Step 1 Define the objective(s) of the PMO

Objectives of a PMO
to provide a framework that will support all stakeholders and project teams to
improve the probability of successful delivery.

Standards: Look to embed common tools and processes based on organisation

standards where they exist.
Consistency: Look to ensure that each project / workstream is populating reports,
documents, plans to the same level using common standards (this is a must for
comparing relative status of projects).
Transparency: The PMO must provide transparency of progress and status of all
projects to all stakeholders. This will allow for early warnings of issues allowing
intervention to keep projects on track.
Pragmatic: only do something if it makes sense and adds value. Challenge where
organisation standards exist that do not make sense. Failure to do this will put you
in the position of being viewed as an overhead that does not add value.
Fit for Purpose: Avoid over engineering and duplication of tools and processes.
Project Managers are busy delivering. Dont make their job harder by making
duplicate requests.
Be Smart: Make sure you coordinate update requests and think about the
information you require. Dont be seen as a PMO where the left hand does not know
what the right hand is doing with multiple and repeated requests.
Independence: Remember, while your aim is to build a good working relationship
with the projects so you can help them, you must be careful to not get too close as
this will cloud your judgement when challenging progress, status, etc.

Step 2 Sponsorship
Clearly Defined Sponsor
Type of PMO Sponsor
Action Plan

Step 3 Define PMO tools and processes

Planning (milestones)
Financial planning (budget)
o project financial planning
Business Case

RAID
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Financial Baseline
Financial Tracking
Cost Consolidation Template

management (Risks, Assumptions, Issues, Dependencies)

Template to capture Risk, Assumptions, Issues and Dependencies
Assumption Management
Risk Management
Issue Management

Reporting (report types, reporting diary)

o Project Report
Reporting Period (date of report)
Project name
Project manger
Project sponsor
Overall RAG status
Financial details (budget, actuals, forecasts)
Executive summary
Achievements current period
Planned next period
Key risks, assumptions, issues, dependencies (drawn from RAID
log)
Milestones
o Programme Dashboards
Project name
Project sponsor
Project manager
Executive update (including reason for any project not reporting
Green)
Budget, Actuals, Forecast, Variance
Current RAG
Previous RAG
o Reporting Calendar
o PMO RAG status for reporting
Milestones
Scope
Schedule / timeline
Costs
Benefits
Green usually everything is on target
Amber minor issues impacting delivery
Red major issues delaying impact
Quality assurance
o Meeting Review
o Document Reviews

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Solution Review
Conclusion

Change control (scope, costs, schedule, benefits)

o Framework
o Change Request Checklist
o Change Request Form
o Impacted Parties
o Impact
o Dependencies
o Realistic
o Tolerance Levels
o Tools
Details of the change
Impact of the change
Cost of the change
Impact of not doing the change
Revised project plan
Required approval date
Resourcing (org design, recruitment, resource planning)
o Project Resource Planning
o PMO Review
o Resource Tracking
o Summary
Communication
o Communication Plan
Procurement
o Resources
o Consultants
o Vendors
o Software
Project document storage
o Project Document Storage Guidelines
Step 4 PMO organization

Step 5 Engage and communicate

Step 6 Monthly PMO routines
Step 7 PMO charter

PMO objectives
What the PMO will / wont do
Organisational model (including roles & responsibilities)
Tools and processes
Monthly reporting requirements

 Key contacts