Implementing a PMO can present significant challenges. For that reason, a phased approach to PMO implementation is not only crucial but also a distinguishing characteristic of successful project management consulting firms. Experienced project management consultants know that a phased approach:
(1) helps to overcome resistance to change,
(2) allows for lessons learned in early phases to be incorporated in systems installed in later phases and
(3) establishes a solid foundation of available project-level data prior to rolling-up enterprise-level information. Second, successful project management consultants also know that, when it comes to designing a PMO, there is no such thing as a “universal solution.” To be effective, a PMO must be tailored to your organization’s project types, management/staff capabilities, and organizational culture. A phased approach to implementation allows the necessary time (in the initial phases) to gather first-hand information about project characteristics, personnel, and cultural nuances so that the delivered solution can be tailored appropriately.Visit Project Managers Bristol for more details.
The Four Phases of Project Management Implementation
I. Initiation Phase: Throughout the Initiation Phase, project management consultants use pilot projects to build process momentum, overcome natural resistance to change, and gain first-hand knowledge of your organization. This goal of this phase is to successfully mobilize your organization, remediate any current at-risk projects, and set the stage for the next two Installation phases. During this phase, the project management methodology is introduced and software training is conducted; but only for those individuals who will be specifically associated with pilot project teams. Also, a plan for the Project-Level Installation phase is developed and key tools are created that will be utilized during the remaining Installation phases.
II. Project-Level Installation Phase: The second phase utilizes information gathered from pilot projects in the Initiation phase to roll-out structured project planning and control processes for all remaining projects, as well as to formally establish the Project Management Office. This phase can include the creation of PMO job descriptions, formal guidelines for project planning/control, a project web site, and a web-based activity update system – basically the necessary infrastructure to support the consistent, successful application of project management techniques by the PMO. Project Management Training is also rolled-out to the entire organization during the Project-Level Installation Phase. By the conclusion of this phase, the nucleus of a Project management Office is in-place, all project team members have been trained, and the project management consultants are ready to begin transitioning from their role of supporting project team requirements to supporting the PMO staff.
III. Enterprise-Level Installation Phase: During the Enterprise-Level Installation phase, tools are implemented that are focused on managing an organization’s entire portfolio of projects. Examples of these tools include; enterprise performance metrics, a management “dashboard” to gain summary-level visibility to project status, and project scheduling based on limited resources and project priority (enterprise resource leveling). The intent of these types of tools is to (1) provide management with timely and accurate information about the status of the all the projects being undertaken by the organization and (2) support business decision-making that impacts the successful completion of projects such as: changes to staffing, funding, project prioritization, and workload.