PMOFor MIS/IT DEPARTMENT

- Vision- Mission Statement- Objectives- Justification- Responsibilities / Mandate- Success Criteria- Implementation Strategy- Metrics- Structure

WHAT IS INCLUDED

To be a hub of strategy and execution for effective management practices across MIS/IT

projects and operational activities

Vision

PMO aims to serve as a central organization with-in MIS/IT responsible for

creating/revamping, implementing, evangelizing, scrutinizing and supporting all

project internal management standards, processes and guidelines.

Mission Statement

By setting up a pro-active, vigilant, agile and vibrant project management office MIS/IT wants to achieve following objectives across IT services:

Objectives

Usage of best documentation standards

Usage of best project management practices

Clearest visibility of all work activities

Control over management of quality

Improved inter-team communication mechanisms

By setting up a pro-active, vigilant, agile and vibrant project management office MIS/IT wants to achieve following objectives across IT services:

Objectives

Overall improvement in other departments’ perception about MIS/IT’s professional/managed approach towards providing its

mandated services

THUS...

*HAPPY END-USER*

WHY DO WE NEED THIS ALL..????

JustificationIn absence of a dedicated Project/Program Management Office MIS/IT was facing some very irritating problems….

No Defined Operational S.O.P.

or Guideline

No dedicated Strategizing &

Standardization body

IT Team’s Lack of knowledge about

Basic Project Management

IT Team’s Lack of knowledge about

effective Documentation.

Very Blur or invisible progress

tracking & traceability

No shared platform for Information

Sharing & Collaboration

Chaotic Working Style

Lesser control on Quality

WHY

IS IT

HAPP

ENING..?

??

SO WHAT WILL IT ACTUALLY DO..??

Main ResponsibilitiesIt will work on.. Devising/Creating Updating (Based on

feedback) Doing implementation

& end-user education Providing Consultancy Performing Quality

Assurance

the.. Policies, Standards

& Guidelines Processes &

Mechanisms Documentation

Standards & Templates

For.. Project Selection Project Planning/Scheduling Management Requirements/Scope Management Business Blue Printing Management Solution Design Management

(High/Low Level OR Functional/Technical) Solution Implementation Management

(Development/Configurations) Quality Management User Trainings Management Data Migration & Cutover Management Broad-level/Detailed-level Progress

Tracking & Reporting Management Communications Management Risk Management& Enterprise Project Management

THE CRUX!!

Other ResponsibilitiesTo explore, analyze, compare, implement & provide support for technology-based solutions for all areas included in the PMO mandate

Provide a centralized documentation repository with a standard document-keeping/archiving structure and its usage guidelines/standards for all (project/non-project) documentation and make sure it is used as per the standards

To arrange mentoring/coaching programs for all project managers/other managers or team members on topics related to project management, IT processes, effective communication and documentation

Segregate the work responsibilities of each MIS/IT sub-departments among each other

Responsibilities (what are not!)

To get involved in performing activities which project teams are responsible to do e.g. following: Project documentation (Project plan, Req. doc.,

Testing doc. Etc.) Project communication & related docs (meeting

notes) Or other project execution activities

Being directly responsible for the success or failure of the project(s)

To provide (human) resources for doing project management for all or specific projects

AND HOW WILL IT SUCCEED..??

Critical Pre-requisites for SuccessOn part of Higher Management

Iterative Approach – planning & doing things in parts/pieces or iterations

On part of PMO (itself)

Proactive (rather re-active) approach

Agility & Flexibility – to adapt quickly in response to internal & external requirements

and factors

Buy-in & Support for PMO practices implementation as per its mandate

80/20 rule adoption – First priority is for the things which can achieve you 80% results by

making 20% of your effort

Adherence to ‘standards’ each and every time

On part of Rest of the IT Department

Flexibility – to adapt changes prescribed by PMO

Eagerness to look for ‘standard practices’ before starting any work, every time

Willingness for improvement & change

Critical Pre-requisites for Success

SO HOW WILL IT BE DONE..??

Implementation Strategy

AND HOW WILL THE PERFORMANCE BE MEASURED..??

PMO MetricsTo measure the performance of PMO the following are the four types of metrics which will be used

1. Direct Quantitative Metrics2. Direct Qualitative Metrics3. In-Direct Quantitative Metrics4. In-Direct Qualitative Metrics

PMO Metrics1. Direct Quantitative Metrics

Total Number of documents/Doc. Sections filled - VS -

Total Number of documents/Doc. Sections Required

Total Number of resolved discrepancies - VS -

Total Number of found (in PMO reviews) discrepancies

Total Number of resolved discrepancies - VS -

Total Number of found (in PMO reviews) discrepancies

Documentation

Documentation Discrepancies

Process Conformance Discrepancies

The lesser the difference is, the better is PMO’s performance

The lesser the difference is, the better is PMO’s performance

The lesser the difference is, the better is PMO’s performance

PMO Metrics

Can be measured by periodic surveys with close-ended questions

Business User’s Perception about IT processes/management techniques

2. Direct Qualitative Metrics

PMO Metrics3. In-Direct Quantitative Metrics

Planned Time/schedule - VS - Actual Time/Schedule

Total Required Scope - VS - Total Implemented Scope

Total Number of resolved issues - VS - Total Number of identified/found (in QA) issues

Project Schedule Performance, for all projects

Project Scope Performance, for all projects

Project Quality Performance, for all projects

The lesser the difference is, the better is PMO’s performance indirectly

The lesser the difference is, the better is PMO’s performance indirectly

The lesser the difference is, the better is PMO’s performance indirectly

PMO Metrics

Can be measured by periodic surveys with close-ended questions

Business User’s satisfaction about IT services (related to achievement of business objectives and associated value

4. In-Direct Qualitative Metrics

OKAY!! SO WHAT WILL BE THE STRUCTURE..??

PMO Structure

It will be structured as following:

THE END