3rd Edition

The Complete Project Management Office Handbook

By Gerard M. Hill Copyright 2014
    744 Pages 23 B/W Illustrations
    by Auerbach Publications

    744 Pages 23 B/W Illustrations
    by Auerbach Publications

    741 Pages 23 B/W Illustrations
    by Auerbach Publications

    This updated and completely revised edition of a bestseller extends the concepts and considerations of modern project management into the realm of project management oversight, control, and support. Illustrating the implications of project management in today’s organizations, The Complete Project Management Office Handbook, Third Edition explains how to use the project management office (PMO) as a business integrator to influence project outcomes in a manner that serves both project and business management interests.

    Helping you determine if a PMO is right for your organization, this edition presents a five-stage PMO competency continuum to help you understand how to develop PMOs at different competency levels and associated functionalities. It also identifies five progressive PMO development levels to help you identify which level is best for your organization. Updates to this edition include:

    • A refinement of the 20 PMO functions that guide PMO setup and operations
    • A new section that provides an effective evaluation of PMO maturity indicators based on the prescribed 20 PMO functions presented in the handbook
    • A new section on Establishing a Project Management Office that details a comprehensive process for determining the needs, purpose, and functionality for a new PMO
    • Best practices that have cross-industry value and applicability

    The book includes checklists, detailed process steps, and descriptive guidance for developing PMO functional capability. The up-to-date PMO model defined will not only help you better understand business practices in project management, but will also help you to adapt and integrate those practices into the project management environment in your organization.

    For anyone associated with start-up and smaller PMOs, the book explains what can be done to create less rigorous PMO functional capabilities. It also includes helpful insights for those who need to specify and demonstrate "quick-wins" and early PMO-based accomplishments in their organization.

    PRACTICE MANAGEMENT

    Project Management Methodology
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Project Management Methodology Activities across the PMO Continuum
    Project Management Methodology Function Model
         Establish Basis for Project Management Methodology
              Convene Methodology Development Team
              Prepare Methodology Deployment Strategy
              Examine Current Practices
         Develop Methodology Solution
              Identify Methodology Components
              Design Life Cycle Processes
              Develop Project Management Practices
              Introduce Methodology Platform
         Conduct Methodology Implementation
              Plan Methodology Implementation
              Plan Project Transition
              Conduct Methodology Training and Implementation
         Manage Methodology Maturity
              Evaluate Methodology Implementation
              Analyze Methodology Performance
              Manage Methodology Maintenance
    Postscript for the Smaller PMO
         Establish Simple, Critical Processes for Project Management
         Gain Increased Support for Process Expansion
         Expand and Incorporate Technical and Business Processes

    Project Management Tools
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Project Management Tools Activities across the PMO Continuum
    Project Management Tools Function Model
         Select Project Management Tools
              Identify the Need for Project Management Tools
              Examine General Types of Project Management Tools
              Assess Specific Project Management Tools
              Acquire Project Management Tools
         Implement Project Management Tools
              Plan Tool Implementation
              Plan Tool Transition
              Conduct Tool User Training
              Conduct Tool Implementation
         Evaluate Tool Performance
              Identify and Resolve Utilization Problems
              Identify and Resolve Functional Problems
              Assess Overall Tool Effectiveness
         Postscript for the Smaller PMO

    Standards and Metrics
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Standards and Metrics Activities across the PMO Continuum
    Standards and Metrics Function Model
         Implement Project Management Standards
              Examine Standards Sources
              Identify Applicable Standards
              Introduce Preferred Standards
              Conduct Benchmarking
         Determine Project Metrics Requirements
              Identify Process Management and Improvement Metrics
              Identify Project Performance Metrics
              Identify Business Management Metrics
         Introduce and Use Project Metrics
              Establish Metrics Measurement Plan
              Compare Metrics Performance
              Establish Corrective Actions
    Postscript for the Smaller PMO

