PMI PowerPoint Template Maximum 2 Lines, Arial …...– Focus on value –from improved processes,...
Transcript of PMI PowerPoint Template Maximum 2 Lines, Arial …...– Focus on value –from improved processes,...
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HOUSTON, TX, USA | 5–8 NOVEMBER 2017
#PMOSym
PMO17BR401
Developing the Tools That Enable PMO Development
Mike Watson, Manager, Corporate Administrative Solutions PMO
FedEx Services
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Why Focus on Systems?
The choice of software to support your PMO is critical to
realizing value, and is a pivotal decision affecting your future
ability to grow and adapt
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Corporate Administrative Solutions Team
• The Corporate Administrative Solutions Team (CAST) provides project
management, process improvement and business process support for the
FedEx back office
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• Since the beginning, CAST has been guided
by three primary objectives: centralize,
standardize and automate
• CAST has been successful in consolidating
financials into one global ERP and
standardizing policies and processes across
ten operating companies in a suite of back
office applications
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Corporate Administrative Solutions Team
• The CAST workload expanded to include lease and contract
management; business intelligence; governance, risk and
compliance
• Projects and application support were informally organized in small
portfolios of related functions, mostly under a single manager
• Thanks to early successes, the CAST organization has had a history
of steady growth
• A patchwork of formats and processes made consolidated reporting
a time-consuming challenge
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CAST Contradictions
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Centralize
Standardize
Automate
Dispersed
Divergent
Manual
Cu
sto
me
rsIn
tern
al
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The Need for a PMO
• Designing a structure and managing change
– Start with a realistic assessment of culture
to tailor solutions and manage change
– Organize projects into logical groups by program
– Establish templates, standards, techniques and governance
– Develop a benefits-focused plan for further development
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The Drive to Automate
• Uncovering under-reported
projects
• Coping with unexpected
volume
• Accommodating a significant
reorganization
• Growth of the organization
• Dealing with the limits of
software and manual processes
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Software Selection
• Plan for growth and the systems required to support it
• Scale the software to your needs
• Scale the software to your skills
• Is it supportable?
• Does your company already own or license a system?
• Do your company’s policies eliminate some options?
• Who do you have to work with?
• Strike a balance between standardization and flexibility
• What do you want to know?
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First Generation PMIS: SharePoint
• Plan for growth and the systems required to support it
• Scale the software to your needs
• Scale the software to your skills
• Is it supportable?
• Does your company already own or license a system?
• Do your company’s policies eliminate some options?
• Strike a balance between standardization and flexibility
• What do you want to know?
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Success!• No-cost solution
• Multiple quantifiable benefits
– The first near-real-time view of full project inventory and status
– Capture of targeted data only, allowing project managers to use their software package
of choice
– Flexibility to combine data from agile and waterfall projects
– Removed the burden of status reporting and freed project managers to focus on core
tasks
– Increased self-service and freed the PMO staff for more valuable work
– Improved planning capabilities
– Enhanced transparency and accountability
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Version 2.0
• A complex design chosen over a flat
structure eventually led to memory issues
not anticipated in prototypes and testing
• We migrated to a cloud database platform
(Quickbase)
• Availability of online training and a strong
user community have accelerated the
addition of more functionality previously
maintained in Excel and other formats
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Prepare for ChangeDon’t assume that your objectives are shared or considered positive by all your stakeholders. If
you have built a nimble PMO supported by flexible software, you will have a platform that
demonstrates the PMO’s value and enables growth
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• Software adoption will require some degree of change; be
prepared to manage the change and to address resistance
• Once management and other stakeholders see the value of
PMO data, expect new and shifting requirements
• Improved reporting increases transparency and
accountability, which will be a positive for most stakeholders
and management; not all project managers will see it the
same way
• If management has become used to certain formats and
data, focus on helping them adjust to change and ensure
they continue to get the data they need for decision making
• Be ready to accommodate differing levels of comfort and
proficiency with technology across your target audience
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Key Decisions and Lessons Learned
• Whether it’s a spreadsheet or a dedicated application, your choice of software is critical to PMO success; it
will either be a springboard for growth and change or a burden that weighs you down
• Focus on value: both the project value you document and report on, and the value generated by the PMO
itself
• Balance standards and flexibility: ensure your data is comparable across the portfolio, but flexible enough to
accommodate change and growth
• Be sure your team can support the chosen system, and your stakeholders can master it and adapt to it
• If the software requires significant changes in process, are they acceptable?
• Start early identifying company policies that would guide or constrain software adoption
• Before looking at any software, decide what you want to know and report on
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Action Plan• Next week
– Ask the question: What do we want to know?
– Begin to document and analyze your current processes
• Next 90 days
– Identify opportunities to improve processes
– Compare those opportunities with existing systems, policies and stakeholder needs
• Next 12 months
– Carry out software selection considering portfolio management packages, in-house
options and development platforms
– Focus on value – from improved processes, efficiency, accuracy, transparency, etc.
– Balance software focus with attention to processes and policies
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