12 Deliverables – PMO

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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:

  1. Joint planning of the Customer’s projects.
  2. Development of reporting system for projects.
  3. Hardware and software installation.
  4. Forming of the Project Management Office.
  5. Training in project management methodology and tools usage.
  6. Development and implementation of multi-project environment.
  7. Standardization of project scope of work.
  8. Development and Implementation of multi-resource management environment.
  9. Development and Implementation of project management regulations.
  10. Development and implementation of administrative document templates.
  11. Development and implementation of role descriptions.
  12. Development of specialized reports.

12 deliverables flowchart
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.

The “12 Deliverables” approach of EPM system implementation allows you to:

  • 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.
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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.
Outcomes
  1. The responsible officers of the Customer begin to plan each project from start to finish.
  2. Typical project WBS. Can be used as the template for future projects.
  3. Each pilot project consists of:
    • The dynamic model.
    • Schedule baseline.
    • Project graph, which shows delays and outpaces.
    • Lists of key control points (milestones) of the project.
  1. There is an ability to keep a record of the time, resources, and financial costs of projects.
  2. Recommendations for changing the project management processes and tools.
Tools
  • Project planning with Microsoft Project.
  • Working sessions with the specialists of the Customer.
  • Regulatory documents, operating in the company and the industry of the Customer.
  • Contractor’s deliverables for the project management system.
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.
Our responsibility
  • Provide planners and analysts, as well as tools and best practices for planning the Customer’s pilot projects.
Your responsibility
  • Starting from the first result, the Customer is strongly encouraged to designate a person responsible for the EPM system.
  • At this step, the Customer is obliged to assign a person responsible for project planning and to provide access to the information necessary for planning. Administrators and/or planners of individual projects should also be assigned.
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.
Outcomes Templates and standardized reporting forms for the implementation of projects include:

  • S-curves (visual diagrams of planned and actual progress from 0% to 100% with reference to the date).
  • Pessimistic and optimistic forecasts for completion of the project.
  • Budget forecasts.
  • Indices SPI and CPI, reflecting the dynamics of leading or lagging.
Tools
  • The earned value method.
  • Programming scripts for automated reporting.
  • Workshop on harmonization of reporting requirements and the appearance of the reports.
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.
Our responsibility
  • Provide analysts and programmers.
  • Provide tools and best practices for the development and programming of Customer reports.
Your responsibility
  • Provide reporting requirements for projects.
  • Coordinate and provide comments to the created templates and forms of reporting.
  • Perform testing of the generated reports.
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.
Outcomes
  1. The installed and configured server hardware and licensed software.
  2. Systematization and structuring of data for the execution of projects.
  3. A single repository of data on projects.
  4. Workspace for each project.
  5. Organization of access control system based on the hierarchy of project participants.
  6. Secure access to the system from anywhere in the world via the Internet.
  7. Backup and archiving of data.
Tools
  • Microsoft Power Plarform.
  • Microsoft SharePoint Online.
  • Microsoft Project Online.
  • Training of system administrators.
  • Security.
  • Organizational Breakdown Structure (OBS) throughout the customer’s organization.
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.
Our responsibility
  • Provide system administrators and programmers, as well as tools and best practices for the installation and configuration of servers.
Your responsibility
  • Assign a responsible system administrator, as well as conduct their own testing system and remote access.
Description 4th of 12 deliverables – Developing of requirements for PMO managers and employees. Joint recruiting of new employees for PMO.
Outcomes
  1. PMO with qualitative employees based on relevant criteria.
  2. Employees responsible for task completion report on the task result in themselves (Timesheet).
Tools
  • Training plan template (in a form of an e-mail with a hyperlink to the step-by-step instructions in the system).
  • Microsoft Enterprise Project Management System (EPM).
  • User’s workstation.
  • E-mail.
  • Company’s internal order for training performing.
  • Determining the way actual information should be delivered to the EPM system: by employees themselves OR by administrators.
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:

  1. Holding a training plan in which the system introduced a special schedule of the project and the tasks are sent to all involved employees. Complete tasks associated with the study of the most essential elements, i.e. step-by-step instructions – what to do to complete the assigned work plan. After completing the training plan, employees have the knowledge sufficient for the initial use of the system.
  2. Planning, execution and monitoring of the projects together with our consultants. Consulting of Customer employees by our experts.
Our responsibility
  • Provide experts in planning and consultants.
  • Provide tools and best practices for staff recruitment and training.
  • Creating a report on the results of training (how long it took for each employee, which questions arose, etc.).
Your responsibility
  • The publication of the internal order on the training.
  • Perform staff recruiting (internal or external) for PMO based on provided requirements.
Description 5th of 12 deliverables – Training of employees of the Customer on PMBOK methodology and EPM system usage. Training allow listeners to:

