Program & Project Management (PMO)

1. Flexible Resources Project management Office People, Process, Business, Technology Systems

2. Program Management office

3. Programme Management Template

4. We know what we are looking for, and it isn’t far away

5. Flexible Resources Associates PMO Flexible Resources is a specialist in Program & Project Management Practices and Resource competencies. Irrelevant of the change topic, our Resources are second to none. Each of them is chosen because they: • Possess the level competencies to exceed PPM standards • Have an incredible work ethic • Have many years of solid experience in a wide range of areas • Take a great deal of pride in whatever they do • Are self-sufficient • Are responsible • Are excellent communicators • Are team players

6. Our Practices: Risk based approach to evaluating and sizing resource requirements for business proposals: • Professional and informative review of resource recommendations with Client • Resource selection criteria and process is foundational to providing the “right-fit” • Internal training, testing, and achievement level of PPM Resources is a prerequisite before assignment • Program, and Project Management Resources always have backup personnel • Our resources assigned to a Client, are connected and have access to all our Management and Network of Subject Matter Experts to support our Clients

7. Program Office solution • As its highest level, we believe a PMO’s mission is to support and facilitate the three components of an organization’s mission: strategic, tactical, and operational project management. • Whether we augment your current PMO, build, or host remotely for you, our right-size solution is built with Risk Management as the primary PMO implementation outcome.

8. Program Office solution • Project Management Office Model- Operational Services • Manage scope across projects, assist managers within projects. • Provide a common conduit for recording and monitoring inter-project issue, tools, etc. • Set the lead in risk management and mitigation among and within the projects. • Program Management Office Model-Tactical Services • Coach and Mentor project managers by providing a common tools set and knowledge source for project management techniques. • Assist in project planning. • Set the standards and assist projects in budgeting, tracking, forecasting, etc. • Increase project visibility and successes through Marketing Communications • Portfolio Management Office Model- Strategic Services • Liaison between executives and operations • Decision support

9. Mitigate the Risk to Your Bottom Line By Using FRA PMO solution • Our PMO Office solution addresses the key issues surrounding risk management and how the PMO directly affects the outcome of your mission critical programs. • Emerging growth companies without a PMO office strongly benefit from this controlled cost solution that impact the bottom line, such as: • Denied new revenue on the basis that potential Client lack confidence in Program and Project Management services for your solution • Failure to retain current Client’s from less than effective communication and management of services • Missing opportunities for additional revenue from current Client’s due to the lack of Account & Partnership Management to explore and participate in cross-referencing Client vision and your services • Business and revenue growth objectives missed from personnel struggling to split time between new business and PMO oversight strategy

10. Outsourced Service • In support of emerging growth companies where outsourcing administrative support services is a financial strategy, ask us about our pay per use services. • For right-sizing solutions of larger organizations, allow us to support your analysis, procurement, service-level agreement, and ongoing contract management needs for outsourced support services. • Administration • Communications – Internal & External • Compliance Office • Customer Services • Facilities Management • Information Technology

11. Flexible Resources Provides

12. Program Office, Program Management Office.....? No matter what you call it, a central office to manage projects across an organisation, or part of an organisation, is becoming a more common occurrence. I have seen they called Program Office, Program Management Office, Project Office, Project Management Office, Project Control Centre, Project and several other variations. People have their own interpretation for each but in the end, their role is to make projects more efficient

13. Project Office Role It is essential for the success of a new Project Office that there is clear understanding before establishment, as to the role of the office, and the interaction between the office and the individual projects. The key to successfully establish a Project Office or Programme Office is to gain agreement at the start of the process, as to the responsibilities. A useful and speedy technique is to workshop the possible activities with the key players, and gain consensus as to what the office is intended to do. The starting point is to create a list of possible activities, then hold a workshop to evaluate the responsibility of the office, for each activity. It is likely in some cases there will be no activity, and in other cases, the activities will need to be split down further. It is also useful if the office is not to have responsibility, to identify who does have the responsibility

14. Program office matrix • This matrix allows four conditions for each activity. • ·        Uninvolved. The Project Office has no responsibility for the activity • ·        Monitor. Essentially they are aware of the activity and pass on information. • ·        Influence. Whilst the Project Office is not responsible for the activity, there is a responsibility for the project team and the Project Office to work together on the particular activity. • ·        Control. The Project Office is fully responsible for the activity. • On completion of this matrix, questions such as resourcing, inputs and outputs can be determined.

