PMI Honolulu Chapter LuncheonAlison Simmons, Senior Project Manager, ADP National Accounts West NSC
A PMO In Practice
April 16, 2008
A Project Management Office in PracticeA Project Management Office in Practice
▪ Agenda
▪ ADP the company
▪ Our PMO organization, structure and role
▪ How our PMO got started
▪ Some of our processes and tools
▪ Some keys to success and challenges we face
A Project Management Office in PracticeA Project Management Office in Practice
▪ Automatic Data Processing (ADP)▪ Employer Services
▪ Business outsourcing solutions for payroll, human resources, tax and benefits administration
▪ Dealer Services▪ Integrated dealer management systems and business solutions for vehicle
dealers and manufacturers
▪ $7.8 Billion in total revenue for fiscal year 2007
▪ ~ Over 600,000 clients worldwide
▪ ~46,000 employees
A Project Management Office in PracticeA Project Management Office in Practice
▪ ADP West NSC Project Management Office
▪ Under the National Accounts Division within Employer Services
▪ Vision:▪ Deliver projects with the highest level of quality through
the institution of standardized project management methodologies and business practices
▪ Mission: ▪ Utilize and refine project management standards▪ Oversee management of regional projects▪ Ensure projects are effectively planned, scheduled and
completed on time with high quality▪ Support and collaborate with fellow project managers to
foster consistent and improved use of tools and processes
A Project Management Office in PracticeA Project Management Office in Practice
ADP West NSCVP/General Manager
Functional Group Functional Group Functional Group Functional Group
Project Management Office
Regional ProjectManagers
Regional ProjectManagers
Regional ProjectManagers
Regional ProjectManagers
ProjectManagement
Office
Regional ProjectManagersRegional PM
Regional PM
Regional PM
Functional Group
A Project Management Office in PracticeA Project Management Office in Practice
How did we get going ?
•Defined our business problem
•Performed business process reengineering
•Identified Ideal Baseline PM Process
•Identified the benefits
•Solicited and received support from senior leadership
A Project Management Office in PracticeA Project Management Office in Practice
Processes & Tools – Process Groups
A Project Management Office in PracticeA Project Management Office in Practice
Processes and Tools – Process Groups
Initiation
Planning
ExecutionClosing
Monitoring & Controlling
A Project Management Office in PracticeA Project Management Office in Practice
Processes and Tools – Initiation Process Group
(1) Proposal Creation
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Project Proposal
Table of Contents “The Top Four”.............................................................................. 2
Glossary......................................................................................... 3
Background ................................................................................... 3
Project Summary / Product or Service Scope ............................. 3
OVERALL PROJECT ASSUMPTIONS:................................................................................................. 3
PROJECT RATIONALE (WHY WE HAVE TO DO THIS PROJECT): ........................................................... 4
Project Driver................................................................................. 4
Impact of Completing this Project................................................ 4
Project Benefits............................................................................. 5
Success Criteria ............................................................................ 6
Organizational Impact................................................................... 6
Initially identified Project Risks.................................................... 6
Timing Considerations.................................................................. 7
Alignment with Strategic Initiatives ............................................. 7
Overall Strategic Alignment Yes No ...................................... 7
Is Financial Model / ROI Required Yes No ............................ 7
Timing Review............................................................................... 7
Proceed for approval from Senior Staff Yes or No ............... 8
PMO Evaluation Completion Date (mm/dd/yy) ........................ 8
Senior Staff Evaluation Completion Date (mm/dd/yy).............. 8
Link to Project Gating History Document.................................... 8
Senior Staff Assignment of Project Sponsor (if proposal approved)....................................................................................... 8
Document Revision History.......................................................... 8
(1) Proposal Creation
Process Scope/ Purpose
This process covers the generation of a project proposal for a region project. This process applies to all project proposals that fall within the guidelines defining a region project.
Process Owner Project Management Office (PMO)
Reference Documents
Project Proposal Template (FLASH ID# 003716102) Guidelines Defining Division Projects (FLASH ID# 003741427) Proposal Evaluation Process #2 (FLASH ID# 003741326) PMO Project Process Flow Chart (FLASH ID# 003716102)
When to use this process
This process is for use when a new region project is being proposed
Before you begin This is typically the first process in the origination of a new project
Procedure
These are the steps you take to properly complete the Proposal Creation process.
Step Process Steps Step Owner Contributors 1 Presents idea to management. Ideas
that are deemed to be of merit are forwarded to the responsible Senior Staff member for review.
Any individual
2 Determines whether the project meets the guidelines for a Division Project. If so, completes or authorizes completion of a project proposal by designee.
