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Why A PMO Is Second In Line To A Project Manager ?

With the dynamically changing world of Information Technology, the change in Project Management is inevitable. A time when regulations and economies are constantly reshaping, companies are trying to catch up and transform their business strategies according to the latest trend in the market. Although a significant number of Project Management offices had been shut down by various companies in 2012, a lot has changed since then. PMO has become a significant part of Project Management. As per PMI, “Between 2010 and 2020, 15.7 million new project management roles will be created globally across seven project-intensive industries.” This high statistic cannot be entirely based on the jobs estimated for Project Manager. Project Management jobs involve all sorts of Project Management role amidst which a PMO comes with its own significance. Project Management Offices are set up as per the requirement of the companies. The current types that distinguish various types of PMO can be classified as - Individual Project Office for a large project -  A project has a dedicated PMO, Central Multi-Project Management Office,(PMO) - The PMO handles more than one project and Strategic Project Management Office (SPMO) - A Project Management Office where the PMO plays different roles depending on the requirement of the company.  As mentioned earlier a PMO’s role is as essential as a PMO. A PMO knows the project and understands its pre-requisite as much as a manager and thus its place is second to a Project Manager in an organization following the PMO set up.   1.  With growing complexity in program management project controlling needs to be intensified. The PMO which is the prime interface between the projects – becomes the central hub of the enterprise. It manages the allocation of resources to the individual projects. It ensures a trouble-free project communication between all parties involved. If the PMO undergoes an upgrade of competencies and responsibilities, an increased amount of work is the necessary consequence. 2. Project Management Office is not a one-man army anymore. We have PMOs to assist and provide all the assistance required to ensure a successful delivery of a single project or multiple projects at the same time. As per a survey conducted by The Project Group in a Webinar held in 2016. A question had been put up in front of the audience - “Why is the PMO important?”. The answers provided were as follows- 77% = Methods and Processes 68% = Project Services 55% = Project Portfolio Controlling 47% = Training and Coaching 26% = Strategic Project Management.   This defines the approach the managers are taking these days to get support and help while delivering projects efficiently. All the mentioned tasks are a part of a PMO’s responsibility 3.  In most of the organizations with well set up Project Management Offices, a PMO is the first point of contact for the Project Team members. This does not signify that the Project Manager in unapproachable but the fact that a PMO is first to hear the grievances of the team and take it up with the PM and find a solution. This speaks a lot about the significance of the PMO. But of course, this goes for organizations that follow the PMO regime. 4.   A great topic of debate has been the role of a PMO in contributing to the delivery of a project. To me, it is as significant and dependable as a Project Manager. In order to rationalize the argument, we can take a look at the responsibilities of a PMO as given below - ·   Coordination -  Managing the resources demand, their efforts, and billing. Coordination also involves a lot of follow up and relevant communication within and outside the team. ·   Regulation – Supporting the project management processes. In cases where the project follows a certain framework, the alignment is PMO’s responsibility. ·   Governance – What stage has the project reached? Is the project successful in meeting the time lines set? Are all the evidence and sign off in place? ·   Finance and resource management – The handling of project budget, tracking and reconciliation is another job for a PMO. ·   Support by the PMO (no ticket open longer than agreed?) ·   Establishment and documentation of the method (documentation complete and available?)  These simple yet relevant tasks define the role of a PMO. It was all a project managers job around a decade back, but now the times have changed. 5. The drastic change in Project Management methodology does not ensure that the N number of projects undertaken by various companies can be handled by the same strategy every time. A project manager is an individual that has expertise in the project that he undertakes the delivery of. In scenarios where the solution provided is not stable a project manager is required intervene. He needs to ensure a quality delivery but while all this is a PMs head ache who will take care of the lower end responsibilities of a PM. For situations like these, we have PMOs. 6. As per the new PMO trend, the PMOs are being assigned to handle programs. The roles will thus change. There will be more strategic contributions from PMOs. The most important thing for them to learn will prioritize the projects as well as their tasks. The future of Project Management Office (PMO) in terms of the business hierarchy is closer to the management and executives. PMO is soon to become the central enterprise of most of the organizations. The projects are growing in complexity and to manage this a higher coordination is what is required. Since the projects are more cross—functional and globalized the support of a project take a back seat. To deal with this we have a PMO standing beside a project manager building an example of a great team spirit.

Why A PMO Is Second In Line To A Project Manager ?

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Why A PMO Is Second In Line To A Project Manager ?

