Using the results from Unit 7 and the information in? Chapter?6 of Hill, assess the maturity of your? organization.? Use only the Stage 1 PMO Questionnaire: The? Project Office found on pag
Using the results from Unit 7 and the information in Chapter 6 of Hill, assess the maturity of your organization. Use only the Stage 1 PMO Questionnaire: The Project Office found on page 660 in Appendix B. You will need to complete it for each of the 20 questions and obtain the overall rating. If your organization does extremely well in this evaluation, state what Stage you think your organization is at but you only need to complete the Stage 1 assessment. Based on the final maturity rating, write 100 words on what you would do next to increase the maturity of the organization.
Sheet1
| Rubric for Assignment Unit 8 – Maturity Assessment | |||
| Max | Your Points | Comments | |
| Included Organization Name, Realm of PMO operation. | 10 | ||
| Assessed each of the 20 questions individually | 10 | ||
| Total score | 20 | ||
| Completed rating | 20 | ||
| Write 100 words on what steps would you propose to move the organization to a higher maturity level. | 20 | ||
| Grammar – Organization – Spelling | 20 | ||
| Total | 100 | 0 | |
| Using Excel, complete Stage 1 PMO Questionnaire: The Project Office for your organization. Use Appendix B, Page 660. | |||
,
Intructions
| Reference: | The Complete Project Management Office Handbook, 3rd Edition, Gerard M. Hill, ISBN: 978-1-4664-6631-6 |
| Background: Please refer to Appendix B of the text book for more detail information. The completion of this assessment will assist in rating the maturity of an organization. This assessment however is not model specific. If interested in assessing an organization under a specific model, the maturity model should be used (i.e. OPM3 or CMMI). Organization: "The examination of an "organization" usually encompasses the entire organization, but it could also apply to the examinations of major divisions or departments within a larger business enterprise. In contrast, the specification of "realm of PMO Operations" for the range of examination is usually applied when PMO operations are more limited or localized within the larger organization, perhaps serving the interest of a small business unit or technical work center. The use of the questionnaires that follow relies on the application of individual or team performing this examination should have awareness of PMO functionality that has been introduced into the organization and be able to make a reasonable determination regarding the effectiveness of that functionality within the organization or within the designated realm of PMO operations. Rate individual functionality: For each questionnaire, a series of statements pertaining to PMO functionality are provided for examination. If the PMO does not have that functionality, then a rating of "zero" is given. The following can be used to guide that determination. * Level 1 effectiveness: Functionality has been introduced, but it has not been fully implemented within the range of examination, or it is not producing effective results. * Level 2 effectiveness: Functionality has been introduced and implemented but appears only minimally effective for the purpose it is intended to serve. * Level 3 effectiveness: Functionality has been introduced and implemented and appears to be reasonably effective for the purpose it is intended to serve. * Level 4 effectiveness: Functionality has been introduced and implemented and appears to be very effective for the purpose it is intended to serve, including support of many business needs and interests within the range of examination. * Level 5 effectiveness: Functionality has been introduced and implemented and appears to be highly effective for the purpose it is intended to serve, including support of strategic business needs and interests within the range of examination. | |
| The individual stages ratings will be added. This will result in a "Total score for that stage." The maturity indicator rating will then be calculated by dividing the total score for the stage by 20. The interpreation of each overall rating is a general indication of stage maturity, as follows. * 1 – Little or no maturity: The PMO has little or no functionality at the given stage or in the overall aggregate of all stages examined. * 2 – Low maturity: The PMO has implemented some functionality at the given stage or in the overall aggfregate of all stages examined. * 3 – Moderate maturity: The PMO has implemented adequate functionality at the given stage or in the overall aggregate of all stages examined. * 4 – High maturity: The PMO has implemented advanced functionality at the given stage or in the overall aggregate of all stages examined. *5 – Full maturity: The PMO has implemented complete or near-complete functionality at the given stage or in the overall aggregate of all stages examined. |
Stage 1
| Stage 1 PMO Questionnaire: The Project Office Range of Examination | |
| Organization: Fill in organization | |
| Realm of PMO Operations: Fill in realm of PMO Operations | |
| Make sure you read the instructions. Rate 0-5 (Low to High) each of the questions. | |
| Functionalities: | Score |