Senior Staff Member
3 Completes the Project Proposal using the current version of the Project Proposal Template. Assures that there is sufficient information included to allow for proper evaluation of the proposal by the PMO and Senior Staff. Edits . . .
Project Proposal Initiator
4 Inputs the Project Proposal into FLASH and adds PMO Director as Owner. Reviews proposal with Senior Staff member.
Project Proposal Initiator
Senior Staff Member
5 Forwards the Project Proposal to the PMO Director for initial evaluation.
Senior Staff Member
Process Metric This process is deemed to be functioning successfully if all Project Proposals include adequate information for evaluation when submitted. Appropriate notes should be included in the revision history table to track changes required due to incomplete information.
Records and Outputs
The output of this process is a completed Project Proposal document. The Project Proposal document is forwarded to the PMO upon completion of this process. The PMO shall maintain a copy (FLASH) of all submitted proposals for at least 3 years.
Next step(s) PMO Project Process (2) Proposal Evaluation
A Project Management Office in PracticeA Project Management Office in Practice
Processes and Tools – Initiation Process Group
(1) Proposal Creation
(2) Proposal
Evaluation
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(2) Proposal Evaluation
Process Scope/ Purpose
This process covers the evaluation of a project proposal for a region project. The evaluation includes: a review of content for completeness, a verification of the proposal’s strategic alignment, an evaluation of the proposed timing The outcome will be documented and included in a separate section of the Project Proposal document. This evaluation should occur within 30 days of receipt of a ‘complete’ proposal.
Process Owner Project Management Office (PMO)
Reference Documents
Project Proposal Project Management Office Portfolio & Schedule (FLASH ID# 003741475) PMO Evaluation Team Roster (FLASH ID#003741348) Project Gating History Template (FLASH ID# 003741052) PMO Project Proposal Log (FLASH ID#003741386) PMO Proposal Evaluation Meeting Agenda (FLASH ID 003741388) Proposal Approval Process #3 (FLASH ID# 003741327) PMO Project Process Flow Chart (FLASH ID# 003716102)
When to use this process
This process will be used by the PMO Evaluation Team members when a project proposal is submitted.
Before you begin PMO Project Process (1), Proposal Creation is complete
Procedure These are the steps you take to properly complete the Proposal Evaluation process.
Step Process Steps Step Owner Contributors
1 Acknowledges receipt of Project Proposal from Senior Staff member within 48 hours.
PMO Director Senior Staff member
2 Reviews FLASH classifications and naming convention. Modifies if necessary.
PMO Director
3 Evaluates proposal for completeness. PMO Director
4 If incomplete, PMO Director returns proposal to Senior Staff member with a request for more data.
PMO Director Senior Staff member
5 When complete distributes proposal to PMO Evaluation Team.
PMO Director
6 Logs project into PMO Project Proposal Log in FLASH.
PMO Director
7 Schedules a meeting to review proposal. Includes PMO Evaluation Team, Project Proposal Initiator, Senior Staff member.
PMO Director
8 Proposal Initiator presents & discusses proposal with the PMO Evaluation team.
Proposal Initiator PMO Evaluation Team,Senior Staff member
9 Completes PMO Evaluation section of Project Proposal.
PMO Director PMO Evaluation Team
10 Creates Project Gating History. Edits the revisions history to contain the first version, records modifications …
PMO Director
11 Adds Project Gating History document FLASH link to the Proposal document.
PMO Director
12 Updates PMO Project Proposal Log in FLASH. PMO Director
13 Schedules time on Senior Staff meeting agenda, emails initiator with date review is scheduled to occur.
PMO Director
14 Presents proposal with completed PMO Evaluation to Senior Staff.
PMO Director Senior Staff member
Senior Staff
Process Metric This process will be considered successful when the PMO Evaluation Team can complete the Proposal Evaluation within 30 days of receipt of a complete proposal and in a one hour meeting.
GATE 1: PMO EVALUATION OF PROJECT PROPOSAL Gate Inputs Project Proposal submitted to the PMO Director
Strategic Plan Product Roadmap PMO Project Process (#2) Project Proposal Evaluation (FLASH #003741326)
Gate Outputs Decision to continue with project, hold proposal, or cancel proposal Updated Project Proposal PMO Evaluation Section Updated Project Gating History Form – Gate 1
Purpose The purpose of this gate is to record PMO decision to present project proposal to Senior Staff.
