Establishing a Project Management Office (PMO) or another equivalent organizational unit dedicated to supervising project activities is becoming more typical for project-based businesses. However, it can be difficult to establish which functions should be allocated to the embryonic Project Management Office during the planning or inception stages of its creation.
A PMO can wear a lot of different hats. In fact, compiling a full list of all the duties and responsibilities that a PMO can potentially take on would be nearly impossible. Nonetheless, here is a rundown of the primary functions of Project Management Offices in businesses.
Monitoring and Controlling Project Execution Performance:
It should come as no surprise that project monitoring and tracking is one of the Project Management Office’s most important responsibilities. In reality, the requirement to increase project execution speed, quality, and reliability is frequently cited as a reason for establishing a PMO. A PMO will oversee the delivery cycle to ensure that projects are delivered on time, on budget, and within scope in order to produce outcomes in the area of execution performance. Controlling project activities for the PMO also entails assuring primary and secondary stakeholder satisfaction, as well as achieving any other requirements that may be linked to the project’s success.
PMOs accomplish this by combining and manipulating vast amounts of project data. They will track and report on progress throughout the project life cycle, from start to finish, in order to improve the consistency of activity and work. Some hands-on PMOs will actively participate in execution and delivery tracking, while others will focus on assisting project managers to guarantee a smooth delivery and project success.
In addition, a Project Management Office can improve project performance by giving assistance to other project stakeholders.
Receiving general or expert guidance from PPM experts can be extremely beneficial to teams, as it is not uncommon for projects to be managed by technical or operational workers with no formal project management training or experience.
A PMO can assist with planning, scheduling, procurement, and all related execution and tracking tasks. Project teams can take advantage of the PMO’s expertise and knowledge of Project Portfolio Management standards and practises to prevent execution mistakes and keep projects on track. A PMO’s counsel, insight, and support can still be a vital source of continual learning and progress for professional project management teams.
Lastly, PMOs can help project managers by implementing advanced, unique tasks for them or on their behalf.
Development of Project Management Methodologies
The establishment of a Project Management Office is typically the first step in a PPM organisational restructuring process. PMOs are responsible for defining and implementing methodologies to standardise project management activities and processes inside a company. They will, in essence, give guidelines defining how a project should be managed throughout its life cycle, from the development of initial business cases to delivery management.
The PMO’s best practises, standard measurements, and repeatable processes will improve overall project performance by increasing uniformity across project management teams, allowing different projects in different areas to be compared. Wherever practicable, the Project Management Office will standardise such processes at the organisational level across all business units and divisions.
The PMO, as the guardian of Project Portfolio Management processes, formalises these sets of methods and practises into a coherent Project Charter that should be made readily available to all parties involved in project activity and should be updated over time to reflect changes in the business environment, market conditions, or organisational strategy.
A PMO may prefer linear delivery approaches such as the Waterfall approach or the Vee model, or a more Agile delivery framework, depending on the shape, line of business, and culture of the organisation. More and more PMOs are opting to create their own custom hybrid method to obtain the best of both worlds.
Implementation of Professional PPM Tools
The Project Management Office (PMO) normally selects, procures, and implements professional software to speed up and facilitate Project Portfolio Management tasks at the request of the organisation.
PPM tools aren’t just for major companies and mega-projects, contrary to popular belief. Even small firms can greatly profit from the use of such solution tools, which are specifically designed to combine data and automate operations. No company can afford to miss out on the chance to boost production, improve data quality, and make better use of resources!
In order to better management, make tracking more granular, and exploit data intelligence, PPM software will split down projects into a number of phases and activities. Robust tools come with a variety of management and analytical features, such as simulation and advanced analytics.
Your PMO’s PPM knowledge will be invaluable in selecting the correct technology for your organisation, determining configuration requirements, executing the deployment, and championing user acceptance. Because such tools almost always necessitate some kind of training — particularly for non-professional project managers — the Project Management Office also leads the skill development effort through a variety of more or less formal training programmes and projects.
Program and Portfolio Management is the fourth PMO function.
When it comes to multi-project management, a Project Management Office is usually highly useful. The many projects that are being managed within a corporation are always somewhat interdependent due to common resources, assets, and equipment. The Project Management Office, with its cross-departmental view of project activity, can guarantee that such dependencies and restrictions are foreseen, understood, and handled in a timely manner to support individual project success and overall optimization.
A Project Management Office is a multi-purpose organisational unit that can perform a wide range of responsibilities and functions within a company such as…
- Ensuring Project Execution Performance Monitoring and Control
- Developing Project Management Methodologies
- Implementing Professional PPM Tools
- Coordinating Program and Portfolio Management
- Facilitating and improving Strategic Project Management
- Optimising Resource Allocation and maximising Resource Utilization
- Creating and maintaining Collaboration-Conducive Work Environments
- Providing Information and Training for Insights are some of the most common PMO functions.
This list of essential functions is not intended to be exhaustive. Finally, the functions of your PMO should be adapted to your organization’s specific needs and capabilities.