| 1.1 The PMO applies essential practices for project performance and oversight. It emphasizes processes that manage cost, schedule , and resource utilization and employs standard life-cycle processes when available. | |
| 1.2 The PMO applies available project management tools in a consistent manner to achieve effective project oversight. | |
| 1.3 The PMO applies prescribed and approved standards and metrics to project management activities; project management standards(e.g. A Guide to the Project Management Body of Knowledge {PMBOK}, PRINCE2, etc.) are identified, and metrics for oversight of cost, schedule, and resource utilization are used. | |
| 1.4 The PMO uses established project knowledge management processes and tools to prepare and manage project plans, project reports, and project documentation and to collaborate on project team performance. | |
| 1.5 The PMO conducts project management using authority conveyed by a project charter. | |
| 1.6 The PMO participates in project management assessments, when requested, and evaluates team member competency for each project. | |
| 1.7 The PMO manages project team members using the preferred project team structure. | |
| 1.8 The PMO identifies requirements and manages assigned facilities and equipment needed to accomplish the project effort. | |
| 1.9 The PMO identifies project resource needs, coordinates project resource acquisition and assignment, and manages project resource performance. | |
| 1.10 The PMO facilitates project team member participation in optional and required training, to include any technical training needed for each project and professional development training available within the organization. | |
| 1.11 The PMO assists in preparation and review of project team member career advancement plans and activities. | |
| 1.12 The PMO manages individual integration into project teams and general participation in team development efforts. | |
| 1.13 The PMO requests and uses available project management mentors to assist the project manager and project team in their achievement of project objectives. | |
| 1.14 The PMO conducts project planning using effective, established processes that are repeatable across projects. | |
| 1.15 The PMO facilitates project audits and reviews prescribed for each project. | |
| 1.16 The PMO monitors project performance indicators to detect potential for major problems. | |
| 1.17 The PMO provides project progress reports to a higher-level PMO or other oversight authority for consolidation and evaluation relative to general business interests or the portfolio of projects. | |
| 1.18 The PMO applies customer relationship process guidance relative to achieving customer involvement and customer satisfaction at the level of the end user. | |
| 1.19. The PMO manages vendor/contractor project participation. It performs contract administration, conducts work performance oversight and evaluation, and performs contract closeout. | |
| 1.20. The PMO applies established business practices to conduct project management as a means to reduce or eliminate redundant work efforts. | |
| Total Score for Stage 1: | 0 |
| Maturity indicator rating at Stage 1 (total score for stage 1 divided by 20) | |
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,
The CompleTe projeCT managemenT offiCe handbook
ESI International Project Management Series Series Editor
J. LeRoy Ward, Executive Vice President ESI International Arlington, Virginia
Practical Guide to Project Planning Ricardo Viana Vargas
1-4200-4504-0
The Complete Project Management Office Handbook, Second Edition Gerard M. Hill
1-4200-4680-2
Determining Project Requirements Hans Jonasson 1-4200-4502-4
Other ESI International Titles Available from Auerbach Publications, Taylor & Francis Group
PMP® Challenge! Fourth Edition J. LeRoy Ward and Ginger Levin
ISBN: 1-8903-6740-0
PMP® Exam: Practice Test and Study Guide, Seventh Edition J. LeRoy Ward
ISBN: 1-8903-6741-9
The Project Management Drill Book: A Self-Study Guide Carl L. Pritchard
ISBN: 1-8903-6734-6
Project Management Terms: A Working Glossary, Second Edition J. LeRoy Ward
ISBN: 1-8903-6725-7
Project Management Tools CD, Version 4.3 ESI International
ISBN: 1-8903-6736-2
Risk Management: Concepts and Guidance, Third Edition Carl L. Pritchard
ISBN: 1-8903-6739-7
Boca Raton New York
Auerbach Publications is an imprint of the Taylor & Francis Group, an informa business
The CompleTe projeCT managemenT offiCe handbook
gerard m. hill
Auerbach Publications Taylor & Francis Group 6000 Broken Sound Parkway NW, Suite 300 Boca Raton, FL 33487-2742
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v
Contents
Acknowledgments……………………………………………………………………………………….. xv Introduction………………………………………………………………………………………………. xvii
Section I Practice Management
1
Project Management Methodology ………………………………………3
Project Environment Interface Concepts………………………………………………… 4 Business Environment Interface Concepts……………………………………………… 5 Project Management Methodology Activities across the PMO Continuum…………………………………………………………………………………………. 6
Project Management Methodology Function Model ……………………………….. 8 Establish Basis for Project Management Methodology ……………………….. 9
Convene Methodology Development Team ………………………………….. 9 Prepare Methodology Deployment Strategy ………………………………… 12 Examine Current Practices………………………………………………………….. 20
