PMI Honolulu Chapter Luncheon Alison Simmons, Senior Project Manager, ADP National Accounts West NSC...

PMI Honolulu Chapter LuncheonAlison Simmons, Senior Project Manager, ADP National Accounts West NSC

A PMO In Practice

April 16, 2008

A Project Management Office in PracticeA Project Management Office in Practice

▪ Agenda

▪ ADP the company

▪ Our PMO organization, structure and role

▪ How our PMO got started

▪ Some of our processes and tools

▪ Some keys to success and challenges we face


▪ Automatic Data Processing (ADP)▪ Employer Services

▪ Business outsourcing solutions for payroll, human resources, tax and benefits administration

▪ Dealer Services▪ Integrated dealer management systems and business solutions for vehicle

dealers and manufacturers

▪ $7.8 Billion in total revenue for fiscal year 2007

▪ ~ Over 600,000 clients worldwide

▪ ~46,000 employees


▪ ADP West NSC Project Management Office

▪ Under the National Accounts Division within Employer Services

▪ Vision:▪ Deliver projects with the highest level of quality through

the institution of standardized project management methodologies and business practices

▪ Mission: ▪ Utilize and refine project management standards▪ Oversee management of regional projects▪ Ensure projects are effectively planned, scheduled and

completed on time with high quality▪ Support and collaborate with fellow project managers to

foster consistent and improved use of tools and processes


ADP West NSCVP/General Manager

Functional Group Functional Group Functional Group Functional Group

Project Management Office

Regional ProjectManagers




ProjectManagement

Office

Regional ProjectManagersRegional PM

Regional PM

Regional PM

Functional Group


How did we get going ?

•Defined our business problem

•Performed business process reengineering

•Identified Ideal Baseline PM Process

•Identified the benefits

•Solicited and received support from senior leadership


Processes & Tools – Process Groups


Processes and Tools – Process Groups

Initiation

Planning

ExecutionClosing

Monitoring & Controlling


Processes and Tools – Initiation Process Group

(1) Proposal Creation

START

BEACH BAG

Project Proposal

Table of Contents “The Top Four”.............................................................................. 2

Glossary......................................................................................... 3

Background ................................................................................... 3

Project Summary / Product or Service Scope ............................. 3

OVERALL PROJECT ASSUMPTIONS:................................................................................................. 3

PROJECT RATIONALE (WHY WE HAVE TO DO THIS PROJECT): ........................................................... 4

Project Driver................................................................................. 4

Impact of Completing this Project................................................ 4

Project Benefits............................................................................. 5

Success Criteria ............................................................................ 6

Organizational Impact................................................................... 6

Initially identified Project Risks.................................................... 6

Timing Considerations.................................................................. 7

Alignment with Strategic Initiatives ............................................. 7

Overall Strategic Alignment Yes No ...................................... 7

Is Financial Model / ROI Required Yes No ............................ 7

Timing Review............................................................................... 7

Proceed for approval from Senior Staff Yes or No ............... 8

PMO Evaluation Completion Date (mm/dd/yy) ........................ 8

Senior Staff Evaluation Completion Date (mm/dd/yy).............. 8

Link to Project Gating History Document.................................... 8

Senior Staff Assignment of Project Sponsor (if proposal approved)....................................................................................... 8

Document Revision History.......................................................... 8


Process Scope/ Purpose

This process covers the generation of a project proposal for a region project. This process applies to all project proposals that fall within the guidelines defining a region project.

Process Owner Project Management Office (PMO)

Reference Documents

Project Proposal Template (FLASH ID# 003716102) Guidelines Defining Division Projects (FLASH ID# 003741427) Proposal Evaluation Process #2 (FLASH ID# 003741326) PMO Project Process Flow Chart (FLASH ID# 003716102)

When to use this process

This process is for use when a new region project is being proposed

Before you begin This is typically the first process in the origination of a new project

Procedure

These are the steps you take to properly complete the Proposal Creation process.

Step Process Steps Step Owner Contributors 1 Presents idea to management. Ideas

that are deemed to be of merit are forwarded to the responsible Senior Staff member for review.

Any individual

2 Determines whether the project meets the guidelines for a Division Project. If so, completes or authorizes completion of a project proposal by designee.

