General Information
An ideal option for the implementation of a project management office (PMO) is turnkey implementation. In this case, fast enough to create a complete program-methodological complex which would help to manage the entire portfolio of projects more effectively. Meanwhile, sometimes happens that the company is not ready to implement a fully functional PMO, because of the following reasons:
- The absence of the required budget for full implementation.
- Incomprehension of benefits of the PMO.
- The busy schedule of the staff required for the implementation.
- The desire to grow the system safely, without haste in order to receive tangible results at each stage of implementation.
- The desire to check the professionalism of the Contractor’s consultants before you trust them with the full scope of work.
Experts of our company developed a unique complex of works on the implementation of the Enterprise Project Management (EPM) system, consisting of 12 Deliverables. Each deliverable is generated separately, quickly and is relatively inexpensive. Meanwhile immediately after creation begins to work on the Customer and brings maximum effective results.
The Customer may terminate or suspend the implementation at any phase, herewith the created results continue to work. After the implementation of all 12 Deliverables, the Customer receives a complete program-methodological complex for project management – EPM.
The service “12 Deliverables” consist of the next phases:
- Joint planning of the Customer’s projects.
- Development of reporting system for projects.
- Hardware and software installation.
- Forming of the Project Management Office.
- Training in project management methodology and tools usage.
- Development and implementation of multi-project environment.
- Standardization of project scope of work.
- Development and Implementation of multi-resource management environment.
- Development and Implementation of project management regulations.
- Development and implementation of administrative document templates.
- Development and implementation of role descriptions.
- Development of specialized reports.
In detail, all the results are described below. If necessary, some results can be created in parallel. The general sequence of achievements is represented in the diagram above.
- To create a financing plan of implementation, taking into account all the company’s financial capabilities.
- Not tied to a tight deadline, and to suspend the implementation, whenever necessary.
- Gradually adapt existing approaches to the company’s project management, as accepting the results by the company’s employees.
1. Joint planning of the Customer projects
Description | 1st of 12 deliverables – Joint planning of the pilot projects of the Customer using Microsoft Project. Creation of the project schedules and related documents. Audit of the project management processes and tools. |
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Form of realization | This step replaces the classical consultancy “AS IS” analysis of the Customer’s business processes. In contrast to this analysis, schedules can be used for performing project control right after its creation. Based on tracked data we identify and structure points of interaction between Company organizational units. Clearly defined, documented, and attached to the time the responsibility of each of the executors of the project. Development and use of the basic plan provide a canvas for further tracking projects and a platform for deployment of the project management system. All the technological relationships immediately applied in the charts immediately applied, what allows them to create dynamic models of project execution, with the help of which you can automatically track changes in the timing of execution of projects. The dynamic model of the project looks like a common WBS and a detailed implementation schedule with those responsible for implementation, management, and control points. |
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2. Development of reporting system for projects
Description | 2nd of 12 deliverables – Reporting may be organized after the planning and creating of the project base plan. It is represented with charts that show forecasts at the end and before the completion of the project. |
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Outcomes | Templates and standardized reporting forms for the implementation of projects include:
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Form of realization | For project status tracking we develop visual reporting and implement its generation on a regular automatic basis. Reports based on Earned Value Method (EVM) are used to determine the current and future status of projects. |
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3. Hardware and software installation
Description | 3rd of 12 deliverables – Installation and configuration of Microsoft Project Online. The Customer`s access of employees to the system through Project Web Access regardless of where geographically employees are. |
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Form of realization | Is a consequence of the installation and configuration of hardware and software for servers. Setting up the system in order to have access to it from anywhere in the world. |
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4. Forming of the Project Management Office
Description | 4th of 12 deliverables – Developing of requirements for PMO managers and employees. Joint recruiting of new employees for PMO. |
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Form of realization | Recruiting (internal or external) new employees for PMO, as well as training for all employees of the Customer. Training consists of two parts:
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5. Training of Project Management methodology and software usage
Description | 5th of 12 deliverables – Training of employees of the Customer on PMBOK methodology and EPM system usage. Training allow listeners to:
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Form of realization | Employees of the Customer attend two-three training. After each of the training, students are tested for mastery of the acquired material. |
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6. Development and implementation of multi-project environment.
Description | 6th of 12 deliverables – Managing all Company’s projects |
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Tools | Project workplace at EPM system. |
Form of realization | The hierarchy of internal and external projects is created and implemented in the EPM system. External are performed for clients of the Customer. Internal are performed to its own organizational and technical development of the company. |
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7. Standardization of project Scope Of Work
Description | 7th of 12 deliverables – The type of work and current production rates are determined in the project and organizational activities. |
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Form of realization | Templates of projects are created, standard work packages are approved with durations, resources, and effort. Current performance is planned to ensure or improve follow-up activities |
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8. Development and implementation of multiresource management
Description | 7th of 12 deliverables – Managing projects using the entire set of corporate resources. There is an opportunity to view the resource allocation and usage across all projects and manage projects taking into account the limited resources of the company. |
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Form of realization | We introduce the term of corporate resource, i.e. all performers and production capacity are introduced into the system in the form of resources. All local resources used in the project are replaced by corporate. |
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9. Development and implementation of project management regulations
Description | 9th of 12 deliverables – The package of procedural documentation for the organization processes of project management. |
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Form of realization | Development of documentation in order to organize project management processes. Documentation goes through conditional improvement in real projects. Basically, some pilot projects are used in order to find gaps in documentation and improve it. |
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10. Development and implementation of templates of administrative documents
Description | 10th of 12 deliverables – The package with templates of administrative documents in electronic form on the EPM server. |
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Form of realization | Employees do not like to document the results of their work because of the great complexity of creating documents. And even if the operating instructions in the employee’s duties include the release of certain documents, they are available only when you have free time, or pressure from management. On the other hand, the documentation is necessary to establish the current status of the project, decisions and formal agreement (signature) between parties that are involved in the project. To resolve this conflict we will develop templates for all major administrative documents that will allow you to reduce the complexity of creating documents, to unify workflow, and provide a common understanding of the produced documentation. After the release of the templates work for their completion is included in the schedule of the project template that provides almost 100% probability of documentation at all stages of the project. All identified administrative documents are issued in the form of Microsoft Office templates with embedded comments and tips for filling the face. Next filling of patterns will be done on real projects, and then edits will be made to the templates. |
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11. Development and implementation of roles description
Description | 11th of 12 deliverables – Developing of the package of the instructions for every project role. |
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Form of realization | Development of role or variation of job descriptions for all project participants. |
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12. Development of specialized reports
Description | 12th of 12 deliverables – Package of specialized reports, ensuring the needs and characteristics of the customer’s business. |
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Form of realization | Programming automated reporting on EPM system. |
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