    Project Knowledge Management
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Project Knowledge Management Activities across the PMO Continuum
    Project Knowledge Management Function Model
         Establish Knowledge Management Framework
              Information Management
              Document Management
              Process Management
              Collaboration Management
              Project Archive and Reference Library Management
         Introduce Knowledge Management System
              Conduct Installation and Establish Connectivity
              Perform Function and Feature Customization
              Introduce Project Knowledge Management Content
    Implement Knowledge Management System
         Develop PMIS
         Develop Executive Dashboard
         Construct Project Management Library
         Implement Online Project Collaboration
         Implement Other Knowledge Management Tools
    Postscript for the Smaller PMO

    INFRASTRUCTURE MANAGEMENT

    Project Governance
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Project Governance Activities across the PMO Continuum
    Project Governance Function Model
         Prepare and Maintain PMO Charter
              Define Business Purpose
              Specify Organizational Alignment
              Highlight Functional Responsibility
              Specify PMO Authority
              Identify PMO Funding
         Develop Project Management Policies
              Evaluate Policy Needs
              Demonstrate Senior Management Support
              Prepare Policy Guidance
         Develop Project Classification Guidance
              Examine Project Classification Purpose
              Identify Project Classification Criteria
              Implement Project Classification Guidance
         Establish Project Manager Authority
         Establish Executive Control Board
              Determine Executive Oversight Requirements
              Set Control Board Parameters
              Prepare Control Board Operating Procedures
         Align Business and Technical Committees
    Postscript for the Smaller PMO

    Assessment
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Assessment Activities across the PMO Continuum
    Assessment Function Model
         Conduct Competency Assessments
              Identify Competency Assessments
              Perform Competency Assessments
              Implement Competency Improvement Plans
         Conduct Capability Assessments
              Identify Capability Assessments
              Perform Capability Assessments
              Implement Capability Improvement Plans
         Conduct Maturity Assessments
              Identify Maturity Assessments
              Perform Maturity Assessments
              Implement Maturity Advancement Plans
    Postscript for the Smaller PMO

    Organization and Structure
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Organization and Structure Activities across the PMO Continuum
    Organization and Structure Function Model
         Set Up the PMO Structure
              Identify Staff Needs for PMO Functions
              Introduce PMO Staff
              Analyze and Establish PMO Relationships
         Establish Project Team Structure
              Specify Project Team and PMO Relationship
              Define Standard Project Team Structure
              Define Extended Project Team Alignment
         Develop Stakeholder Participation
              Manage Internal Project Team Stakeholders.
              Manage Internal Oversight Stakeholders
              Manage Internal-Support Stakeholders
              Manage Customer Stakeholders
              Manage Vendor/Contractor Stakeholders
              Manage Other Project Stakeholders
    Postscript for the Smaller PMO

    Facilities and Equipment Support
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Facilities and Equipment Support Activities across the PMO Continuum
    Facilities and Equipment Support Function Model
         Establish Project Team Requirements
              Establish Work Space Requirements
              Establish Equipment Requirements
         Manage Project Facilities
              Manage Facility Acquisition Options
              Monitor Facility Utilization
              Monitor Facility Disposition
         Manage Project Equipment
              Manage Equipment Acquisition
              Manage Equipment Assignments
              Manage Equipment Disposition
    Postscript for the Smaller PMO

    RESOURCE INTEGRATION

    Resource Management
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Resource Management Activities across the PMO Continuum
    Resource Management Function Model
         Acquire Project Resources
              Identify Resource Providers
              Establish Resource Requirements
              Fulfill Resource Requests
         Assign Project Resources
              Prepare Resource Assignment Notifications
              Obtain Individual Resource Commitments
              Introduce Resources to the Project Team
         Deploy Project Resources
              Perform Deployment Administration
              Identify and Arrange Relevant Training
              Monitor Travel Arrangements
         Manage Resource Performance
              Develop Performance Management Guidance
              Conduct Project Resource Performance Reviews
              Monitor Project Resource Performance
         Close Project Resource Assignments
              Coordinate Resource Extensions
              Facilitate Resource Transfers and Reassignments
              Manage Resource Terminations
    Postscript for the Smaller PMO