Senior Staff Member

3 Completes the Project Proposal using the current version of the Project Proposal Template. Assures that there is sufficient information included to allow for proper evaluation of the proposal by the PMO and Senior Staff. Edits . . .

Project Proposal Initiator

4 Inputs the Project Proposal into FLASH and adds PMO Director as Owner. Reviews proposal with Senior Staff member.

Project Proposal Initiator

Senior Staff Member

5 Forwards the Project Proposal to the PMO Director for initial evaluation.

Senior Staff Member

Process Metric This process is deemed to be functioning successfully if all Project Proposals include adequate information for evaluation when submitted. Appropriate notes should be included in the revision history table to track changes required due to incomplete information.

Records and Outputs

The output of this process is a completed Project Proposal document. The Project Proposal document is forwarded to the PMO upon completion of this process. The PMO shall maintain a copy (FLASH) of all submitted proposals for at least 3 years.

Next step(s) PMO Project Process (2) Proposal Evaluation




(2) Proposal

Evaluation

START

BEACH BAG

(2) Proposal Evaluation

Process Scope/ Purpose

This process covers the evaluation of a project proposal for a region project. The evaluation includes: a review of content for completeness, a verification of the proposal’s strategic alignment, an evaluation of the proposed timing The outcome will be documented and included in a separate section of the Project Proposal document. This evaluation should occur within 30 days of receipt of a ‘complete’ proposal.

Process Owner Project Management Office (PMO)

Reference Documents

Project Proposal Project Management Office Portfolio & Schedule (FLASH ID# 003741475) PMO Evaluation Team Roster (FLASH ID#003741348) Project Gating History Template (FLASH ID# 003741052) PMO Project Proposal Log (FLASH ID#003741386) PMO Proposal Evaluation Meeting Agenda (FLASH ID 003741388) Proposal Approval Process #3 (FLASH ID# 003741327) PMO Project Process Flow Chart (FLASH ID# 003716102)

When to use this process

This process will be used by the PMO Evaluation Team members when a project proposal is submitted.

Before you begin PMO Project Process (1), Proposal Creation is complete

Procedure These are the steps you take to properly complete the Proposal Evaluation process.

Step Process Steps Step Owner Contributors

1 Acknowledges receipt of Project Proposal from Senior Staff member within 48 hours.

PMO Director Senior Staff member

2 Reviews FLASH classifications and naming convention. Modifies if necessary.

PMO Director

3 Evaluates proposal for completeness. PMO Director

4 If incomplete, PMO Director returns proposal to Senior Staff member with a request for more data.


5 When complete distributes proposal to PMO Evaluation Team.

PMO Director

6 Logs project into PMO Project Proposal Log in FLASH.

PMO Director

7 Schedules a meeting to review proposal. Includes PMO Evaluation Team, Project Proposal Initiator, Senior Staff member.

PMO Director

8 Proposal Initiator presents & discusses proposal with the PMO Evaluation team.

Proposal Initiator PMO Evaluation Team,Senior Staff member

9 Completes PMO Evaluation section of Project Proposal.

PMO Director PMO Evaluation Team

10 Creates Project Gating History. Edits the revisions history to contain the first version, records modifications …

PMO Director

11 Adds Project Gating History document FLASH link to the Proposal document.

PMO Director

12 Updates PMO Project Proposal Log in FLASH. PMO Director

13 Schedules time on Senior Staff meeting agenda, emails initiator with date review is scheduled to occur.

PMO Director

14 Presents proposal with completed PMO Evaluation to Senior Staff.


Senior Staff

Process Metric This process will be considered successful when the PMO Evaluation Team can complete the Proposal Evaluation within 30 days of receipt of a complete proposal and in a one hour meeting.

GATE 1: PMO EVALUATION OF PROJECT PROPOSAL Gate Inputs Project Proposal submitted to the PMO Director

Strategic Plan Product Roadmap PMO Project Process (#2) Project Proposal Evaluation (FLASH #003741326)

Gate Outputs Decision to continue with project, hold proposal, or cancel proposal Updated Project Proposal PMO Evaluation Section Updated Project Gating History Form – Gate 1

Purpose The purpose of this gate is to record PMO decision to present project proposal to Senior Staff.

