Lunch & Learn – PMOFeb – March 2014

Summary

March 31st 2014

Lunch & Learn – timetable

 

Wednesday 12th February

PMO Development an introduction to PMO and a review of the 2 key project document – project proposal document and  a project planning document

Wednesday 19th February

Fit for Purpose: Your opportunity to contribute to the PMO Process through engagement &  ideas about future plans.

Tuesday 4th March

Back to Basics:For staff looking to refresh your project management skills – CANCELLED – TO BE RESCHEDULED

Wednesday 12th March

Crunchy Numbers:Measuring the success of your project is critical in ‘knowing how you are doing’. This session will help you in developing outcomes and how to measure impact

Wednesday 19th March

Plan and Contracts Overviewsupporting the  ongoing development of programme/project plans with an overview of NHS planning guidance, the Strategic Plan, Operational Plan and Financial Plan submission and contracts.

Thursday 20th March

A Basic Introduction to the PMOFor people who have not had the chance to be involved in PMO to date

Wednesday 26th March

Last Chance Saloon:Open space for questions, specific project support and development 

3

1624

3 2 00

50

Evaluation summary

37

6 00

50

44

1 00

50

Source:Feedback forms March2014 n=3

Overall RatingOf the session

The pitch of the Session was:

The length of the session was:

“I feel engaged and understand the development of the PMO”

I am likely to recommend this session to colleagues:

41

1 30

50

17 24

3 1 00

50Justright

TooHigh level

Toobasic

Justright

Too long Too short

StronglyAgree

AgreeNeither

/Nor

Disagree

Strongly Disagree

ExtremelyLikely Likely Neither

/norUnlikely Extremely

unlikely

Who attended?

•64 attendees across 6 Lunch & Learn Session

•Roles:• Admin Officer• Project Support Officer• Commissioning Officer• Commissioning Manager• Heads Of• Locality Manager• Senior Management Accountant• Management Accountant • Clinical Quality Administrator

Comments – positive feedback

•“I really value the introduction of the PMO, I think it will help Programme Leads manage and prioritise their work and help us to know what is expected and when”

•“I had no previous knowledge of PMO so it was very useful”

•“good to have engaged input from leads to enable them to feel they are part of the process. Everyone will have the same understanding”

•“good to be provided with an excellent overview of what we must do & have decided to do”

•“felt L&L covered what it was meant to – I now have a better understanding of PMO function & also feel happier that I will be able to approach for support/expertise etc”

Comments – even better if..

•Be clear about PMO structure and roles

•Make information available before lunch & learns

•Don’t assume knowledge of projects/programmes

•Where there has to be documentation, be clear on rationale

•Provide best-practice examples of e.g. project life cycle documentation

•Involve the support functions in the development of the PMO process at the outset

The PMO were challenged to…

• Keep it Simple

• Keep it Proportionate

• Remove the Bureaucracy

Successes

• Engagement – good representation from across roles and departments, extensive FAQs developed, processes drafted,

• Visibility – awareness of PMO is noticeably increasing

• Awareness of benefits of PMO systems and processes

• Guidance on how the PMO team and the rest of the CCG can work together

• Increasing clarity on scope, rationale and benefits of existing projects/programmes

• Process & Templates – all finalised• Prioritization Tool / Project proposal / Project Planning Document /

Project Authorization Process / PMO reporting cycle / Financial funding flow / Gateway process

Future Lunch & Learns - Suggestions

• Public Engagement / Stakeholders• Project management• Putting together a good project proposal / PPD• Examples of current projects from inception to benefits realisation • Evaluation techniques• Identifying relevant and meaningful KPIs• Equality, Diversity • ‘Enabling workstreams’ and how they will work• How people will communicate and shape the PMO• Support the PMO offers ( planning docs, kpis, engagement, evaluation)• Drop-in sessions

Lunch & Learns - Proposed

• Fortnightly lunchtime sessions• One planned topic-specific session• One Q& A / clinic session

• 1 hour• Drinks provided • Fortnightly emailed update on evaluation / FAQs / future topics• Shared presentations / resources via email /link / website