With the dynamically changing world of Information Technology, the change in Project Management is inevitable. A time when regulations and economies are constantly reshaping, companies are trying to catch up and transform their business strategies according to the latest trend in the market. Although a significant number of Project Management offices had been shut down by various companies in 2012, a lot has changed since then. PMO has become a significant part of Project Management.

As per PMI, “Between 2010 and 2020, 15.7 million new project management roles will be created globally across seven project-intensive industries.” This high statistic cannot be entirely based on the jobs estimated for Project Manager. Project Management jobs involve all sorts of Project Management role amidst which a PMO comes with its own significance.

Project Management Offices are set up as per the requirement of the companies. The current types that distinguish various types of PMO can be classified as
- Individual Project Office for a large project
-  A project has a dedicated PMO, Central Multi-Project Management Office,(PMO)
- The PMO handles more than one project and Strategic Project Management Office (SPMO)
- A Project Management Office where the PMO plays different roles depending on the requirement of the company.

 As mentioned earlier a PMO’s role is as essential as a PMO. A PMO knows the project and understands its pre-requisite as much as a manager and thus its place is second to a Project Manager in an organization following the PMO set up.  

1.  With growing complexity in program management project controlling needs to be intensified. The PMO which is the prime interface between the projects – becomes the central hub of the enterprise. It manages the allocation of resources to the individual projects. It ensures a trouble-free project communication between all parties involved. If the PMO undergoes an upgrade of competencies and responsibilities, an increased amount of work is the necessary consequence.

2. Project Management Office is not a one-man army anymore. We have PMOs to assist and provide all the assistance required to ensure a successful delivery of a single project or multiple projects at the same time. As per a survey conducted by The Project Group in a Webinar held in 2016. A question had been put up in front of the audience - “Why is the PMO important?”. The answers provided were as follows-

77% = Methods and Processes

68% = Project Services

55% = Project Portfolio Controlling

47% = Training and Coaching

26% = Strategic Project Management.  

This defines the approach the managers are taking these days to get support and help while delivering projects efficiently. All the mentioned tasks are a part of a PMO’s responsibility

3.  In most of the organizations with well set up Project Management Offices, a PMO is the first point of contact for the Project Team members. This does not signify that the Project Manager in unapproachable but the fact that a PMO is first to hear the grievances of the team and take it up with the PM and find a solution. This speaks a lot about the significance of the PMO. But of course, this goes for organizations that follow the PMO regime.

4.   A great topic of debate has been the role of a PMO in contributing to the delivery of a project. To me, it is as significant and dependable as a Project Manager. In order to rationalize the argument, we can take a look at the responsibilities of a PMO as given below -
·   Coordination -  Managing the resources demand, their efforts, and billing. Coordination also involves a lot of follow up and relevant communication within and outside the team.
·   Regulation – Supporting the project management processes. In cases where the project follows a certain framework, the alignment is PMO’s responsibility.
·   Governance – What stage has the project reached? Is the project successful in meeting the time lines set? Are all the evidence and sign off in place?
·   Finance and resource management – The handling of project budget, tracking and reconciliation is another job for a PMO.
·   Support by the PMO (no ticket open longer than agreed?)
·   Establishment and documentation of the method (documentation complete and available?) 

These simple yet relevant tasks define the role of a PMO. It was all a project managers job around a decade back, but now the times have changed.

5. The drastic change in Project Management methodology does not ensure that the N number of projects undertaken by various companies can be handled by the same strategy every time. A project manager is an individual that has expertise in the project that he undertakes the delivery of. In scenarios where the solution provided is not stable a project manager is required intervene. He needs to ensure a quality delivery but while all this is a PMs head ache who will take care of the lower end responsibilities of a PM. For situations like these, we have PMOs.

6. As per the new PMO trend, the PMOs are being assigned to handle programs. The roles will thus change. There will be more strategic contributions from PMOs. The most important thing for them to learn will prioritize the projects as well as their tasks.

The future of Project Management Office (PMO) in terms of the business hierarchy is closer to the management and executives. PMO is soon to become the central enterprise of most of the organizations. The projects are growing in complexity and to manage this a higher coordination is what is required. Since the projects are more cross—functional and globalized the support of a project take a back seat. To deal with this we have a PMO standing beside a project manager building an example of a great team spirit.

Isha

Isha Shukla

Blog Author

Isha Shukla is working as a PMO at Accenture Solutions India Pvt Ltd. She has 4 years of experience in project management support and has already found herself a remarkable position in all the project management associated domains.

