Objective: Matrix the methodology used to identify and evaluate functions that can be supported by a Program/Project Management Office and show approach to analyzing current client state.

Function	Purpose	Artifacts in place	Components
Methodology	Foundation for all functions	Documented Project Management process that includes project definition, planning, execution and closeout.	· Business Case · Version control · Forms and templates · Current and closed project reviews
Tracking	Collect project metrics	Documented process for collecting project metrics related to performance, cost, dependencies, resources, time and scope	· Project tracking reports · Project plan template · Data gathering forms · Project review schedules
Reporting	Facilitate communications	Documented processes for creating and using project status reports and communications plans	· Project status reports · Project Team reporting · Project meeting minutes · Miscellaneous project reports
Control	Facilitate effective project management and resource utilization	Documented management processes for use on projects	· Risk Management · Issues Management · Change Management · Resource Management
Quality	Ensure compliance with customer expectations and requirements	Documented processes for project reviews and audits and customer satisfaction surveys and sign-offs	· Measurable criteria · Review and audit documentation · Quality review forms · Customer acceptance forms · Project closure checklist
Competency	Provide center of excellence for project managers and their professional development	Documented program for development, support and continuous improvement of project managers and project management and communication of program to organization	· Standard PM profile · Skills repository · Training and orientation · Mentoring/coaching · PM career path · PM job descriptions · Professional development plan
Repository	Facilitate reuse of project artifacts and continuous improvement in project performance	Documented plan for gathering and retaining project artifacts and associated project management procedures	· Security · Version control · Current and closed project artifacts
Methodology Improvement	Apply lessons learned in order to leverage experience and improve capability and performance.	Documented Review and Improvement Process	· Methodology change control · Evolutionary evidence of methodology change · Baseline performance evaluation
Business Integration	Ensure project alignment with strategic and tactical goals and objectives	Documented project selection, approval, prioritization, review and continuous improvement process. Current member list, roles and responsibilities.	· Project review board · Project prioritization list(s) · Organization goals/objectives · Meeting minutes
Tools	Maintain and enhance project management automated tools	Documented procedures for tools assessment, selection, usage and maintenance.	· Version control · Selection process · Utilization standards · Standards Compliance
Project Administration	Provide standardized project support and centralized knowledge management for projects	Documented and centralized project administration and support roles and responsibilities	· Resource availability scheme · Project roll-up schemes · Centralized reporting
Organizational Communication	Educate and communicate the objectives, benefits and responsibilities of the project management program	Documented program for definition and communication of project management program to organization.	§ Training/overview presentation § Newcomer’s orientation § Training Schedule
Networked Communication	Provide a technology based environment which facilitates effective teamwork and knowledge management	Networked, non paper based communication and knowledge sharing tools.	§ Security procedures § Version control § Repository
Other	Facilitation Vendor Management Contracts and Procurement Business Case Development Proposal Review	Various	Various

Approach

§ Review and identify business strategy, objectives and drivers

§ Observe behavior and identify existing elements of PMO

§ Review existing artifacts

§ Interview and survey client personnel utilizing open-ended questions to determine current state of project participation, expectations, disappointments and desires.

Þ Executive Management

Þ Steering Committee Members

Þ Project Customers

Þ Project Managers

Þ Project Team Members including Team Leads and Subject Matter Experts

§ Validation of business objectives – to be utilized for gap analysis and solution recommendations

§ Meetings / Workshop to review current state and define desired state and required components

§ Evaluate gaps and define proposed solutions

§ Present and discuss proposed solutions

Critical Success Factors

§ Executive sponsorship, participation and support

§ Availability and participation of stakeholders and subject matter experts

§ Open access to project artifacts

Staffing

§ Experienced Process Project Manager

§ Experienced Process Modeler

§ Dedicated client Subject Matter Experts

Typical Schedule

GAP Analysis and Solution Identification

Key interviews (30 minutes) to be schedule in first two days

List Individuals with titles

General Survey/Interview Questions: (See Methodology Survey for Organizational level questions)

¨ How would you define a project in your area of responsibility?

¨ What roles do you or your people play in project management life cycle?

¨ Is project work typically delivered on time?

¨ What is your project management process or methodology?

¨ Are there elements of your methodology that relate specifically to quality and expectation management?

¨ How are projects originated in your organization?

¨ How are project results reported, measured and tracked?

¨ Describe your project reporting requirements?