Develop Methodology Solution ………………………………………………………. 24 Identify Methodology Components …………………………………………….. 25 Design Life-Cycle Processes ……………………………………………………….. 26 Develop Project Management Practices ………………………………………. 33 Introduce Methodology Platform ………………………………………………… 35
Conduct Methodology Implementation……………………………………………. 38 Plan Methodology Implementation……………………………………………… 38 Plan Project Transition ……………………………………………………………….. 42 Conduct Methodology Training and Implementation …………………… 45
Manage Methodology Maturity ……………………………………………………….. 46 Evaluate Methodology Implementation ……………………………………….. 46 Analyze Methodology Performance…………………………………………….. 47 Manage Methodology Maintenance …………………………………………….. 49
Postscript for the Smaller PMO …………………………………………………………… 50 Establish Simple, Critical Processes for Project Management………… 50 Gain Increased Support for Process Expansion …………………………… 51 Expand and Incorporate Technical and Business Processes…………. 52
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The Complete Project Management Office Handbook
2
Project Management Tools ………………………………………………..55
Project Environment Interface Concepts………………………………………………. 56 Business Environment Interface Concepts……………………………………………. 58 Project Management Tools Activities across the PMO Continuum …………. 60 Project Management Tools Function Model …………………………………………. 61
Select Project Management Tools ……………………………………………………. 63 Identify the Need for Project Management Tools ………………………… 63 Examine General Types of Project Management Tools………………… 65 Assess Specific Project Management Tools ………………………………….. 67 Acquire Project Management Tools …………………………………………….. 69
Implement Project Management Tools…………………………………………….. 70 Plan Tool Implementation ………………………………………………………….. 70 Plan Tool Transition…………………………………………………………………… 71 Conduct Tool User Training……………………………………………………….. 72 Conduct Tool Implementation ……………………………………………………. 72
Evaluate Tool Performance …………………………………………………………….. 73 Identify and Resolve Utilization Problems …………………………………… 73 Identify and Resolve Functional Problems ………………………………….. 74 Assess Overall Tool Effectiveness ……………………………………………….. 74
Postscript for the Smaller PMO …………………………………………………………… 75
3
Standards and Metrics ………………………………………………………77
Project Environment Interface Concepts………………………………………………. 78 Business Environment Interface Concepts……………………………………………. 79 Standards and Metrics Activities across the PMO Continuum ……………….. 80 Standards and Metrics Function Model………………………………………………… 82
Implement Project Management Standards………………………………………. 83 Examine Standards Sources………………………………………………………… 83 Identify Applicable Standards …………………………………………………….. 87 Introduce Preferred Standards…………………………………………………….. 89 Conduct Benchmarking ……………………………………………………………… 92
Determine Project Metrics Requirements …………………………………………. 93 Identify Process Management and Improvement Metrics……………… 94 Identify Project Performance Metrics…………………………………………… 97 Identify Business Management Metrics ……………………………………… 101
Introduce and Use Project Metrics ………………………………………………… 102 Establish Metrics Measurements Plan ………………………………………… 103 Compare Metrics Performance ………………………………………………….. 104 Establish Corrective Actions ……………………………………………………… 104
Postscript for the Smaller PMO …………………………………………………………. 105
4
Project Knowledge Management ……………………………………..109
Project Environment Interface Concepts…………………………………………….. 110 Business Environment Interface Concepts………………………………………….. 111 Project Knowledge Management Activities across the PMO Continuum……………………………………………………………………………………… 112
Project Knowledge Management Function Model ………………………………. 114
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vii
Establish Knowledge Management Framework………………………………. 115 Information Management………………………………………………………….. 116 Document Management……………………………………………………………. 119 Process Management………………………………………………………………… 121 Collaboration Management……………………………………………………….. 122 Project Archive and Reference Library Management ………………….. 125
Introduce Knowledge Management System……………………………………. 129 Conduct Installation and Establish Connectivity ………………………… 129 Perform Function and Feature Customization ……………………………. 130 Introduce Project Knowledge Management Content ………………….. 133
Implement Knowledge Management System………………………………….. 134 Develop Project Management Information System (PMIS)………….. 134 Develop Executive Dashboard………………………………………………….. 144 Construct Project Management Library………………………………………. 145 Implement Online Project Collaboration……………………………………. 146 Implement Other Knowledge Management Tools ……………………… 148
Postscript for the Smaller PMO …………………………………………………………. 149
Section II Infrastructure Management
5
Project Governance …………………………………………………………153
Project Environment Interface Concepts…………………………………………….. 154 Business Environment Interface Concepts………………………………………….. 155 Project Governance Activities across the PMO Continuum …………………. 156 Project Governance Function Model………………………………………………….. 158
Prepare and Maintain PMO Charter ………………………………………………. 158 Define Business Purpose ………………………………………………………….. 160 Specify Organizational Alignment……………………………………………… 162 Highlight Functional Responsibility …………………………………………… 163 Specify PMO Authority …………………………………………………………….. 164 Identify PMO Funding ……………………………………………………………… 165