Gate Owner Karen Cole, Director, PMO

MARK ONE OF THE FOLLOWING CHECKBOXES:

Continue Shelve Cancel

The Gate Owner updates the Project Gating History form, distributes it per the Receipt Acknowledgement and stores it in the PMO repository.

RATIONALE

RATIONALE: <Document the rationale for the decision if decision is to Shelve or Cancel.>

AUTHORIZATION

Karen Cole, Director, PMO: Date:

RECEIPT ACKNOWLEDGEMENT

Name Role Date Sent Date Received

<enter name of Senior Staff team member>

Senior Staff




(2) Proposal

Evaluation

(3) Proposal Approval

(4) Charter Creation

START

BEACH BAG


Processes and Tools – Planning Process Group

(5) P&A

Estimation

(6) P&A Approval

(7) P&A Execution

(8) Execution Approval

Cont.

BEACH BAG


Processes and Tools – Execution Process Group

(9) Execution

Cont.


BEACH BAG

Initiation

Processes Templates Other Information

Proposal Creation (#1) Proposal Template Definition of a Project

Proposal Evaluation (#2) Proposal Evaluation Meeting Template Glossary of Terms

Proposal Approval (#3) Charter Template PMO Proposal Log

Project Charter Creation (#4) Kickoff Meeting Template PMO Gating History Document

Team Member List Template PMO Evaluation Team Roster

Project Portfolio & Schedule

P & A


P&A Estimation Process (#5) Steering Committee Update Presentation PMO Proposal Log

P&A Approval (#6) Project Management Plan Template Risk Breakdown Structure Diagram

P&A Execution (#7) Communications Plan Template Video Conferencing Availability & Contact Info

Execution Approval (#8) Risk Management Plan Template Gating History Document

Scope Management Plan Template

Project Schedule Template

Quality Management Plan Template

Resource Management Plan

Cost Management Plan

Procurement Management Plan

WBS Functional Area Templates

Org Readiness Plan Templates

Execution


Execution (#9) Steering Committee Update Presentation Project Resource Replacement Transition Job Aid

Agenda Template Job Aid for Partnering with External Business Partners

Minutes Template Gating History Document



Project Change Request Form Monthly Senior Leadership Project Reviews

Project Change Request Log PMO KPI Tracker

Scope Deliverable Verification Log

Issues-Actions-Decisions Log

PMO Weekly Status Report

Closing


PM Evaluation (#10) Project Manager Evaluation Survey

Project Celebration (#11) AAR Questionnaire Input Form

After Action Review (#12) AAR Meeting Project Summary Closing Presentation (#13) Senior Leadership Presentation

Project Closeout Documentation (#14) Project Summary


Processes and Tools – Closing Process Group

(10) PM

Evaluation

(11) Team Celebration

(12) After Action Review

(13) Closing Presentations

Cont.

(14) Final

Closing

BEACH BAG


Processes and Tools – Closing Process Group

(10) PM

Evaluation

(11) Team Celebration

(12) After Action Review

(13) Closing Presentations

Cont.

(14) Final

Closing

BEACH BAG

PMO KPI Summary 03/ 31/ 07 FY2008 03/ 31/ 08

Target Achieved % of

Target Maximum Possible

Achieved

Performance for On Time Delivery 70% 90% 129% 21 19 Performance on Success Criteria 92% 100% 109% 15 15

Calculations for On Time Delivery 03/ 31/ 07 On Time Delivery Target 70% On Time Delivery Achieved 90%

FY2008 03/ 31/ 08 Planning & Analysis Execution Close Totals

Project Name PM Planned Completion

Actual Completion

Pts Planned Completion

Actual Completion

Pts Planned Completion

Actual Completion

Pts Total Poss %

Project A PM1 03/20/08 03/20/08 1 08/04/08 09/26/08 1 1 100% Project B PM5 10/31/07 10/31/07 1 03/01/08 03/01/08 1 04/30/08 2 2 100% Project C PM4 08/05/05 08/05/05 08/18/06 02/25/07 10/27/06 07/10/07 0 0 1

Project D PM6 02/23/07 02/28/07 08/31/07 08/31/07 1 09/21/07 09/20/07 1 2 2 100%

Project E PM8 06/30/06 06/30/06 (02/28/08) 0 0 Project F PM6 0 0 Project G PM4 0 0