Gate Owner Karen Cole, Director, PMO
MARK ONE OF THE FOLLOWING CHECKBOXES:
Continue Shelve Cancel
The Gate Owner updates the Project Gating History form, distributes it per the Receipt Acknowledgement and stores it in the PMO repository.
RATIONALE
RATIONALE: <Document the rationale for the decision if decision is to Shelve or Cancel.>
AUTHORIZATION
Karen Cole, Director, PMO: Date:
RECEIPT ACKNOWLEDGEMENT
Name Role Date Sent Date Received
<enter name of Senior Staff team member>
Senior Staff
A Project Management Office in PracticeA Project Management Office in Practice
Processes and Tools – Initiation Process Group
(1) Proposal Creation
(2) Proposal
Evaluation
(3) Proposal Approval
(4) Charter Creation
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A Project Management Office in PracticeA Project Management Office in Practice
Processes and Tools – Planning Process Group
(5) P&A
Estimation
(6) P&A Approval
(7) P&A Execution
(8) Execution Approval
Cont.
BEACH BAG
A Project Management Office in PracticeA Project Management Office in Practice
Processes and Tools – Execution Process Group
(9) Execution
Cont.
Monitoring & Controlling
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Initiation
Processes Templates Other Information
Proposal Creation (#1) Proposal Template Definition of a Project
Proposal Evaluation (#2) Proposal Evaluation Meeting Template Glossary of Terms
Proposal Approval (#3) Charter Template PMO Proposal Log
Project Charter Creation (#4) Kickoff Meeting Template PMO Gating History Document
Team Member List Template PMO Evaluation Team Roster
Project Portfolio & Schedule
P & A
Processes Templates Other Information
P&A Estimation Process (#5) Steering Committee Update Presentation PMO Proposal Log
P&A Approval (#6) Project Management Plan Template Risk Breakdown Structure Diagram
P&A Execution (#7) Communications Plan Template Video Conferencing Availability & Contact Info
Execution Approval (#8) Risk Management Plan Template Gating History Document
Scope Management Plan Template
Project Schedule Template
Quality Management Plan Template
Resource Management Plan
Cost Management Plan
Procurement Management Plan
WBS Functional Area Templates
Org Readiness Plan Templates
Execution
Processes Templates Other Information
Execution (#9) Steering Committee Update Presentation Project Resource Replacement Transition Job Aid
Agenda Template Job Aid for Partnering with External Business Partners
Minutes Template Gating History Document
Monitoring & Controlling
Processes Templates Other Information
Project Change Request Form Monthly Senior Leadership Project Reviews
Project Change Request Log PMO KPI Tracker
Scope Deliverable Verification Log
Issues-Actions-Decisions Log
PMO Weekly Status Report
Closing
Processes Templates Other Information
PM Evaluation (#10) Project Manager Evaluation Survey
Project Celebration (#11) AAR Questionnaire Input Form
After Action Review (#12) AAR Meeting Project Summary Closing Presentation (#13) Senior Leadership Presentation
Project Closeout Documentation (#14) Project Summary
A Project Management Office in PracticeA Project Management Office in Practice
Processes and Tools – Closing Process Group
(10) PM
Evaluation
(11) Team Celebration
(12) After Action Review
(13) Closing Presentations
Cont.
(14) Final
Closing
BEACH BAG
A Project Management Office in PracticeA Project Management Office in Practice
Processes and Tools – Closing Process Group
(10) PM
Evaluation
(11) Team Celebration
(12) After Action Review
(13) Closing Presentations
Cont.