Develop Project Management Policies …………………………………………… 165 Evaluate Policy Needs ……………………………………………………………… 166 Demonstrate Senior Management Support…………………………………. 167 Prepare Policy Guidance ………………………………………………………….. 168
Develop Project Classification Guidance ……………………………………….. 169 Examine Project Classification Purpose……………………………………… 170 Identify Project Classification Criteria ………………………………………… 170 Implement Project Classification Guidance………………………………… 173
Establish Project Manager Authority………………………………………………. 173 Establish Executive Control Board ………………………………………………… 175
Determine Executive Oversight Requirements …………………………… 176 Set Control Board Parameters …………………………………………………… 178 Prepare Control Board Operating Procedures……………………………. 178
Align Business and Technical Committees …………………………………….. 180 Postscript for the Smaller PMO …………………………………………………………. 181
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Assessment ……………………………………………………………………..183
Project Environment Interface Concepts…………………………………………….. 184 Business Environment Interface Concepts………………………………………….. 185 Assessment Activities across the PMO Continuum ……………………………… 185 Assessment Function Model………………………………………………………………. 187
Conduct Competency Assessments………………………………………………… 187 Identify Competency Assessments …………………………………………….. 188 Conduct Competency Assessments……………………………………………. 189 Implement Competency Improvement Plans……………………………… 190
Conduct Capability Assessments……………………………………………………. 191 Identify Capability Assessments ………………………………………………… 192 Conduct Capability Assessments ……………………………………………….. 194 Implement Capability Improvement Plans…………………………………. 196
Conduct Maturity Assessments………………………………………………………. 198 Identify Maturity Assessments …………………………………………………… 198 Conduct Maturity Assessments ………………………………………………….. 200 Implement Maturity Advancement Plans……………………………………. 202
Postscript for the Smaller PMO …………………………………………………………. 203
7
Organization and Structure ……………………………………………..205
Project Environment Interface Concepts…………………………………………….. 206 Business Environment Interface Concepts………………………………………….. 206 Organization and Structure Activities across the PMO Continuum ………. 207 Organization and Structure Function Model ………………………………………. 209
Set Up the PMO Structure…………………………………………………………….. 209 Identify Staff Needs for PMO Functions ……………………………………. 210 Introduce PMO Staff ………………………………………………………………… 214 Analyze and Establish PMO Relationships…………………………………. 215
Establish Project Team Structure……………………………………………………. 216 Specify Project Team and PMO Relationship …………………………….. 217 Define Standard Project Team Structure ……………………………………. 221 Define Extended Project Team Alignment…………………………………. 225
Develop Stakeholder Participation ………………………………………………… 228 Manage Internal Project Team Stakeholders………………………………. 229 Manage Internal Oversight Stakeholders……………………………………. 230 Manage Internal-Support Stakeholders………………………………………. 231 Manage Customer Stakeholders ………………………………………………… 233 Manage Vendor and Contractor Stakeholders ……………………………. 234 Manage Other Project Stakeholders…………………………………………… 235
Postscript for the Smaller PMO …………………………………………………………. 237
8
Facilities and Equipment Support ……………………………………239
Project Environment Interface Concepts…………………………………………….. 240 Business Environment Interface Concepts………………………………………….. 241 Facilities and Equipment Support Activities across the PMO Continuum……………………………………………………………………………………… 242
Facilities and Equipment Support Function Model……………………………… 242
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ix
Establish Project Team Requirements…………………………………………….. 244 Establish Workspace Requirements……………………………………………. 245 Establish Equipment Requirements……………………………………………. 246
Manage Project Facilities ………………………………………………………………. 250 Manage Facility Acquisition Options …………………………………………. 251 Monitor Facility Utilization ……………………………………………………….. 253 Ensure Adequacy of Facilities …………………………………………………… 253 Monitor Facility Disposition ……………………………………………………… 255
Manage Project Equipment …………………………………………………………… 257 Manage Equipment Acquisition ………………………………………………… 258 Manage Equipment Assignments ………………………………………………. 260 Monitor Equipment Assignments ………………………………………………. 261 Manage Equipment Disposition ………………………………………………… 262
Postscript for the Smaller PMO …………………………………………………………. 263
Section III Resource Integration
9
Resource Management …………………………………………………….267
Project Environment Interface Concepts…………………………………………….. 268 Business Environment Interface Concepts………………………………………….. 269 Resource Management Activities across the PMO Continuum……………… 269 Resource Management Function Model ……………………………………………… 270
Acquire Project Resources …………………………………………………………….. 272 Identify Resource Providers………………………………………………………. 272 Establish Resource Requirements………………………………………………. 275 Fulfill Resource Requests………………………………………………………….. 277
Assign Project Resources ………………………………………………………………. 278 Prepare Resource Assignment Notifications……………………………….. 279 Obtain Individual Resource Commitments ………………………………… 279 Introduce Resources to the Project Team ………………………………….. 279
Deploy Project Resources…………………………
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