This presentation contains a Portfolio Delivery Unit (PDU) Welcome Pack. We used this at the Office for National Statistics during the implementation of enterprise portfolio management. It was used to help people understand

the new PDU team, the portfolio management services that the team provided to the organisation and importantly, the value that people would

experience from those services.

It’s very nice of ONS to share this document, so if you found it useful be nice too and send a little thank you tweet to @statisticsONS

Portfolio Delivery Unit (PDU)

Welcome Pack:Our Vision, Structure, Services and Value

29 August 2012Version 1.0

Introducing the PDU

PDU VisionONS successfully delivers the right projects and programmes, in the right way and with the right people every time.

We will achieve this by:

• Ensuring our investments in projects and programmes contribute to ONS Strategy and together, we realise the benefits from our investments

• Providing consistent and effective governance that is driven by professional standards

• Focusing on our people, collaborating, learning from each other and developing careers in ONS

• Living the ONS values of respect, pride and working together to do better in everything we do

We live in an increasingly complex world and whilst the old saying remains true “change is the only constant”, the speed in which things are changing is rapidly increasing.

This has been a big year for ONS, the outcomes of the ONS 2012 Programme and “Breaking the Mould” have inspired a more collaborative, holistic portfolio management approach to delivering our projects and programmes.

To drive this new way of working forward, the Portfolio Delivery Unit (PDU) is now established and working collaboratively across ONS, ensuring our resources are invested in the right projects, that we deliver those projects successfully and continually develop the skills of our project delivery teams.

People are central this and one of PDU’s most important roles is to develop professional career paths in project and programme management and to make sure people experience a long, energised and exciting career in ONS.

This PDU Welcome Pack will provide you with information on how PDU is structured, what it does and the value you will experience. There’s no doubt it will evolve over time, however for now, it represents a massive step forward for ONS and a sure sign that ONS is serious, and will continue to be serious, about managing change successfully.

I hope you find this welcome pack useful. If you have any comments or can think of a way to improve it, please let one of the team know.

Regards, Craig

Deputy Director (Interim) Portfolio Delivery & AssuranceOrganisational Capability and Performance Directoratepdu@ons.gov.uk

ONS Values

Investment & Information

People & Process

PortfolioDelivery

Leadership

Project ManagementPMO

Programme ManagementBusiness

Analysts

Information & assurance

Benefits Investment

Financials

StrategicContribution

Portfolio Delivery Unit: Our Model

Skills, resources

Planning, risk, dependencies

Governance

Business Change

Lifecycle

The right way

The right peopleThe right investments

Recruitment &

On boarding

Quality Assurance

PortfolioGovernance

People & Processes

BusinessChange Lifecycle

Training & Career Path

KnowledgeManagement

Portfolio Level

Dependencies

Change Control

DependencyManagement

ProfessionalDelivery

Resource Planning

Status Reporting

Risk & IssuesManagement

Portfolio Delivery

FinancesForecasting Plans &

MilestoneTracking

Investment & Information

InformationManagement

Post Implementation

Reviews

CostManagement

InvestmentAppraisal

FinanceKPI’s

ExecutiveInformation

JourneyManagement

PortfolioBenefits &

Strategy

Key services provided by the PDU

The PDU Team

[name]Investment and Information

I am responsible for making sure ONS invests in the right projects and

realises the agreed benefits

Craig Kilford: Deputy Director (Interim) I make sure the PDU vision is realised and that we provide great, value added portfolio management services to all stakeholders

[name]Portfolio Planning and GovernanceI am responsible for the ONS Portfolio Delivery Journey, and the underlying

planning and reporting activities. I also manage the executive information that

gets sent to ELT Business and ONS Board

[name]Skills, Capability and AssuranceI work with Project and Programme

Management professionals helping to plan careers in ONS. I make sure we allocate and reallocate the right people to the right

projects. I also manage the overall assurance process, including all internal

and central government assurance

Portfolio Delivery Team: The Programme Managers, Project Managers, PMOs, and Business Analysts are working collaboratively with business areas’ teams

delivering projects and programmes successfully

[name]Business Cases and Finance

I coordinate the Benefits Investment Group (BIG) and the financial and

benefit management reporting of all projects.

