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PMO Transformation Processes

Our PMO Transformation Processes

The Program Management Office (PMO) faces organization-level challenges that must need organization-level solutions. Still, most of the project suffer because of department and project level solutions which are unable in providing sufficient support to complex and large project programs.

PMO must be supported by enterprise level function and tools to address the evolving needs of departments. In addition to this, PMOs also have to follow a similar process to that of an enterprise solution.

An effective PMO is constructed of collective efforts of people, processes and technology to achieve their desired goals and objectives. Program Managers are involved throughout the process of establishing common and specific needs and metrics PMO tools will be considered for evaluation.

How to select PMO Tools: A Three-Stage Approach

  1. Discovery and Design

During this stage, the PMO team discuss with management to gain insight of the anticipated future state. Once the desired outcomes are decided they compare both states, the current and desired future to figure out the area need change and improvement. How it is done:

  • Understand vision, process, culture and desired performance metrics provided by the management for the PMO.
  • Understand existing tools and technologies that would aid PMO to reach the desired outcome and generate a detailed report listing everything.
  • Create a solution design draft for PMO depending on the gap analysis performed for processes, technology and data.
  1. Architecture and Road Map

After the organization set up an initiating point and a final destination in stage 1, it can start to consider its architectural possibilities, cost of ownership, implementation timeline and transformation strategy, based on the designed solution matrix.

  • Create and present architectural options to the stakeholders established on solution design.
  • Cost estimation for ownership and an implementation deadline for each proposed architectural option.
  • Produce an implementation path for PMO optimization.
  • Document and validate to be introduced success criteria and metrics.

This stage serves the dual purpose of creating the optimization path and the proposed changes to maximize buy-in to the stakeholder before moving to the third and final stage of implementation. This stage also demonstrates and test various proposed solutions.

  1. Implementation

A persuasive implementation methodology is going to be responsible for the success or failure of a PMO solution. Every single implementation should start with extensive training and communication. Implementation should be followed with its support and monitoring to ensure a smooth deployment and optimal user experience. Key steps are:

  1. Setup a change establishment plan.
  2. Setup training plan.
  3. Create training and communication materials.
  4. Conduct process evaluation, validation and monitoring.

The other evaluation and validation to be conducted dynamically on the system to monitor meeting success criteria are:

  • The alliance between functional and technical designs
  • Validation for transformed data
  • The insight of user acceptance testing
  • Timely monitoring and resolution of issues
  • Post-implementation user support

Key to unmatched PMO process

  • Strategic planning bonds— to ensure that company goals are achieved, linking of strategies with the objective is helpful.
  • Business case development— Observe business cases for strategic arrangement, analysis and KPIs to bring benefits and, reduce risks and costs.
  • Issue and risk management — Perform complete monitoring of issues, risks and dependencies to help find out the root causes and address the issues.
  • Impact exploration — Analyze and manage the ability of the PMO to captivate the impact of projects.
  • Project prioritization metrics — often usage of the matrix to prioritize and validate projects and to support decisions making.
  • Resource management — Resource allocation requires optimal use of project prioritization.
  • Project status tracing — Effective project portfolio management comes from the use of current and adequate information on project statuses like KPIs and KRIs and quality reviews.

ITConenctUS provides the best PMO solutions which helps the business achieve its anticipated future state. PMO solution has to be customized, scalable and responsive to stakeholder needs to boost growth. Changes are disruptive in nature, however, if we plan carefully and comprehensively, we can attain the desired results.

What we do

  1. PMO Capability Assessment
  2. PMO Transformation
  3. Program Risk Management
  4. Program Management Augmentation