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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
PMO Overview
A Project Management Office provides
- a deeper organizational insight into all aspects of project execution
- historical perspective and skills that can help customers implement
projects on time and in budget
- increased alignment of project delivery with Boston Colleges strategic
goals
The Boston College PMO streamlines the Project Management process and
increases project delivery effectiveness
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
35% of Projects are Successful
(completed on time, within budget)
15% of Projects Fail (never completed or
canceled)
50% of Projects are Challenged(completed, but over budget, not on
time, or with less functionality than
originally planned)
Standish Group CHAOSStudy Results 2002(300,000IT Projects )
* The Standish Groups survey was recently redone; in 1994 the numbers were much worse. At that
time 53% of projects were challenged, 31% were never completed and only 16% were successful!
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Primary ReasonUser involvement 15.9%
Executive management support 13.9%
Clear statement of requirements 13.6%
Proper planning 9.6%
Realistic expectations 8.2%Smaller program milestones 7.7%
Competent staff 7.2%
Ownership 5.3%
Clear vision and objectives 2.9%
Hard working, focused staff 2.4%Other 13.3%
Total 100.0%* Copyright, The Standish Group
Why Projects Succeeded
A well executed Project Management Methodology can help your project by addressing these issues!
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Why Projects Fail
What We Know What We Know We Don't Know
What We Don't Know We Don't Know
A well organized and applied Project
Management Methodology can help your
project deal with:
What we dont know and
Help uncover and deal with
What we dont know we dont know
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Boston College Project Management Methodology
Scheduling& Estimating
Networking of tasks
Optimize PlanRisk AssessmentValidate Objectives
PROJECT MANAGEMENT LIFECYCLE
Initiation Planning Execution
&Control /
Monitoring
Closing
Project ObjectivesBusiness RequirementsHigh Level Work
Units (WBS)Major Deliverables
Team DevelopmentProduct/Service
Construction
Plan ManagementInformation Dist.
Final Benefit ValidationProject HandoverProject Business Review
Shutdown andClosing Rituals
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Define the sponsors business need
Identify desired approach
Identify project objective
Clearly identify businessrequirements and major deliverables
Develop high-level estimates ofscope, schedule, and resources
Project Definition Document
Resource & duration estimates High Level Schedule
Further define the business requirements and objectives. The resulting
work in this phase feeds the proposal development process.
Purpose
Purpose
Outputs
OutputsObjectives
Objectives
Initiation
INITIATION
PLANNING
EXECUTION &CONTROL / MONITORING
CLOSING
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Validate and refine businessrequirements
Drill down scope to produce detailed
work breakdown structure
Finalize project schedule, resources,and budget
Organize and finalize project team
Establish project control procedures
Obtain sponsor agreement
Kick Off Meeting Agenda
Project Plan Updated Project Definition
document Status report format
Project planning is of major importance to a project. Detailed project planning
establishes the plans, processes, controls, and tools to be utilized during the
Execution phase.
PurposePurpose
OutputsOutputsObjectivesObjectives
Planning
INITIATION
PLANNING
EXECUTION &CONTROL / MONITORING
CLOSING
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Successfully fulfill
contract deliverables
Monitor and control
contract delivery Communicate progress and issues
to project stakeholders
Meeting Agendas
Meeting Notes Status reports
Issues / Actions List
Project Plan
Kicks off delivery aspects of the project. Progress, quality, scope, risk,
costs, and changes are monitored, measured, and controlled against the
project plan using the mechanisms established in the Planning phase.
PurposePurpose
OutputsOutputsObjectivesObjectives
Execution & Control
INITIATION
PLANNING
EXECUTION &CONTROL / MONITORING
CLOSING
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Review, evaluate, and report project
accomplishments, deliverables, best
practices, and lessons learned Transition project staff Share project knowledge and
Lessons Learned
Lessons Learned Documentation
Review and evaluation of the project and reporting the outcome of the
project. Shutdown of all project work and processes as well as efforts to
ensure future projects benefit from the accomplishments of this project.
PurposePurpose
OutputsOutputsObjectivesObjectives
Closing
INITIATION
PLANNING
EXECUTION &CONTROL / MONITORING
CLOSING
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Tips and Techniques
Identify and deal with Risks
Identify and deal with Issues
Scope Management
The Triple Constraint
Stakeholder Analysis
Project Team Roles & Responsibilities
Definition of Deliverables and Templates to Document Understanding Project Constraints
Defining Success Criteria
There are several common pitfalls for a Project that THE BC PMO understands
and can help navigate:
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Understand Risk Assessment
Technical: Technological factors associated with the development or operation of
the deliverable may cause failure
Environment: The product or service we develop could fail
Financial: Cash flow or profitability issues may cause failure
Human: Human players in programs are complex and may act in ways that add
risk
Examples of Risk Categories
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Understanding Issues and how to deal with them
Record all issues
Assign responsibility for resolution Set a timeframe for resolution
Track progress of issues
Expect new issues continually
Issues
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
UnderstandScope andScope Creep
Define items and applications that are Both in Scope and Out ofScope for the current
project
Provide a common understanding of the project boundaries Out ofScope items may be included in scope later, with approval
Out ofScope should be reviewed in future discussions and evaluation of follow on
projects
Scope Management
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Understand the Triple Constraint
Scope(Better)
Schedule
(Faster)
Resources
(Cheaper)
Quality
The project team must understand the triple constraint
relationship between Scope, Schedule, and Resources.
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Analyze the Stakeholders
Identify the people and organizations that will be affected by the
project
Identify the people who can affect the project
Determine the potential impacts and desires Identify major business deliverables process owners
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Determine Roles and Responsibilities
PROJECT MANAGEMENT TEAM
- Assures project is completed on
time & within budget- Documents the project
- Plans, estimates, and schedules
- Tracks, analyzes, and reports
progress
PROJECT TEAM
- Assures project tasks are successful
- Determines work breakdown of tasks- Determines resource needs
- Executes project plan
- Manages quality
- Reports work complete
- Revises estimates to complete
CORETEAM
- Assures desired benefit is achieved
- Authorizes the project
- Appoints the Project Manager
- Approves project plan
- Resolves business issue conflicts
- Controls scope, cost, and risk.
- Manages resources, communication
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Project-standard Deliverables
Project Definition Document
Issues / Actions
ProjectSchedule
Project Communications Plan
Quality Plan
Project Change Control
Project Costs (one-time and on-going support costs; ROI)
Lessons Learned
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
What will keep the project from being successful?
How are they to be handled?
Projects Constraints
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Define Success Criteria
How will we know when we are done?
How will we know weve completed the deliverables successfully?
Success criteria should be measurable and you must be able to
measure it, achieve it, and realize it by the end of the project (not6
months from the end).
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BOSTON COLLEGE
PMO Overview-Boston College ITS PMO 112007
Project Sponsor Team:What are their criteria for project success?
Core Team:
What are their criteria for project success?
Project Management Team:
What are their criteria for project success?
Project Metrics:What are the metrics that indicate the projects success?
Determine Success Criteria
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