PMO Setup T3 - Tips, Tools, and Techniques

For most organizations, the inner workings of a PMO involve and require quite a bit more than any one vendor product offering such as a Project Portfolio Management application can do. And, this is to no discredit to the many fine vendor PPM applications out there on the market. When it comes to setting up and managing a PMO, more and more organizations are implementing an architecture approach for the PMO consisting of the following key components to the PMO Architecture Layer:

1. A Project Portfolio Management (PPM) Application
   • Microsoft Project Server, HP/Mercury ITG, CA/Niku Clarity, Planview, SaaS Appls, etc.
2. Desktop Tools supporting the PMO and/or PPM Application
   • Microsoft Project Professional, Open Workbench, etc.
3. A Collaboration and Document Management Platform (Teamsites, Workspaces, eRooms, etc.)
   • Microsoft SharePoint, IBM Lotus, Documentum, etc.
4. PMO Content Assets (Processes, Templates, Policies, SME Knowledge, Executive Dashboards, etc.)
   • BOT Processes On Demand, PM Solutions PMCoP, Tensteps, etc.

In particular, establishing PMO Content Assets as a component of the architecture is beneficial for a number of reasons. To start, the content assets of a PMO are far more than just a methodology document and a stack of templates. Rather, it is an easy to access and use framework that provides such things as project management processes and templates (PMBOK, SDLC, Agile), PMO processes (governance, portfolio management, continuous improvement, etc.), PMO policies (project type classification, teamsite and document management, roles and responsibilities), management dashboards, and training and skills improvement assets, etc. The PMO Architecture enables these assets to be put in place, used, and continually refined and improved upon. Additionally, the content assets of the PMO, in may cases, will facilitate, if not drive, the usage of the PMO PPM Application and Collaboration Platform. Hence, the PMO Architecture will enable an organization to set up and institutionalize the PMO, implement project portfolio management application functionality, while at the same time fully utilize its existing IT infrastructure, collaboration platforms, and wealth of subject matter expert knowledge.

PMO Architecture - does your organization have one? You bet, every PMO has one, whether it is by accident or design. Typically, the latter is better.