Project Pro and Project Server • Over 25 Project Server Deployments into PMO• Over seven Project Server Migrations• Passed over 42 Microsoft Certification Exams• Trained over thousand Project Managers with Project Professional• Technical Reviewer for Missing Manual: Project Professional 2013 by Biafore• Contributor to: Project Management Using MS Project 2013 by Cicala• Web Site: www.WhartonComputer.Com• Blog: www.MyProjectExpert.com• Twitter: MyProjectExpert
Speaker: Michael Wharton
Agenda PMO Monitoring OverviewMonitoring Road MapIdentifying Key PMO Governance MetricsMonitoring Tools and MethodsUsing Dashboard to Monitor PMO TrendsDeep Dive into MonitoringProject and Resource Conformance IndexPutting It All Together
PMO SheriffCommunicating the PMO MessageGetting People Involve and EngagedVerifying that PMO Cycles are happening Synchronizing User Roles and Processes One-on-one coaching with PM, RM and Team
My History of PMO Monitoring
Regular measures and monitors progress to identify variances from the project management plan so that corrective action can be taken when necessary to meet project objectives.
PMBOK Definition of Monitoring
Monitoring and Controlling Processes
Initiating Processes
Closing Processes
Planning Processes
Executing Processes
PMO Monitoring, Notifying and Trends
Regular measures and monitors PMO standards, process cycles and meta data so that corrective action can be taken when necessary to meet PMO governance objectives.
Definition of PMO Monitoring
Monitoring & Controlling Processes
Initiating Processes
Closing Processes
Planning Processes
Executing Processes
Gate 2 Gate 3
SecurityRoles
ResourceProfiles & Capacity
PMO Governance
• Execution of all PMO cycles• Ensuring Accurate and Timely Data• Ensure Standards and Governance are Meet• Prompting Others TO DO • Creating good habits
New Sheriff is in PMO
• Identify Key PMO Governance Metrics• Implement Basic Manual Monitoring• Build Automated Processes for Notification• Build Dashboards for Trending• Back to Top
Steps to Build Monitoring and Automation
Key PMO Standards
Project Schedule Standards and MetadataProject Work Space and DocumentsHistorical Snapshot of Project StatusProject Schedule Conformance Index
Resource Profile DataVacation Summary Historical Snapshot of Resource ProfileSecurity Roles
Timesheets and Task sheetsApproval of Status UpdatesApprovals of TimesheetsUpdating Project Status DateRegular Publishing of SchedulesResource Workflows
Project Standards Resource Standards
PMO Project and Resource Cycles
• Weekly Check List• Out-of-box PWA Views and Custom Views• Resource Center• Project Center• Server Setting / Manage Users
• Delegation• Timesheet Examination as Resource• Approval History as Timesheet Manager• Project Schedule Review of Project Manager
• Excel Spreadsheet Reports• Excel Spread Sheets• BI and Dashboards
Simple and Manual Monitoring Tools
• Mismatch of Project Managers and Status Managers
• Tasked with Missed Deadlines• “Status Date” not current in project
schedule• Tasks starting in the past• Resources assigned to Milestones or
Summaries• Resources Defined as Self Approving• Resources without any Task assignments
A few other monitor tabs
• Friday broadcast to submit time and status• Monday Morning Reminders – email or text• Embarrassing Reminders – send to all• Stressful Reminders -- send to manager• Monday Afternoon Reminders with CC: PMO
staff• Tuesday Morning Reminders with CC:
Managers
Automation and Notifications
• Windows Scheduler• SQL Server Agent • SSRS (SQL Server Reporting Services)• SSIS (SQL Server Integration Services)
Tools to Automate Monitoring
Basic Project Update Cycle1. Resource
Submits Time
2. Check Missing Timesheets
and Task sheets
3. Project Manager Approvals
4. Check Project Status
Approvals
5. Project Manager Updates Schedule
and Publish
6. Check Status Dates and Published
Email Reminders
Check Missing
Timesheetsand Task sheets
Check Project
Status and Timesheet Approvals
Check Status
Dates and Published
Monday noon
Tuesday noon
Wednesday noon
• Missing Data • Baselines Not Set• Deadlines Missed• Project Manager and Status Manager
mismatch• Missing Documents in Workspace• Email Summary Reports to PMO and Exec
Monitoring Project Metadata
• Project Summary of Hours and Cost• Project Summary By Gate by Week• Project Summary By Resource By Week• Project Details by Week
Historical Snapshot of Project Data
• Missing data in Resource Profile• Resource Profile not properly defined• Employees setup as Self Approve• RBS incorrect• Timesheet manager • Resource Flags not set
• Resources in correct Security Groups• New Employees not Logged in• Terminated Employees not set inactive• Email Upcoming Resource Vacations
Monitoring Resource MetaData
• Resource Summary of Hours and Cost• Resource Summary By Project By Week• Resource Summary By Week For Day-2-Day• Resource Task Details by Week• Resource Vacation Actual Hours YTD
Historical Snapshot of Resource Data
• Provides Index for Project Schedules• Conformance Index based on your
Governance• PSCI Example• Missing Phases and Milestones• Milestones Missing Deadlines Dates • Unassigned Resources• Unassigned Task• Too Few Task vs Too Detail Tasks• Missing Task Attributes (Capital / Expense)• Missing Baseline
Project Schedule Conformance Index (PSCI)
• Made up of scheduling best practices• Minus point for bad practices• Plus points for good practices• Score between 0 to 100 for each project• PM receives audit report with explanation
Designing a PSCI
Project Schedule Conformance Index
Ja n Fe b Ma r c h A p r i l Ma y Ju n e
2431
36 39
43
56
56
5046
49
40
32
4534 33
3020
15
Project Meeting PSCI Standard
Meets Standard Needs Improvement Below Standard
• Degree of compliance of a resource load within PMO
• Made up of resource management best practices
• Plus points for good practices• Minus point for bad practices• Score created between 0 to 100 for each
Resource• Resource Manager receives audit report
Resource Conformance Index
Resource Conformance Index
Jan Feb March April May June0
10
20
30
40
50
60
70
80
90
56
6265
6972
77
24
18 19
12
8
4
Resource Conformance Index
Meets Standard Needs Improvement
• Identify Big Monitoring Hits• Start with Manual Monitoring• Build Automated Processes for Notification• Build Dashboard for Trends• Back To Top
Putting it All Together
• MyProjectExpert.com (Blog)• WhartonComputer.com• [email protected]
For More Information on PMO Monitoring
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