15. The Project Perfect Checklist for Project Offices • Rate each of these as one of the four categories above. Also try to identify activities that may be important in your organisation. • IT Strategic Plan • Creation of a plan (3yr to 5 yr) for the whole organisation • IT Annual Operational Plan • Define the next level of detail focusing on the projects to be undertaken in the next year • Project Establishment • All projects need to be logged into some central source • Project Sizing • Create a first cut size estimate • Project Charter • The plan for the project covering all aspects objective, scope, constraints, organisation and staffing etc. • Budget • Setting the initial budget • Performance against budget • Budget changes

16. The Project Perfect Checklist for Project Offices Scope Setting the initial scope (including exclusions) Scope variations (Process for managing and management of) Staffing Project organisational structure Assigning staff (who?) Staff movements Staff personnel management Skills matrix and identification of gaps Resourcing contract maintenance & negotiation Staff training Project roles and responsibilities Project team terms and conditions (allowances, rates etc.) Timesheet and payment Exit management

17. The Project Perfect Checklist for Project Offices Methodology & Processes Selection of a methodology Maintenance of a methodology Training Maintenance and customisation of procedures Maintenance of templates Compliance with methodology Creation of processes and procedures Approval of processes and procedures Standardisation and rationalisation of processes and procedures Training of processes and procedures Review of new methodologies Funding Approval of expenditure (levels?) Gating approvals

18. The Project Perfect Checklist for Project Offices Standards Use of external standards (ISO 9000, CMM, SPI) Creation of internal standards QA services to project teams QA approvals Admin Support Assist teams with logistics (rooms, travel, photocopy etc.) Produce regular reporting Provide facilitators to workshops HR issues (employee leave, payment, queries) Materials (Stationary, PC's etc.) Planning Compile plans (Project, phase, specific activity) Approve plans

19. The Project Perfect Checklist for Project Offices Tools Selection of tools Purchase of tools Exemptions from using tools Availability to teams (IT support, upgrades etc.) Training Review of new tools

20. The Project Perfect Checklist for Project Offices Risk Management Risk assessment and logging Risk monitoring Provide risk logging facilities Issue Mgmt Creation of issue log Management of issue log Dependencies Identification of dependencies (other projects etc.) Monitoring of dependencies Identification of new dependencies Liaison with other teams

21. The Perfect Checklist for Program Offices Communication External to project team (where?) Inter project team Change Mgmt Creation of a strategy and plan Implementation of plan Monitoring expectations Problem Escalation Create a mechanism to escalate project issues Facilitate problem escalation

22. The Project Perfect Checklist for Project Offices Library Maintain standard documents Maintain example documents Set project documentation standards Maintain project library Maintain checklists for project activities (Implementation, testing, initiation) Create and maintain a glossary Benefits Identify benefits from the project Quantify the benefits Track benefit delivery after the project Prepare cost benefit analysis Produce business case Constraints Identify project constraints (resource limitations, system limitations etc.)

23. The Project Perfect Checklist for Project Offices Reporting Project status (what?) Budget v Expenditure Scope changes Project overview Staffing Projections Gantt charts Earned value Integration Compliance with IT architecture (applications and technical) Integration with other systems Compliance with IT Policy (package preferred, particular vendors, etc.) Audit Compliance with organisational standards Ad hoc audits of projects to ensure company policy is being adhered to

24. The Project Perfect Checklist for Project Offices PIR Carry out post implementation review Generate action items from PIR Carry out recommendations of PIR Acceptance & Conformance Set conditions for acceptance of deliverables Accept deliverables Authorise exemptions to acceptance standards Configuration Management Setting up Configuration Management Managing software migration Version control

25. The Project Perfect Checklist for Project Offices • Mentoring • Formal mentoring programs • Support roles in projects (e.g. supplying an experienced resource on a part time basis • Special interest groups • Business Interaction: • Carry out Business Process Re‑engineering • User documentation • User training

26. Approach Strategy Organisation Process Legacy Estate Implementation Plan Migration Future Estate Applications Data Infrastructure Complete Programme Management

27. Questions? Dr Jason Carter – Flexible Resources Associates Tel: 0207 – 1177 -594. Mobile: 0709-230-1140 Email: drcarter@flexibleresources.co.uk