Finding Vaughan’s PMO Groove

May 5, 2009

Agenda

1. Introduction 1. Introduction

2. Background 2. Background

3. Project Management Phases 3. Project Management Phases

4. Business Change Management4. Business Change Management

5. Next Steps 5. Next Steps

6. Summary 6. Summary

Background

BUSINESS SOLUTIONS

CIO

CLIENT SERVICES

TECHNICAL SERVICES

INFORMATION AND TECHNOLOGY MANAGEMENT (ITM) DEPARTMENT

Background - Continued

Organization’s shift from “Town” to “City”Focus on service excellence and business

transformationITM leader in business transformationRealized we weren’t doing projects “right”

Background - Continued

Step 1 - Start Up Step 1 - Start Up Step 2 - Working SessionsStep 2 - Working Sessions

In 2004 project team In 2004 project team assembledassembled

Objective to develop a Objective to develop a project management project management methodology for ITMmethodology for ITM

Group comprised Group comprised various levels of various levels of expertise and buy-inexpertise and buy-in

Create project Create project management management processes, processes, procedures and procedures and templatestemplates

Used PMBoK as Used PMBoK as a guidea guide

Adapted to City Adapted to City of Vaughan of Vaughan cultureculture

What is a project?

“Work that needs to be done

to deliver a well-defined goal

in a set time frame”

Goal can be a new product, service, event, enhancement to an existing solution, or even a new way of doing business

Project Management Process

CLOSURE

INITIATION

DEFINITION

PLANNINGEXECUTION

FACILITATION& CONTROL

Project Team Site

Initiation Process

INITIATION

PROCESS CHARTER

Officially authorizes the projectOfficially authorizes the project Identifies key decision makers: Project Sponsor, Project Identifies key decision makers: Project Sponsor, Project Owner and Project Manager Owner and Project Manager

Core Team

OUTPUT

Project Charter Template

Definition Process

Reference document for team Explains what the project “is” and what it “isn’t”

DEFINITION

PROCESS

OUTPUT SCOPE

DOCUMENT

Project Scope Template

Project Scope Template – cont’d

Project Scope Template – cont’d

Planning Process

PLANNING

PROCESS

OUTPUT Project Plan

(WBS)

Planning identifies the “how”, “who” and “when” for each task Each in-scope deliverable is broken down into specific

activities, a work breakdown structure (WBS) Plan can be tracked with milestones Once plan approved it is baselined

Planning Process

Execution Process

OUTPUT

Kick-off meeting is held to ensure entire team understands the project’s objectives, their roles and key milestones

Focus for the project management team shifts to facilitation and control

EXECUTION

PROCESS

DELIVERABLES

Closure Process

Project team members are interviewed and lessons learned compiled

CLOSURE

PROCESS

OUTPUT CLOSURE

REPORT

Project Closure ReportProject Closure Report

Project Facilitation & Control

Project Life Cycle

Report Project Status

ManageIssues

Manage Change

Requests

QADeliverables

Monitor Tasks

Change Request

Reporting

Business Change Management Strategy

Phase I Phase I Phase IIIPhase IIIPhase IIPhase II

Process Process InternalInternalto ITMto ITM

RoadRoadShowShow

Engaged Engaged DepartmentsDepartmentsin Processin Process

Phase IVPhase IV

RequestsRequestsfor PM for PM ServiceService

Next Steps

Natural maturing process for any PMONatural maturing process for any PMOMore formal business justification and prioritizationMore formal business justification and prioritizationFormally document risk management plansFormally document risk management plans

Are we doing projects right?

Are we doing the right projects ?

Summary

Accountability RepeatabilityTransparency

Project Management Methodology

Contact Information

Lucy Pasianotto, Project Manager

City of Vaughan

905-832-8585 ext. 8068

lucy.pasianotto@vaughan.ca

Questions