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All You Need to Know About Project Management Professional

 Abstract Why does the PMP certification holds such importance and what are the processes involved? There are certain tips and tricks to know about it. Read on to find out! Content The Project Management Institute offers the industry-recognized certification for all the Project Managers in the form of Project Management Professional (PMP). There is no focus on any niche, domain, or geography and the application of this certification is universal. Thus, this widely increases its importance and gives more scope to the 773,840 active PMP certified individuals in 210 different countries of the world. In order to qualify for this certification, a person needs to satisfy some prerequisites which include Secondary degree with 7,500 hours of leading projects or a four-year degree with 4,500 hours of leading projects. 35 hours of education pertaining to project management. Here is the basic process which is involved in project management: Initiating The overall direction of the project is set here and the objectives for the particular project are defined. There is only one detailed sub-process at this stage and it is: Concept Development This process involves describing what will be the product of the project along with the documentation of the objectives which are designed initially. A project manager is also assigned who can take care of the responsibility in the best possible manner. Planning One important thing to remember is that there is only one chance to get the project right so there is no room for error. This is the reason that effective planning is required at an earlier stage so that the rest of the process can be carried out smoothly. There are a lot of details involved in this section and a number of sub-processes are here too: Scope Definition A written statement regarding the scope of the project is developed and includes the basic justifications along with deliverables of the project. Project Definition The deliverables are broken down into small and achievable granules so that there is better control over each and every aspect of the project. Task Definition and Sequencing All the tasks which will be performed to achieve the objectives will be defined and their sequence will be developed after checking their dependencies on each other. Duration Estimation and Schedule Development Estimating the duration of the entire project as well as the individual tasks and assigning specific dates for completion. Cost Estimation and Budgeting The initial and detailed costs of the individual tasks and the entire project are specified. Quality Planning This is done to ensure that the project meets all the quality standards which have been set by any governing body. Defining the Roles and Responsibilities Determining the individual roles and how they will combine to ensure the deliverables of the project. Project Staffing Hiring those who are perfect to perform the jobs and can take up the responsibilities to fulfill them in the best way. Communications Planning Deciding what kind of information will be needed by different individuals and how will it reach them on time. Risk Identification and Assessment First of all, the potential risks are determined which are likely to affect the project. Afterward, the probability of the risk is evaluated and its impact is calculated. This helps in getting rid of the risks and finding the best counterplan for them. Procurement Negotiating for outside sources, products, and getting contractual services. Executing The execution step in the project management has little to do with details as they are already catered to in the planning process. It is just the execution of everything which has already been discussed and talked about previously. There are only two sub-processes here: Plan Execution All the planned tasks are performed while the technical and organizational interfaces are managed alongside. Contract Administration Managing the outsourced staff and resources is entirely different than managing everything which is already a part of your company. Special care and attention need to be given to this aspect. Controlling A lot of control and measures need to be observed if one wants to ensure that the project goes according to the plan. Even variances are adjusted into the plan and repetitions are made to ensure that the plan satisfies the changing needs of the project. 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Why It’s Worth Becoming A Certified Project Management Professional.

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They are:You should carry your printed your Prometric confirmation receipt.You should also carry a valid and correct form of government-issued photo identification.The name on the photo identification must match the name that you provided while applying for the exam and it must not be expired. In case, there is any change in your marital status, you should have photo identification with the same name that you registered for the exam.Role of Prometric and PMI in your PMP® examPrometric is a private company who provides secure testing facilities for certifications provided by many professional organisations. One of them is the PMP® certification exam provided by PMI. Prometric is a leader of standardized testing administration with over 10,000 testing centers in 160 countries.Project Management Institute PMI is a global organisation who sets the standards for the field of Project Management. PMI develops all the test content for the standardized Project  Management Professional (PMP)® exam which determines the certification status of a candidate. PMI has chosen Prometric to manage the electronic PMP® testing process.You need to pay the fee for your PMP® certification exam directly to PMI, whereas, Prometric manages the test scheduling, administration, and analysis process.To concludeAfter all the hard work you have put in while preparing for your PMP® exam, the exam day is a crucial day of your life. Prometric requires you to arrive at least 30 minutes prior to your scheduled test time. And once you are done with the security check and watched the 15 minutes video about the exam procedure, you need to complete 200 questions in 4 hours.The tips mentioned in this blog will surely help you to avoid all the stress on this day. GO through all these tips to be organised and calmer to be in the right frame of mind to answer all the questions to pass the exam with flying colours. 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8 Helpful Tips For Your PMP® Exam Day

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