Optimizing a company and it's PPM with a PMO system
Abstract
Some of the most acute and commonly addressed challenges in an organisation and issues such as businesses need to operate faster to deal with uncertainty, employees being disengaged and disconnected, work being siloed, making visibility and alignment struggling and global events like Covid pushing the transition to remote and distributed work (From Microsoft seminar, will find more concrete source). These mismatches in company alignments combined with a lack of a proper PPM system a lot of different solutions and databases emerges in the different departments, causing redundant data entries, a lack of ownership of project progresses and visibility getting lost during handovers (Issue at hand from work experience). This wiki will dive into, how these issues can be addressed using a proper PMO system for PPM to aid in the governance and ownership placement across department from the operational level all the way to the executive level.
The PMO will be a platform which needs to contain the proper tools and models to assist in the decision making in solving the stated challenges. Meaning that as the setup of the content and visualisations should be well considered to convey the message as efficiently as possible. Hereafter the benefits, limitations, and pitfalls will be discussed.
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Concept of PMO system
PMO systems are a centralized function within an organization that oversee project, program, and portfolio management. They provide a framework for standardizing project management practices, optimizing resource allocation, and aligning projects with strategic objectives.[1]
The concept of a PMO system involves implementing a set of processes and tools to manage and optimize the project management function.
The primary objective of a PMO system is to improve project performance by providing project managers with the necessary support, guidance, and resources to manage projects effectively. The system also helps organizations to standardize their project management practices, increase project success rates, reduce project risks, and achieve strategic business objectives.[2]
How it supports project, program and portfolio management
- Project level: A PMO system can help ensure that a project is completed on time, within budget, and at a certain level of quality. This can be done by including tools for project planning, risk management and quality control. The system can also support the individual projects with the needed templates, guidelines and best practices.
- Program level: At the program management level, a PMO system can provide support for managing multiple projects that are related or have dependencies. This can include tools for program planning, resource allocation, and risk management. By providing a holistic view of multiple projects, a PMO system can help to ensure that program goals are aligned with organisational objectives and that resources are used effectively.[3]
- Portfolio management level: A PMO system supports managing that the portfolios align with the organizational strategies by including tools and models for project selection, prioritisation, and resource allocation. This ensures that the organisational goals are reached with value maximisation and proper resources are allocated. The portfolio level aligns with the executive level for strategic informed decision-making and overview. A PMO system can provide real time visibility and transparency in the project, program, portfolio, and company performance.
