PMO standardisation - simple tracking process

PMO Standardisation – simple tracking process
Author: PM Majik
Copyright 2018. All rights reserved. www.pmmajik.com

Contents
1.0 Purpose of this presentation
2.0 PMO standardisation tracking objectives
3.1 Identify all in scope projects / programmes
3.2 Review each of the core processes for each project
3.3 Determine if standard or not
3.4 Capture current state
3.5 Establish plan to standardise
4.0 Summary
5.0 PMO standardisation template download
6.0 PMO resources

1.0 Purpose of this presentation
PMO standardisation is often put forward as one of the benefits of implementing a
Project Management Office (PMO). While this is true, what steps actually need to be
taken to standardise across many projects?
This presentation aims to provide ideas on how PMO standardisation can be achieved.
It also provides an example of a simple PMO Standardisation Tracking Template
(together with how you can download a working version to use for free).

2.0 PMO standardisation tracking objectives
The diagram below show the 5 key objectives of PMO standardisation tracking.

3.1 Identify all in scope projects / programmes
• Before you can start you need identify all of the projects / programmes that
are in-scope for the standardise exercise.
• This step involves in identifying the list. Hopefully you should already have a
central list of active projects.
• Then it is a simple case of listing each project in the template.
• Include all active and planned projects.

3.2 Review each of the core processes for each project
• This step is used to identify what PMO processes are being used by each
project on the list.
• This will typically require a meeting to be set up with each project and then
systematically asking what process is used for each PMO process.
• The information should be captured to allow analysis.

3.3 Determine if standard or not
• After reviewing each process for a project, it should be possible to determine
if there is a process or not. Where there is a process, you need to
determine if this follows the required standard.
• Obviously, a defined standard must exist in order to determine if the PMO
process is standardised.
• At the simplest level, each PMO process for a project will be one of the
following:
• No process exists
• Process exists but not standardised
• Standardised process
• Not applicable (N/A) – only used if process is not required

3.4 Capture current state
• As the information is captured, it is important that it is recorded. This is
where using a simple template is beneficial.
• All that is needed is a simple 1 page dashboard that lists core PMO
processes along the x axis and the in-scope projects on the y axis.
• This will then allow the status of each PMO process for each project to be
recorded. Use of colour coding will result in a heatmap so it is easy to see
areas needing attention.
Example PMO Standardisation Tracking Template

3.5 Establish plan to standardise
• Now that you have a good view on the current state, you can see the areas
requiring attention.
• This means you can select the area you wish to focus on i.e. Reporting and
create a plan on how to standardise across the projects.
• The dashboard can be used to track progress.

4.0 Summary
It is very simple to establish a process to review the level of standardization across the
projects that are under the oversight of a PMO.
All you have to do is follow the 5 steps:
1.Identify all in scope projects / programmes
2.Review each of the core processes for each project
3.Determine if standard or not
4.Capture current state
5.Establish plan to standardise
Additional Resource
https://www.pmmajik.com/pmo-standardisation-simple-tracking-template-with-free-down
If you really want to add a lot of value, consider investing in a set of professional
PMO Templates. This will allow the rapid implementation of tools and processes.

5.0 PMO standardisation tracking template
You can download your own copy of the template used in this presentation. All you
need to do is visit the link below and you will find the download link near the bottom of
the article.
Download page
https://www.pmmajik.com/pmo-standardisation-simple-tracking-template-with-
free-download/
If you really want to add a lot of value, consider investing in a set of professional PMO
Templates. This will allow the rapid implementation of tools and processes.

6.0 PMO resources
If you want more information, visit www.pmmajik.com where you will find lots of project
and PMO resources including the FREE guide, 7 Steps to Set-Up a PMO.
Visit http://www.pmmajik.com/set-pmo/
PM Majik Website
On the PM Majik website you will find over 200 articles that contain practical and
pragmatic tips and insights for designing, mobilising and managing a PMO. New
articles are added weekly. Topic requests are encouraged from the community.

PMO standardisation - simple tracking process

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