Project Management Office
The project management office (PMO) is a business function whose purpose is to improve project management practices within the organization.
Firstly, the PMO may develop and maintain project management processes, templates, and tools. For example, the PMO may provide organizational project management processes to expedite project management planning. It may also provide templates and tools. For example, it can provide WBS templates or scheduling tools for project managers.
Secondly, the PMO can also maintain knowledge repositories with historical information from previous projects. Project managers may therefore use this information as a key input for planning and controlling decisions.
Thirdly, the PMO may also help to improve project management competencies. For example, the PMO may organize project management training or coaching opportunities.
Fourthly, some PMO’s may assign project managers to projects. For example, a critical project may require an experienced project manager who belongs to the PMO.
Fifthly, some PMO’s may collect and share project performance information. This information can then be shared with relevant stakeholders.
Finally, the PMOs can ensure that project managers manage the project properly. For example, the PMO can organize inspections and audits to ensure that projects meet project management standards. When applicable, they may also trigger corrective action.
Project Management Courses
Adopting Different Types of Project Management Offices
Organizations may adopt different types of project management offices:
- Supportive – Firstly, a supportive PMO adopts a consultant-like role. In other words, it exists to help project managers to be more effective. Therefore, it can provide project management historical information, templates, and tools. Moreover, it can organize training and coaching opportunities. Some supportive PMO will also organize continuous improvement events.
- Controlling – Secondly, a controlling PMO adopts an inspector-like role. In other words, it exists to ensure that project managers adopt the “right” approach consistently. Therefore, it can inspect and audit projects to confirm they adopt standards, They may also allow senior management to access relevant project performance information.
- Directive – lastly, a directive PMO adopts a leading role. In other words, it exercises direct control over the project. Therefore it can assign project managers to projects . Moreover, project managers report to the PMO.
Exploring the Project Management Office Roles
The PMO roles and responsibilities will significantly vary according to the organization’s needs and project management maturity. For example, a Small PMO may have one single professional maintaining the project management procedures. Larger PMOs, however, will have a more complex organization. Potential roles within complex PMOs may include, for example, the PMO director, project support team, project management consultant, program manager, and project manager.
Firstly, PMO directors are accountable for the PMO business role. They should ensure that the organization’s project management maturity increases.
Secondly, the project support team provides administrative support to project managers. For example, the project support team may help to schedule the project, collect work performance data, or track defects. The project support team may also provide expertise in project management. For example, the project support team may help to provide risk management or earned value management expertise.
Thirdly, the project management consultant will develop and maintain the project management methodologies. For example, the project management consultant may help to define processes and templates that fulfill the organization’s needs.
Finally, project managers and program managers manage the organization’s initiatives.
Exploring the Benefits of Adopting a PMO
Implementing a Project Management Office can be a decisive move for your organization. They can certainly help project managers to improve their practices. Moreover, they should also have a positive influence over project performance. In other words, projects are more likely to succeed. Additionally, it is easier to share information across the organization. For example, project managers can retrieve valuable lessons from previous projects. They may also organize regular sessions with their peers to discuss potential improvements.
Conclusion
As stated, the Project Management Office ultimate goal is to improve the project management maturity. This role may require for example:
- Firstly, define and improve project management processes, templates, and tools
- Secondly, maintain knowledge repositories of relevant historical information
- Thirdly, improve project management knowledge and skills
- Fourthly, ensure that projects adopt the standard approach
- Fifthly, assign project managers to critical project
- Lastly, ensure performance information is transparent.