[name]Benefits and Reporting

I support people with the benefits management process ensuring

benefits are treated in accordance with ONS standards

[name]Skills, Governance and Communications

I co-ordinate the support for the PDU including the resourcing and dependency

management. I also focus on communications, making sure the right

people get the right information at the right time

[name]Risk, Reporting and Governance

I coordinate the governance processes ensuring that portfolio risks are effectively managed and projects are supported with

standards

[name]Portfolio Planning and Governance

responsible for the ONS Portfolio Delivery Journey and all the underlying planning

and reporting activities

Key value you will experience Things we do to drive your value experience

1Provision of standard, repeatable and professional processes that increase quality of project management deliverables and comply with ONS and best practice standards

• Ensure standards meet the needs of project teams• Provide coaching and support for project management deliverables

where needed• Build a portfolio knowledge centre so we learn from each other and

our experiences

2Enhanced decision making due to higher quality, and more timely provision, of information enabling increased delivery confidence

• Create and publish a clear Portfolio Delivery Strategy, including a detailed portfolio assurance map

• Publish high quality monthly Executive Information Packs• Provide a high quality reporting and escalation process, with flexible

monthly ‘Zooms’ for decision and assurance• Build and maintain great relationships with major stakeholders and

governance teams

3A collaborative, energised and open team culture where the ONS Values and Breaking the Mould principles form the core of what we do

• Provide a standard “business change lifecycle” so everyone knows how we deliver change in ONS

• Work with Directors to allocate and re-allocate project management, PMO and Business Analyst resources where needed

• Chair Monthly Portfolio Delivery Team meetings enabling a shared voice from the portfolio delivery team

• Provision of training, development and PPM events

4

More effective allocation of project and business area resources based on an increased understanding of the overall portfolio of change and through reduction of risk

• Regularly updated Portfolio Delivery Strategy incorporating planning standards to enable key milestones to be managed

• Work collaboratively to ensure timely, high quality status information on portfolio milestones, risks, dependencies and resources

5Reduced effort of recruiting quality people, on-boarding, and meeting their training and development needs

• Central PDU recruitment process and on-boarding• Coordination of training and career development solutions across

the portfolio

Value Experience: People and Processes

Key value you will experience Things we do to drive value experience

1More focus on your long term career in ONS with a provision of training, development and a sense of belonging

• Provide development centres for the portfolio delivery team together with tailored career paths that match individual aspirations and business needs.

• Provide a home for project professionals from which they can derive a sense of energy, collaboration, enthusiasm and belonging

• A resource allocation / re-allocation process giving project professionals a steady transition from project to project

2More efficient recruitment for PPM skills with forward looking skills planning

• Facilitate all recruitment for project, programme, PMO and Business Analyst skills for projects in the portfolio

• Portfolio level resource plans enabling better understanding of the resource demand and capacity within

3More efficient approach to Governance approvals, within ONS and Central Government

• Improved decision-making through a streamlined and supported internal business case production, process

• Clear route, guidance and support through the external Treasury and Efficiency Reform Group approvals process

4

Increased consistency, efficiency and quality of reporting packs and other stakeholder information requirements

• Provision of clear templates, guidance and support for internal and external (Major Projects Authority, Efficiency Reform Group) approvals and assurance

• Creation of standard Highlight Reports and Project Board packs supported by new planning guidance

5Reduced time and effort with the provision of information to multiple stakeholders

• Creation of standard reporting information that can be re-used and modified quickly to meet the needs of all stakeholders e.g. highlight report feeds ELT information packs and other Cabinet Office returns

Value Experience: Portfolio Delivery

Key value you will experience Things we do to drive value experience

1More effective personal support throughout the project start up and business case process

• Support business areas throughout the staged business case process• Ensure tools and templates are flexible and fit for purpose• Provide training when required• Coordinate the Benefits Investment Group (BIG) which provide advice,

input and assurance on all key areas of the business case

2Improved overall mechanisms of benefits planning, tracking and realisation, saving time and increasing confidence in the benefits

• Ensure a proportionate, flexible approach to benefit exercises depending on project type and size

• Development of an ONS Benefits Eligibility Guidance • Monitor realisation and report to ELT and ONS Board each quarter

3More efficient investment decision making based on better information, transparency and communication

• Provide a high quality governance process including Portfolio Delivery Committee

• Ensure process and support produces fit for purpose business cases• Assess each business case for contribution to strategic aims• Manage relationship with Cabinet Office and HM Treasury• Timely and appropriate communication of key investment decisions

4More effective allocation of resources based on a clearer understanding of portfolio priorities

• Prioritisation processes in line with financial planning and updates to the Portfolio Delivery Journey

• Integrate benefits realisation plans into the Portfolio Delivery Journey

5Production of higher quality business cases first time, reducing the amount of effort needed to amend

• Provision of lessons learned and knowledge sharing facility• Benefits Discovery Workshops helping people to work more

collaboratively with all aspects of their projects benefits.