Project I PM8 10/16/06 11/10/06 12/06/06 12/06/06 06/29/07 07/04/07 1 1 1 100%

Project H PM8 03/29/07 03/29/07 05/09/07 05/09/07 1 06/29/07 07/04/07 1 2 2 100%

Project J PM3 08/22/07 10/31/07 0 05/22/09 0 1 Project K PM9 10/31/07 10/31/07 1 04/30/08 1 1 100%

Project L PM10 Hold HOLD HOLD 0 0 HOLD

Project M PM5 01/25/08 01/29/08 1 1 1 100%

Project N PM11 07/30/07 08/01/07 1 09/28/07 10/02/07 1 2 2 100% Project O PM12 11/09/07 11/09/07 1 1 1 100% Project P PM3 08/10/07 08/10/07 1 12/31/07 12/31/07 1 01/04/08 01/04/08 1 3 3 100%

Project Q PM9 04/30/08 0 0

Project R PM5 07/25/07 07/25/07 1 02/26/08 03/30/08 1 1 100% Project S PM2 11/14/07 11/30/07 1 06/30/08 1 1 100% Project T PM6 TBD TBD TBD 0 0

Project U PM7 CLOSE Close Close 0 0 Close Project W PM7 0 0

Project V PM2 0 0 Project X PM9 03/31/08 03/31/08 1 06/30/08 1 1 100% Z02 Blank Template 0 0

Z03 Blank Template 0 0 Z04 Blank Template 0 0

Z05 Blank Template 0 0

Z06 Blank Template 0 0

Total Points 9 5 5 19 Fiscal Year Totals

Possible Points 10 5 6 21

Scope: Meeting Success Criteria 03/ 31/ 07

FY2008 03/ 31/ 08

Target 92% Actual 100%

Project Fiscal Year Project Name PM

# of Criteria # Completed Successfully

% FY % % of

Target

Project A PM1 Project B PM5 2 2 100% Y 100% 109% Project C PM4 3 3 100%

Project D PM6 3 3 100% Y 100% 109% Project E PM8 Project F PM6 Project G PM4 Project I PM8 5 5 100%

Project H PM8 2 2 100% Y 100% 109% Project J PM3 Project K PM9 Project L PM10 Project M PM5 2 2 100%

Project N PM11 2 2 100% Y 100% 109% Project O PM12 Project P PM3 6 6 100% Y 100% 109% Project Q PM9

Project R PM5 2 2 100% Project S PM2 4 3 75% Project T PM6 1 1 100% Project U PM7 Project W PM7

Project V PM2 Project X PM9 Z02 Blank Template Z03 Blank Template Z04 Blank Template

Z05 Blank Template

Z06 Blank Template

Project Totals 32 31 97% FY % 100% 109%

PMO Key Performance Indicators (KPI’s)

KPI 1: Schedule Date The schedule date KPI is intended to measure how well projects are managed to originally established completion

dates for Planning and Analysis, Completion of Project Execution, and Project Close. Calculation: Every Division Project has three dates that are tracked as reflected in the Gating History Document)

for the purpose of the KPI. They are the date on which: a. Planning and analysis is complete, b. Project execution is complete, c. The project is officially closed.

For each completion date tracked relative to the KPI (P&A, Execution, and Close) that occurs during the period of time being measured, there is a potential for a 1 or 0. The date is considered a 1 if it is within 15% of the originally scheduled date (based on duration of the phase). All points are added to determine the actual score. The actual score is divided by the possible maximum score and multiplied by 100 to arrive at the percentage of on target dates. KPI 2: Scope

“Did we build what we said we were going to build?”

Calculation: During the planning and analysis phase of a project, success criteria are defined by the project team in the scope management plan. At the close of the project, the project will be evaluated against the success criteria to determine the percentage of success criteria achieved in the initial scope management plan.


PMO Keys To Success

•Educate senior leadership, obtain buy-in and prove the value of a PMO

•Develop standard templates, processes and terms that fit your business

•Provide training at any level that is needed

•Communicate project status constantly

•Be flexible

•Take baby steps when necessary

•Measure and broadcast your successes


PMO Challenges

• Refining processes in a matrix based organization

• Time tracking

• Project Prioritization

•Project based budgeting

•Too many projects/too few resources


Questions ?

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