Posted on: May 22, 2023
What is Program Management Office (PMO)?
Program management office, simply abbreviated as PMO, is recommended especially when following demands appear:
- To realize organizational goals efficiently, logically and in the timely manner
- To maximize benefits vs utilized resources and control cost level
- To mitigate high level risks and eliminate obstacles in the process of strategic goals realization
To assure the above, the companies increasingly decide to create and include in the organization structure, the PMO role(s), which take(s) the control over all aspect of the project – everything in one place. However, depends on the organization and main objectives, the PMO can take different directions. The PMO often performs Supportive, Controlling and(or) Directive functions.
Program Management Office (PMO) benefits
The main benefits of having a PMO role in an organization are:
- BUSINESS ALIGNMENT
PMO driven by business and in line with strategic goals - PMO LEADERSHIP
Collaborative and effective Program Management Office leadership driven by real practitioners with proven experience - SUPREME GUIDANCE
Project Managers assisted with practical knowledge and expertise in project methodologies, tools and resources - VISIBILITY
High level, multi-dimensional insight on projects progress realization by key metrics implementation - EFFICIENCY
Increased project efficiency in terms of control over budget realization, among project(s) resources utilization and cost contribution - STANDARDISATION
Project(s) managed in the consistent way supported with best practices and harmonized documentation templates - EXCELLENCE
Cross-project learning ability with continuous improvement organizational culture set up
PMO roles and responsibilities as part of the project documentation
In order to assure the project team readiness, it is significant to agree the crucial project documentation which will be used during the whole project(s), as well as the roles and responsibilities of each single team member. What does it mean in practice? It is creating and working on the following elements:
- Project Charter
- Stakeholders Matrix
- Project Communication Matrix
- RACI Matrix
- Status Tracker
- Issue and Action List
- Risk Register
Quite IMPORTANT part is alignment over the RACI Matrix which defines project roles and responsibilities so everyone knows who’s doing what. Program Management Office (PMO) framework Ideally, the Program Management Office (PMO) framework should consists of the following areas:
1. BUSINESS ALIGNMENT:
- Establish governance model with selected stakeholders
- Align on objectives and gain buy-ins
- Prepare project prioritization list
2. PROJECT PORTFOLIO MATERIALS: Create and validate project(s) deliverables including documentation approval and storage process
3. KNOWLEDGE REPOSITORY: Define a set of project(s) best in class methodologies, transparent metrics and tools followed by promoted templates
4. PROGRESS & RISK REPORTING: Establish visualized Dashboard for regular progress and risk reporting framework with effective communication model defined
5. MANAGE FINANCIALS: Plan and review the budgets vs realization, resource utilization and report out to Steerco on consolidated level
6. SUSTAIN THE FRAMEWORK:
- Monitor and control the adherence to implemented framework
- Manage handover project practices to operations
Quite interesting, isn’t it? Call ADAPTIVE GROUP to know more about the need of the PMO role in Your organization
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