    Training and Education
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Training and Education Activities across the PMO Continuum
    Training and Education Function Model
         Establish Training Program
              Assess Training Needs
              Determine Training Requirements
              Identify Training Resources
              Prepare Training Plan
              Select and Develop Training Courses
         Manage Training Program
              Establish Training Registration Capability
              Publicize and Promote Training Program
              Conduct Project Management Training
         Evaluate Training Program
              Evaluate Training Plan Implementation
              Evaluate Training Resources
              Update Training Program
    Postscript for the Smaller PMO

    Career Development
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Career Development Activities across the PMO Continuum
    Career Development Function Model
         Develop Project Management Career Path
              Establish Project Management as a Professional Discipline
              Develop Basis for Executive Support
              Define Career Advancement Model
              Construct Position Descriptions and Qualifications
              Integrate New Career Path into the Organization
         Support Project Management Career Planning
              Provide General Career Guidance
              Promote Business Skill Development
              Implement Career Planning Support
         Establish Professional Certification
              Develop Project Management Certification Program
              Facilitate Technical and Professional Certification
         Postscript for the Smaller PMO

    Team Development
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Team Development Activities across the PMO Continuum
    Team Development Function Model
         Facilitate Cohesive Team Formation
              Examine Project Team Composition
              Develop Project Team Orientation Program
              Integrate Vendors and Contractors
         Facilitate Virtual Team Management
              Establish Virtual Team Alignment
              Facilitate Virtual Team Interactions
              Introduce Virtual Team Technology
         Enable Project Team Development
              Promote Team Skill Learning
              Develop Project Manager Tools and Techniques
              Facilitate Leadership Development
         Monitor Project Team Performance
              Assess Team Dynamics
              Examine Team Effectiveness
              Conduct Team Improvement Activities
    Postscript for the Smaller PMO

    TECHNICAL SUPPORT

    Mentoring
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Mentoring Activities across the PMO Continuum
    Mentoring Function Model
         Establish Project Management Mentoring Program
              Develop the Mentoring Approach
              Identify Mentor–Protégé Roles and Responsibilities
              Determine Mentor Sourcing Process
         Engage Project Management Mentors 
              Identify Mentor Candidates
              Conduct Mentor Candidate Qualification
              Prepare Project Management Mentors
         Conduct Project Management Mentoring
              Identify Engagement
              Assign Mentor(s)
              Prepare for Mentoring Engagement
              Perform Mentoring Engagement Activities
              Close Out Mentor–Protégé Relationship
         Evaluate Mentoring Program
              Evaluate Mentor Performance
              Monitor Mentoring Program Results
    Postscript for the Smaller PMO

    Project Planning
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Project Planning Activities across the PMO Continuum
    Project Planning Function Model
         Establish Project Planning Capability
              Define Project Plan Components
              Implement Project Planning Processes and Tools
              Establish Planning Facilitation and Support Capability
         Facilitate Project Planning Workshop
              Manage Planning Workshop Arrangements
              Facilitate Project Work Plan Development
              Perform Follow-Up Planning Support
         Administer Project Planning
              Specify Primary Project Management Plans
              Recommend Essential Project Support Plans
              Prepare Project Plan Content Guidance
              Evaluate Project Planning
    Postscript for the Smaller PMO

    Project Auditing
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Project Auditing Activities across the PMO Continuum
    Project Auditing Function Model
         Set Up Project Auditing Capability
              Determine Project Auditing Needs
              Identify Project Auditing Resources
              Establish Project Audit Performance Points
         Conduct Project Auditing.
              Prepare for Project Audits and Reviews
              Conduct Project Audit
              Prepare Project Audit Report
         Manage Project Auditing Results
              Review Project Audit Results
              Analyze Aggregate Program Results
              Monitor Project Audit Follow-Up Actions
    Postscript for the Smaller PMO

    Project Recovery
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Project Recovery Activities across the PMO Continuum
    Project Recovery Function Model
         Develop Recovery Assessment Process
              Identify Recovery Indicators
              Assess Project and Identify Problem Areas
              Prepare Project Recovery Decision Package
              Coordinate Project Recovery Decision
         Plan and Conduct Project Recovery
              Establish Project Recovery Team
              Develop Project Recovery Plan
              Stabilize Project Using Recovery Solution
              Conclude Project Recovery
    Capture Recovery Lessons Learned
              Examine Project Management Indicators
              Examine Project Selection Criteria
              Examine Project Recovery Process
              Update Routine and Project Recovery Remedies
    Postscript for the Smaller PMO