Value Experience: Benefits and Investment

Our Key Customers

Efficiency Reform GroupProvide timely, high quality business

cases, plans ensuring compliance with governance processes

Finance TeamEnsure accurate control and reporting

of forecast and actual financial performance

ONS BoardProvide timely information to

ensure an understanding the status of ONS Portfolio Delivery Journey

ELT Business Committee Provide timely, high quality Portfolio

Delivery status information and recommendations that enable effective

decision making

Project / Programme Managers, and PMO Managers

Provide high value end to end project and programme

management support services to help deliver successfully

PPM CommunityWork with the PPM Executive Champion, and PPM Head of

Profession to share knowledge, experiences, and lessons, to develop PPM capability

within ONS

Strategy & Standards IT TeamEnsure strong team working

relationships and communication links are in place to enable shared

understanding of plans, risks, issues and dependencies

Executive Directors/ Senior Responsible Owners

Ensure Executive Directors are provided with high quality support on

all aspects of project delivery, especially allocation and reallocation

of the right skills

Portfolio Delivery CommitteeProvide timely, high quality business cases and portfolio status information to support sound recommendations to

the Executive Team

Strategy and Standards DirectorateWork closely with the Design Authority to ensure the portfolio aligns with the

Statistical Business Strategy

Major Projects Authority Provide timely and accurate status

information and facilitate all assurance needs

ONS Business AreasEnsure Business Areas are engaged

and communicated to effectively regarding resources requirements

overall portfolio timescales and delivery progress

Portfolio Delivery Governance Overview

Business Investment Group (BIG)Provide a robust, supportive and consistent approach to the production of

business cases that support the request for investment

Executive BoardEnsure the portfolio’s ongoing contribution to ONS strategic objectives.

Make portfolio delivery decisions regarding project investments, resources, portfolio prioritisation, sequencing and the overall realisation

of benefits

ONS BoardProvide strategic direction on the ONS Strategy and successful delivery

of the ONS Portfolio of projects and programmes

Portfolio Delivery CommitteeReview the portfolio status and make investment recommendations to

Executive Leadership Team on funding, resources, risk, portfolio sequencing, dependencies and overall deliverability

Portfolio Delivery UnitProvide all processes, structures and information required to enable effective decision making and

portfolio delivery success

Timely, high quality status information

Decisions to enable portfolio delivery success

Frequently Asked Questions

Where are you located?We are located in Newport , room 1.301, but frequently travel between sites where appropriate

You’ve sent me something and I don’t see the value, who can I speak to about this?Please tell the person that sent it to you immediately and they will clarify, if you still don’t see the value please contact Craig Kilford.

Do you have a standard reporting process for projects?Yes, because things move so quickly all projects work to a fortnightly reporting cycle. Deadline for all reports (using the standard highlight report) is published in our calendar on page 12. Please call [name] if you have any queries.

How do I recruit project management people?All Project, Programme, PMO and Business Analyst recruitment for projects is coordinated by the PDU. The PDU has a resource pool of PPM Skills and is responsible for allocating and reallocating skills. Please contact [name] for assistance.

I need some project management training, who can I speak to?We don’t provide accredited training directly but as part of career planning we do organise training where required. Please contact [name] for assistance.

I have a suggestion for improvement, who do I speak to?Speak to anyone on the PDU team and it will be raised at our next team meeting.

How is PDU measuring its effectiveness? The Head of PDU scored the perceptions of 65 people across the PPM community against a ‘Happiness Index’. This will be repeated to show progress across key areas. Please contact Craig Kilford if you’d like to know more

How is PDU working with the IT PMO?PDU has a written handshake agreement with the IT PMO which ensures we share information, collaborate and learn from each other.

I want a career in project management, what do I do?Please contact [name] who can advise on career development. ONS is totally committed to developing the project and programme skills of it’s people.

My project is coming to an end, how do I find a new post? If you’re a programme or project manager, Project Management Office (PMO) or Business Analyst please contact [name] who will help.

I’m not in a project or programme management team, can I still have project management training?We’ll definitely try for you, although the portfolio delivery team take priority because there isn’t a huge budget.

PDU Governance Calendar

Meeting names have been removed.

The calendar has been left to provide you with an indication of the governance timings. Please note that this calendar is based on a fortnightly highlight reporting mechanism and a monthly Executive Management Meeting

Contact the PDU

All contact details have been removed. However if you would like further information on the use of the ONS Portfolio

Delivery Unit Welcome Pack feel free to email the team.

Contact: pdu@ons.gsi.gov.uk

Postal address:

Portfolio Delivery Unit (PDU)

Office for National Statistics

Government Buildings

Newport

NP10 8XG

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