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