(14) Final
Closing
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PMO KPI Summary 03/ 31/ 07 FY2008 03/ 31/ 08
Target Achieved % of
Target Maximum Possible
Achieved
Performance for On Time Delivery 70% 90% 129% 21 19 Performance on Success Criteria 92% 100% 109% 15 15
Calculations for On Time Delivery 03/ 31/ 07 On Time Delivery Target 70% On Time Delivery Achieved 90%
FY2008 03/ 31/ 08 Planning & Analysis Execution Close Totals
Project Name PM Planned Completion
Actual Completion
Pts Planned Completion
Actual Completion
Pts Planned Completion
Actual Completion
Pts Total Poss %
Project A PM1 03/20/08 03/20/08 1 08/04/08 09/26/08 1 1 100% Project B PM5 10/31/07 10/31/07 1 03/01/08 03/01/08 1 04/30/08 2 2 100% Project C PM4 08/05/05 08/05/05 08/18/06 02/25/07 10/27/06 07/10/07 0 0 1
Project D PM6 02/23/07 02/28/07 08/31/07 08/31/07 1 09/21/07 09/20/07 1 2 2 100%
Project E PM8 06/30/06 06/30/06 (02/28/08) 0 0 Project F PM6 0 0 Project G PM4 0 0
Project I PM8 10/16/06 11/10/06 12/06/06 12/06/06 06/29/07 07/04/07 1 1 1 100%
Project H PM8 03/29/07 03/29/07 05/09/07 05/09/07 1 06/29/07 07/04/07 1 2 2 100%
Project J PM3 08/22/07 10/31/07 0 05/22/09 0 1 Project K PM9 10/31/07 10/31/07 1 04/30/08 1 1 100%
Project L PM10 Hold HOLD HOLD 0 0 HOLD
Project M PM5 01/25/08 01/29/08 1 1 1 100%
Project N PM11 07/30/07 08/01/07 1 09/28/07 10/02/07 1 2 2 100% Project O PM12 11/09/07 11/09/07 1 1 1 100% Project P PM3 08/10/07 08/10/07 1 12/31/07 12/31/07 1 01/04/08 01/04/08 1 3 3 100%
Project Q PM9 04/30/08 0 0
Project R PM5 07/25/07 07/25/07 1 02/26/08 03/30/08 1 1 100% Project S PM2 11/14/07 11/30/07 1 06/30/08 1 1 100% Project T PM6 TBD TBD TBD 0 0
Project U PM7 CLOSE Close Close 0 0 Close Project W PM7 0 0
Project V PM2 0 0 Project X PM9 03/31/08 03/31/08 1 06/30/08 1 1 100% Z02 Blank Template 0 0
Z03 Blank Template 0 0 Z04 Blank Template 0 0
Z05 Blank Template 0 0
Z06 Blank Template 0 0
Total Points 9 5 5 19 Fiscal Year Totals
Possible Points 10 5 6 21
Scope: Meeting Success Criteria 03/ 31/ 07
FY2008 03/ 31/ 08
Target 92% Actual 100%
Project Fiscal Year Project Name PM
# of Criteria # Completed Successfully
% FY % % of
Target
Project A PM1 Project B PM5 2 2 100% Y 100% 109% Project C PM4 3 3 100%
Project D PM6 3 3 100% Y 100% 109% Project E PM8 Project F PM6 Project G PM4 Project I PM8 5 5 100%
Project H PM8 2 2 100% Y 100% 109% Project J PM3 Project K PM9 Project L PM10 Project M PM5 2 2 100%
Project N PM11 2 2 100% Y 100% 109% Project O PM12 Project P PM3 6 6 100% Y 100% 109% Project Q PM9
Project R PM5 2 2 100% Project S PM2 4 3 75% Project T PM6 1 1 100% Project U PM7 Project W PM7
Project V PM2 Project X PM9 Z02 Blank Template Z03 Blank Template Z04 Blank Template
Z05 Blank Template
Z06 Blank Template
Project Totals 32 31 97% FY % 100% 109%
PMO Key Performance Indicators (KPI’s)
KPI 1: Schedule Date The schedule date KPI is intended to measure how well projects are managed to originally established completion
dates for Planning and Analysis, Completion of Project Execution, and Project Close. Calculation: Every Division Project has three dates that are tracked as reflected in the Gating History Document)
for the purpose of the KPI. They are the date on which: a. Planning and analysis is complete, b. Project execution is complete, c. The project is officially closed.
For each completion date tracked relative to the KPI (P&A, Execution, and Close) that occurs during the period of time being measured, there is a potential for a 1 or 0. The date is considered a 1 if it is within 15% of the originally scheduled date (based on duration of the phase). All points are added to determine the actual score. The actual score is divided by the possible maximum score and multiplied by 100 to arrive at the percentage of on target dates. KPI 2: Scope
“Did we build what we said we were going to build?”
Calculation: During the planning and analysis phase of a project, success criteria are defined by the project team in the scope management plan. At the close of the project, the project will be evaluated against the success criteria to determine the percentage of success criteria achieved in the initial scope management plan.
A Project Management Office in PracticeA Project Management Office in Practice
PMO Keys To Success
•Educate senior leadership, obtain buy-in and prove the value of a PMO
•Develop standard templates, processes and terms that fit your business
•Provide training at any level that is needed
•Communicate project status constantly
•Be flexible
•Take baby steps when necessary
•Measure and broadcast your successes
A Project Management Office in PracticeA Project Management Office in Practice
PMO Challenges
• Refining processes in a matrix based organization
• Time tracking
• Project Prioritization
•Project based budgeting
•Too many projects/too few resources
A Project Management Office in PracticeA Project Management Office in Practice
Questions ?