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Building a PMO

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Sandra Orlando Project Manager| CapEd Credit Union Id, United States
Hello! I'm looking for some advice or a recommendation of good resources for building a PMO. I am the only Project Manager in my organization and I've been tasked with the PMO development but it seems like everyone who has decision making authority visualizes the PMO differently. My biggest fear is failure and I want to make sure that my vision of the PMO supports a solid foundation for making sure it is successful. With that being said, I was hoping I could ask you all to share your experience and knowledge with me by responding to a few of my questions.

(1) Should the PMO manage the organization's Business Plan and be involved in the prioritization of all projects; even those that do not fall under the PMO.

Currently, our HR team oversees the Business Plan and the vision of some Executives is that they will manage the Plan and only involve the PMO as projects are delegated to me.

(2) Do you have any recommendations on a method used to prioritize projects?

Currently, the Executives are determining what projects to manage and who should manage them based on discussion and agreement between the group.

(3) Is the PMO typically involved in the process from ideation to when the project is assigned to a Project Manager?

Currently, leaders in the organization are engaging in contracts with vendors before we determine need and stakeholder requirements. After a contract is signed, the project is delegated to the PMO at which time I work with stakeholders to create a Business Case. My goal is for us to have a process for identifying need then create a Business Case. With this in mind, when should the PMO be involved?
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Sandra Orlando Project Manager| CapEd Credit Union Id, United States
Aug 15, 2022 12:39 PM
Replying to Stéphane Parent
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It's funny how the only PM is tasked with setting up a PMO. Who's doing project management whle that person is setting up a PMO?
Ahh...very good question! I'm doing it all; I manage projects, I built and trained managers on the Project Management structure and tools, I consult those same managers as they manage their own projects and I am monitoring outcomes and continuing to build the PMO. Fortunately, my organization is extremely respectful of my priorities and project load. I am able to set boundaries and say no when my plate is full. After spending just over a year managing projects and showing value, the development of the PMO has become a high priority. Now the Executives are working to hire additional PMs so I can focus more of my time on continuing to build the PMO.
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Sandra Orlando Project Manager| CapEd Credit Union Id, United States
Aug 15, 2022 1:11 PM
Replying to Paul Quimby
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This webinar may provide some of the answers you seek: https://www.projectmanagement.com/videos/7...ue-creating-pmo
I found it to be very helpful.

1) the PMO should have a seat at the table and have a voice in defining / supporting / implementing the organization's business plan and should definitely be involved in the prioritization of the projects as the PMO has the best view of the project landscape (the PMO can be (perhaps should be) an integrator and coordinator of project (value delivery) activities across the organization)
2) business value / customer value (value in general) could be useful mechanisms for prioritizing projects
3) my opinion is yes, the PMO should be involved in the project development process but after ideation (not every idea will result in a project...some will be tabled and some will not be worth pursuing. Unless you are the primary source of project ideation, you don't need to spend a lot of time in this realm. Other functionals may be better positioned to evaluate the ideas, but you can support idea evaluation if desired or if time permits.) and before PM assignment. The PMO should be in the PM recommendation or assignment role as part of the coordinating and integrating function.
Hope this helps. Good luck!
Thanks for sharing the webinar with me. I will definitely watch it. I appreciate your insight and agree with all of your bullets; i.e. how involved the PMO should be.
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Sandra Orlando Project Manager| CapEd Credit Union Id, United States
Aug 15, 2022 2:50 PM
Replying to Aaron Porter
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If you search for "Business Driven PMO", here on projectmanagement.com, you'll find a lot of good content. Mark Price Perry, author of some of the content and a class you can take, also has a book with this title.

Another approach I am partial to can be found on the PMO Global Alliance website. They have a free membership that gets you access to some of their tools and training. I found it useful at my last employer. I'm the only PM, currently (no PMO), so I'm borrowing some concepts, but taking it slow as I'm the first PM the company has had, and there is plenty to do.
Thank you! I will definitely look into the PMO Global Alliance tools and trainings. Sounds like you and I are in a similar situation; first PM. Good luck!
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Sandra Orlando Project Manager| CapEd Credit Union Id, United States
Aug 16, 2022 2:58 PM
Replying to Peter Rapin
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In questions like this I keep going back to "why do this?". What problem are we trying to solve? An answer to this question goes a long way towards a solution.

Project management is a methodology applied to successfully deliver a project. It achieves this by identifying and mitigating risks and enhancing benefits in the delivery process. A Project Management Office provides structure so as to consistently deliver successful projects.

Building a PMO is the same as delivering a project (it IS a project) - define the objective (why?), identify the risks to all management elements (cost, schedule, scope, quality, procurement, risks, resources, communications, etc) and develop mitigating measures (processes and structure) that will address these risks.

To do this first you look at what is currently in place then see what improvements could be made by adopting processes and structures available from external sources such as PMI and others.

If, at any time, you don't see a benefit or can't convince others of a benefit, close it down. A poorly conceived PMO could be much worst than no PMO.
Great advice! And you are right....we have to be mindful of what we are creating or the PMO won't be successful. Thanks!
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