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Topics: PMO, Scheduling, Scope Management
How do you manage a situation where as a PM you are not given any organizational templates for project management? Would designing your own be acceptable?
Network:64



You are brought in as a PM in a company to manage a Project which was already initiated by a group to which the company that has employed you is a part of. When you join, you are not availed with any templates, no lessons learnt or historical information. You ask for this information through your manager but its not coming.

You are not provided with even the communication management plan for the project:
How then do you proceed? Do you come up with your own templates and plans? All you are given is the business case and you are not even sure of the total budget for the project?

I am applying this scenario as I prepare for my exams since they are practical.

Thank you.
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Network:35



It is imperative that the PMO set the example here and provide a standardization of forms used for projects, from initiate to close. If they do not exist within the organization then my suggestion would be to either download from here or create them, so that they fit within the companies culture. I would use the PMBOK as my guideline.
I have a toolkit of Templates that I built if you'd like to look at it.
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1 reply by Mainde Mulunda
Jul 31, 2017 7:26 AM
Mainde Mulunda
...
Hello Hank,

Thank you very much. I would really like to take a look at your toolkit of templates. Please if you could email me at misozimwale@gmail.com

Thank you very much for your response and good valid points, they are all well noted.

Regards
Network:4391



You don't proceed. Not until you speak to the sponsor and get a project charter initiated. Without a business case, sponsor, buy in, high level funding for the project, or a project charter, there shouldn't be a PM yet anyway.
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1 reply by Mainde Mulunda
Jul 31, 2017 7:36 AM
Mainde Mulunda
...
Hi Sante,

Thanks for your input but in this case a business case has been agreed on and a budget is promised by the sponsor. You are brought in as a PM except that you have little info about why the start date of the project has been pushed severally.

Its a clear case of not having a proper communication management plan nor a proper PMO in an organisation.

So the Charter could be there but not given to the PM. All the PM knows is the company's strategic goals and how this project will help meet them. The PM has been hinted as to how much the budget is, and the expected kick off date which has been moved forward without much reason(not clear to PM)

Thats about it.

Thank you.

Regards
Network:73755



Not all organisation have templates, I have done my own on many occasion. I some case they serve has basis for templates.
You might get a separate budget to build them!
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1 reply by Mainde Mulunda
Jul 31, 2017 7:31 AM
Mainde Mulunda
...
Hi Vincent,

Thank you very much. This is well noted.

Regards
Network:1345



There's a couple things going on here, and there are certainly some assumptions made. Not every org has available templates or an established PMO. As the assigned PM, its necessary to do what is necessary, including finding appropriate templates.

If the project is underway, then the budget has been allocated and should be available from the Sponsor or Charter.
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1 reply by Mainde Mulunda
Jul 31, 2017 7:30 AM
Mainde Mulunda
...
Hi Andrew,

Thank you very much. In this case, the most important is about templates. I take your point that not all organisations have already made templates, so in this case I take your point that the PM must find appropriate templates which will in turn be company property right?

Thank you very much for your input, you have raised valid points which I will make use.

Regards
Network:64



Jul 28, 2017 11:09 AM
Replying to Hank Coffey
...
It is imperative that the PMO set the example here and provide a standardization of forms used for projects, from initiate to close. If they do not exist within the organization then my suggestion would be to either download from here or create them, so that they fit within the companies culture. I would use the PMBOK as my guideline.
I have a toolkit of Templates that I built if you'd like to look at it.
Hello Hank,

Thank you very much. I would really like to take a look at your toolkit of templates. Please if you could email me at misozimwale@gmail.com

Thank you very much for your response and good valid points, they are all well noted.

Regards
Network:64



Jul 28, 2017 4:19 PM
Replying to Andrew Craig
...
There's a couple things going on here, and there are certainly some assumptions made. Not every org has available templates or an established PMO. As the assigned PM, its necessary to do what is necessary, including finding appropriate templates.

If the project is underway, then the budget has been allocated and should be available from the Sponsor or Charter.
Hi Andrew,

Thank you very much. In this case, the most important is about templates. I take your point that not all organisations have already made templates, so in this case I take your point that the PM must find appropriate templates which will in turn be company property right?

Thank you very much for your input, you have raised valid points which I will make use.

Regards
Network:64



Jul 28, 2017 12:51 PM
Replying to Vincent Guerard
...
Not all organisation have templates, I have done my own on many occasion. I some case they serve has basis for templates.
You might get a separate budget to build them!
Hi Vincent,

Thank you very much. This is well noted.

Regards
Network:64



Jul 28, 2017 12:38 PM
Replying to Sante Vergini
...
You don't proceed. Not until you speak to the sponsor and get a project charter initiated. Without a business case, sponsor, buy in, high level funding for the project, or a project charter, there shouldn't be a PM yet anyway.
Hi Sante,

Thanks for your input but in this case a business case has been agreed on and a budget is promised by the sponsor. You are brought in as a PM except that you have little info about why the start date of the project has been pushed severally.

Its a clear case of not having a proper communication management plan nor a proper PMO in an organisation.

So the Charter could be there but not given to the PM. All the PM knows is the company's strategic goals and how this project will help meet them. The PM has been hinted as to how much the budget is, and the expected kick off date which has been moved forward without much reason(not clear to PM)

Thats about it.

Thank you.

Regards
Network:69877



As an incoming project manager unto an existing project, it is important to take stock of what has been completed and what has not.

When you cannot find an expected work product, you should verify if it was completed. If it was not completed, you should verify with your sponsor or PMO, if it is needed. (I've worked on PMOs where we go through with PMs to identify the artefacts they need to complete and those that can be waived.)

Once it is determined that you need to have it, you need to check if thhe organization gives you direction in its completion. This could come from a PMO, from the Organization Process Assets library, or even a Best Practices library.

If you still can't find what you need, then you start looking outside the organization for templates. Once you have prepared and tailored your template, you should then submit it to the OPA librarians for posterity and continuous improvements.

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