PROJECT MANAGEMENT OFFICE JOURNEY

FROM 2010TO

PRESENT 2012

TSD SurveyProject Management Process

are?

2010 Pre PMO

Chaotic Not well understood Not well organized Not Managed Not Optimized

After PMO

PM Maturity Level increases

Understood Organized Management Optimization begins

2010 CHAOTIC

PPM tool since 2004 Volume of projects unmanageable.

Le ve l On e

I nitial

M anaged

Le ve l Two

Le ve l Th ree

De fined

Quantit ative ly M anaged

Optim iz ing

Le ve l Fo ur

Le ve l Fi veSour ce : Soft war e Eng ineer ing I nstit ut e, Car ne gie M ellon Unive r s it y

2011

Increase Project Management MaturityJust doing Project Management won’t get you to Success…

YOU MUST Increase the Project Management Maturity level within the organization

2010Chaotic

2012

 STOP THE CHAOS & CENTRALIZE INTAKE

1. PIR is created. 2. PIR is submitted to the Sponsor who 3. Submits the PIR to the PMO office. 4. The PMO Office takes it from there to move things along to the next

stages…

Q3 2010 PMO AWARENESS

Developed basic tools and templates PIR (Project Initiation Request) PDS (Project Definition Statement) Introductory Project Management Training

Development Trained division, 75 staff in Project

Management introductory Project Leadership Training Development Projects Owned by Functional Managers

CORE PURPOSE CHANGES

2010: PMO EQUIPS

TSD with successful project methodologies, through training, mentoring, consistent process, reports, utilizing best practices while coordinating resource planning.

2011: PMO OWNS

TSD projects, provides methodologies, training, mentorship with executing consistent process, utilizing best practices while coordinating resource planning.

2011 PMO Awareness Continues

Q1 Trained 35 staff 1full day customized by Senior Trainer (external) 3 half day sessions (1 month apart) hands on

Q2 PMO owns all Projects Matrix Organization Part Time Contractor PMO Assistance (2

days/week)

Q4 +1 Full Time PM Contractor

2012PMO Leadership Grows

PMO staff 2 Senior PMP hired (1 year contract) 1 additional PMP on staff (within PMO)

Functional Areas 2 more additional PMPs 1 additional CAPM 1 additional University PM Certificate

Completed Performance Returns

10:1

7:1

Schedule Performance Return

2011 Pre PMO 2012 8:1

Issue Tracking Process

12

Issue ID Project Priority Type Status Details Action Required1007 2010 PCI

Compliance(10-0177)

Medium Risk New Subject: Multifactor Authentication and PKIDescription: Waiting to hear progress on PKI plan, and whether or not this project will include multifactor authentication. Possible impact may require a last-minute multifactor solution which may not be sustainable over time.

Provide accurate timeline for multifactor authentication solution to ensure PCI project is closed on time.

3

38

13

TSD Project Issues

Change Request

Issue

Risk

34 Projects Reporting

PLANNED RESOURCE UTILIZATION

TSD Project Management Office

13

0

20

40

60

80

100

120Pe

rcen

t Al

loca

tion

(%)

Resource Allocation Graph

Support

Initiation

Planning

Execution

Closing

HOW many projects are just too much per person?

Juggle? At What Price? Age of 47 Projects with our

random size of 10

0 5 10 15 20

0-3 months

4-6 months

7-9 months

10-12 months

13-20 months

10

16

8

2

11

Projects

2012 PMO Communication, communication, communication

Weekly portfolio reporting on projects in execution.

Monthly portfolio reporting on all stages throughout portfolio lifecycle

Project meetings with sponsorsProject team meetings regularly with

status reports regularly

Weekly TSD Division Communication

18

Project Lead

Eclipse # Project Name Stage Start Date End Date % Complete Name

09-0009 LFRS Enhancements -

Inspections Module

Closing 2009-02-03 2009-05-22 1.0% Ted Salhani

09-0021 Enhance Sewer Sleuth

Service Reports

Initiation 2009-06-30 2009-08-31 2.0% Rick Barker

10-0107 FIRECAD - Map upgrade

process and procedures

Execution 2010-08-09 2010-08-09 0.0% Rick Barker

10-0149 Driver Information -

System enhancements

Initiation 2010-08-17 2010-08-18 0.0% Rick Barker

10-0146 Energy Cap - New

Upgraded version

Initiation 2010-10-01 2010-10-04 0.0% Bernie Weis

10-0035 Sewer Flushing CityMap Initiation 2010-04-06 2010-12-22 1.0% Todd Morris

11-0011 Fire Hall #14 Closing 2010-01-29 2010-12-31 100.0% J iri Malec

10-0038 Info Tech (Business

Continuity and DR)

Execution 2010-04-15 2011-04-29 0.0% Ted Doholis

Projects in Progress

Leadership Team Communication

As at Feb 24, 2012 from: Todd Morris, Henry Westbrook, Sayef Ishaque, Mike Chepelev, Teresa McCoomb

Portfolio Owner

eclipse # Project NameSm:25KM:100 k

Lg: 250k +End Date

PMO Spotlight

PMO Overall Status CommentsStatus Report

Henry Westbrook

11-0101 Prosecution Offi ce Electronic Resource Tool Small 12/12/2012 Needs Attention

It seems StoneShare is the chosen vendor but have not seen the SOW as of yet. Ted had some changes. Waiting on further updates for this. Update: 2/21/2012.

1/26/2012

Henry Westbrook

11-0012 SharePoint Engagement Platform - Phase 1 Medium 8/10/2012 Needs Attention

Base install moving along nicely. Backup is partially working, Load Balancing works, Fast is working, FEP client for Sharepoint is being investigated by Dan Williams. SSL still to do. Another update on 2/23/2012.

2/9/2012

Henry Westbrook

11-0078 Network Refresh Medium 6/11/2012 Needs Attention

2012/02/24: SOWs signed RFP, RFQ. 2/6/2012

Henry Westbrook

10-0195 UAG Web Application Migration - Phase 2 Small 6/6/2012 Requires Intervention

Project is moving along on same timeline as TFS. Using some synergy to prevent doing things twice and making effective use of dev resources. Moved effect end date out to June - similar to TFS. Work is also tied to CORP and migration of current app servers.

2/9/2012

PMO Monthly Overall Portfolio Communications - TSD - City of London

We are in Execution.22

Organization Goals

•Increase PM Competency•Additional PM Training•Improve PMO Governance

Service Goals

•Increase PMO Maturity Level•Maximize PM ROI•Improve TSD Resource Utilization

Information & Data Goals

•Accurate Resource Forecasting•Apply a Consistent Priority Model

Technology Goals

•Review Project Portfolio Management (PPM) tool

2012: PMO/IT Strategy alignment

20Importance

Urgency .

.

. ...

.. .

.

Continuously Improving PMO Portal

Le ve l On e

I n itial

M anaged

Le ve l Two

Le ve l Th ree

De fined

Quantit ative ly M anaged

Optim iz ing

Le ve l Fo ur

Le ve l Fi veSour ce : Soft war e Eng ineer ing I nstit ut e, Car ne gie M ellon Unive r s it y

2011 2012

Increase Project Management Maturity

Just doing Project Management won’t get you to Success… YOU MUST

Increase the Project Management Maturity level within the organization

2013

Questions

26