  • Form project thinking.
  • Ability to manage separate projects as well as project portfolios.
  • Optimizing the use of company resources.
  • Successfully achieve project goals.
Outcomes
  1. Structured project management knowledge.
  2. Perfect skills in using the EPM system.
  3. Common terminology.
Tools
  • Training on project management methodology.
  • Training on Microsoft Project for Desktop.
  • Training on Microsoft Project Online.
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.
Our responsibility
  • Provide training.
  • Create a report on the results of training (per each participant).
Your responsibility
  • Allocate employee’s time (3 full-time days) to participate in training and testing.
Description 6th of 12 deliverables – Managing all Company’s projects
Outcomes
  1. Created a clear hierarchical structure of the entire portfolio.
  2. Indicators of project execution.
  3. Automated reporting (status, forecasts, indices);
  4. The ability to track the current status of projects at any given time;
  5. Senior leadership is facilitated by visual inspection of projects.
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.
Our responsibility
  • Provide analysts and programmers.
  • Provide tools and best practices for designing and programming the hierarchy of projects, relationships, and indicators.
Your responsibility
  • Approve a hierarchy of projects and develop together with the contractor the criteria for evaluating projects.
Description 7th of 12 deliverables – The type of work and current production rates are determined in the project and organizational activities.
Outcomes
  1. Project templates.
  2. The work activities encoding.
  3. Evaluation criteria.
  4. Indicators of production.
  5. Prioritization of the crucial for the project information and the reduction of unnecessary information.
  6. The process of project planning is facilitated by project managers.
  7. You can analyze and compare various projects on standard work packages.
Tools
  • The structure of the project (WBS).
  • Schedules (charts).
  • Project templates.
  • Work encoding algorithms and best practices.
  • Indicators of production.
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
Our responsibility
  • Provide analysts and planners.
  • Provide tools and best practices for developing project templates.
Your responsibility
  • Provide specialists for template approval consulting.
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.
Outcomes
  1. A hierarchical structure of resources are created (RBS).
  2. Created resource allocation reports (allocation over projects, load forecasts, forecasts of demand).
  3. The standard resource provision of project works is developed.
  4. Reducing downtime resources. Transparency of resource utilization, i.e. the understanding of who is doing what.
Tools
  • Schedule (timesheets).
  • Resource calendars.
  • Corporate resources.
  • The replacement of the local resources with the resources from the corporate pool.
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.
Our responsibility
  • Provide analysts and programmers.
  • Provide tools and best practices for designing and programming the hierarchy of corporate resources, relationships, and reports.
Your responsibility
  • To approve the hierarchy of resources and develop the criteria for evaluating resources together with the contractor.
Description 9th of 12 deliverables – The package of procedural documentation for the organization processes of project management.
Outcomes
  1. The package of regulatory documents, including provision for regulations and procedures for the project life-cycle.
  2. Functions, duties and responsibilities are separated between employees.
  3. A clear list of activities and project management processes is defined.
  4. Increased manageability and control of the EPM system and change management system.
Tools
  • Microsoft Office.
  • Microsoft SharePoint Online.
  • Diagrams and charts.
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.
Our responsibility
  • Provide analysts and consultants, as well as tools and best practices for documentation development.
Your responsibility
  • Provide employees that are able carefully to subtract regulations for compliance specifics of the company and approve documents regulation.
Description 10th of 12 deliverables – The package with templates of administrative documents in electronic form on the EPM server.
Outcomes
  1. The package with templates of administrative documents in electronic form on the EPM server.
Tools
  • Documents templates.
  • Microsoft Office.
  • Actual administrative documents which Company uses at that moment.
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.
Our responsibility
  • Provide analysts and consultants, as well as the tools and experience to develop and design templates.
Your responsibility
  • Provide employees that are able to study the patterns of their conformity to the specifics of the company.
Description 11th of 12 deliverables – Developing of the package of the instructions for every project role.
Outcomes
  1. Responsibility assignment matrix (RACI matrix).
  2. Head of PMO role description.
  3. Project manager role description.
  4. Project administrator role description.
  5. Other relevant role-based descriptions of project participants.
Tools
  • Organizational Breakdown Structure (OBS).
  • Microsoft Office.
  • Microsoft SharePoint Online.
Form of realization Development of role or variation of job descriptions for all project participants.
Our responsibility
  • Provide analysts and consultants, as well as tools and best practices for the design and development of role/job descriptions.
Your responsibility
  • Provide employees which are able to carefully examine the role/job descriptions for compliance with the specifics of the company.
  • Approve final descriptions.
Description 12th of 12 deliverables – Package of specialized reports, ensuring the needs and characteristics of the customer’s business.
Outcomes
  1. Specialized reports.
  2. Financial reports.
Tools
  • Visual Basic
  • Microsoft Excel.
  • Microsoft Project Online.
  • Microsoft SharePoint Online.
Form of realization Programming automated reporting on EPM system.
Our responsibility
  • To provide analysts and programmers, as well as tools and best practices for the development and programming of specialized reports.
Your responsibility
  • To provide requirements for specialized reports.
  • Approve created templates.