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Finding Vaughan’s PMO Groove
May 5, 2009
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Agenda
1. Introduction 1. Introduction
2. Background 2. Background
3. Project Management Phases 3. Project Management Phases
4. Business Change Management4. Business Change Management
5. Next Steps 5. Next Steps
6. Summary 6. Summary
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Background
BUSINESS SOLUTIONS
CIO
CLIENT SERVICES
TECHNICAL SERVICES
INFORMATION AND TECHNOLOGY MANAGEMENT (ITM) DEPARTMENT
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Background - Continued
Organization’s shift from “Town” to “City”Focus on service excellence and business
transformationITM leader in business transformationRealized we weren’t doing projects “right”
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Background - Continued
Step 1 - Start Up Step 1 - Start Up Step 2 - Working SessionsStep 2 - Working Sessions
In 2004 project team In 2004 project team assembledassembled
Objective to develop a Objective to develop a project management project management methodology for ITMmethodology for ITM
Group comprised Group comprised various levels of various levels of expertise and buy-inexpertise and buy-in
Create project Create project management management processes, processes, procedures and procedures and templatestemplates
Used PMBoK as Used PMBoK as a guidea guide
Adapted to City Adapted to City of Vaughan of Vaughan cultureculture
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What is a project?
“Work that needs to be done
to deliver a well-defined goal
in a set time frame”
Goal can be a new product, service, event, enhancement to an existing solution, or even a new way of doing business
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Project Management Process
CLOSURE
INITIATION
DEFINITION
PLANNINGEXECUTION
FACILITATION& CONTROL
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Project Team Site
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Initiation Process
INITIATION
PROCESS CHARTER
Officially authorizes the projectOfficially authorizes the project Identifies key decision makers: Project Sponsor, Project Identifies key decision makers: Project Sponsor, Project Owner and Project Manager Owner and Project Manager
Core Team
OUTPUT
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Project Charter Template
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Definition Process
Reference document for team Explains what the project “is” and what it “isn’t”
DEFINITION
PROCESS
OUTPUT SCOPE
DOCUMENT
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Project Scope Template
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Project Scope Template – cont’d
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Project Scope Template – cont’d
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Planning Process
PLANNING
PROCESS
OUTPUT Project Plan
(WBS)
Planning identifies the “how”, “who” and “when” for each task Each in-scope deliverable is broken down into specific
activities, a work breakdown structure (WBS) Plan can be tracked with milestones Once plan approved it is baselined
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Planning Process
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Execution Process
OUTPUT
Kick-off meeting is held to ensure entire team understands the project’s objectives, their roles and key milestones
Focus for the project management team shifts to facilitation and control
EXECUTION
PROCESS
DELIVERABLES
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Closure Process
Project team members are interviewed and lessons learned compiled
CLOSURE
PROCESS
OUTPUT CLOSURE
REPORT
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Project Closure ReportProject Closure Report
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Project Facilitation & Control
Project Life Cycle
Report Project Status
ManageIssues
Manage Change
Requests
QADeliverables
Monitor Tasks
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Change Request
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Reporting
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Business Change Management Strategy
Phase I Phase I Phase IIIPhase IIIPhase IIPhase II
Process Process InternalInternalto ITMto ITM
RoadRoadShowShow
Engaged Engaged DepartmentsDepartmentsin Processin Process
Phase IVPhase IV
RequestsRequestsfor PM for PM ServiceService
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Next Steps
Natural maturing process for any PMONatural maturing process for any PMOMore formal business justification and prioritizationMore formal business justification and prioritizationFormally document risk management plansFormally document risk management plans
Are we doing projects right?
Are we doing the right projects ?
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Summary
Accountability RepeatabilityTransparency
Project Management Methodology
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Contact Information
Lucy Pasianotto, Project Manager
City of Vaughan
905-832-8585 ext. 8068
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Questions