    BUSINESS ALIGNMENT

    Project Portfolio Management
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Portfolio Management Activities across the PMO Continuum
    Project Portfolio Management Function Model
         Set Up Project Portfolio Management
              Validate Business Strategy and Interests
              Identify Project Selection Criteria
              Determine Project Selection Mechanism
              Identify Project Portfolio Management Roles
              Establish a Supportive Project Environment
         Perform Project Selection
              Conduct Project Screening
              Develop Project Business Plan
              Develop Project Resource Allocation Plan
              Conduct Project Selection
         Integrate Projects in the Portfolio
              Validate Project Selection
              Determine Project Priority
              Approve Initial Project Funding
         Conduct Project and Portfolio Reviews
              Compile Project Performance Information
              Conduct Project Gateway Reviews
              Conduct Portfolio Reviews
         Manage Portfolio Attrition
              Perform Project Closeout
              Assess Strategic Advantage
              Assess Customer Satisfaction
    Postscript for the Smaller PMO

    Customer Relationship Management
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Customer Relationship Management Activities across the PMO Continuum
    Customer Relationship Management Function Model
         Manage Customer Relationships
              Manage Customer Project Opportunity Information
              Manage Customer Business Information
              Manage Customer Project Participation
         Manage Customer Contracts
              Produce and Manage Customer Proposals
              Establish Customer Contracts
              Conduct Customer Contract Administration
         Manage Customer Satisfaction
              Measure Customer Satisfaction
              Conduct Customer Relationship Programs
              Implement Customer-Centric Improvements
    Postscript for the Smaller PMO

    Vendor/Contractor Relationship Management
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Vendor/Contractor Relationships Activities across the PMO Continuum
    Vendor/Contractor Relationships Function Model
         Manage Vendor/Contractor Relationships
              Identify Vendor and Contractor Needs
              Manage Vendor and Contractor Information
              Prescribe Vendor and Contractor Participation
         Manage Vendor/Contractor Acquisition
              Identify and Qualify Vendors and Contractors
              Solicit Vendor and Contractor Proposals
              Prepare Vendor and Contractor Contracts
         Manage Vendor/Contractor Performance
              Administer Vendor and Contractor Contracts
              Monitor Vendor and Contractor Performance
    Postscript for the Smaller PMO

    Business Performance Management
    Project Environment Interface Concepts
    Business Environment Interface Concepts
    Business Performance Management Activities across the PMO Continuum
    Business Performance Management Function Model
         Develop Integrated Business Solutions
              Demonstrate Project Management Business Value
              Generate Executive Value Awareness
              Align Business and Project Management Performance
         Manage Business Collaboration
              Conduct Operational Business Collaboration
              Conduct Tactical Business Collaboration
              Conduct Strategic Business Collaboration
         Manage PMO Business Fulfillment
              Manage PMO Business Function Evolution
              Develop PMO and Enterprise Business Alignment
    Postscript for the Smaller PMO

    Appendix A
    Appendix B

    Index

    Biography

    Gerard Hill is the Principal of Hill Methods, LLC, and has more than 25 years experience in project management practice design and implementation, information systems integration, and business process engineering. His specialty is enabling businesses to gain and sustain a competitive edge through development and implementation of total-practice project management solutions. He has conceived and constructed processes and practices that have enabled Fortune 100 and other client organizations to realize maximum benefit from their investment in project management.

    Prior to introducing Hill Methods (formerly Hill Consulting Group), Mr. Hill was with ESI International, where he served as Vice President of Technical Services. His work included responsibility for international consulting programs, technical product design and development, and knowledge management. He also served as an instructor and frequent public forums speaker during his tenure with ESI.

    Mr. Hill, as an internationally recognized thought leader, has led or contributed to the design and development of project management methodologies currently deployed by organizations around the world. He is the architect of capability and maturity assessments for business and project management. He also has particular expertise in designing and developing practical Project Management Office (PMO) solutions.

    His recent work includes development of the new matrix-based ProjectPRISM Project Management Methodology, and this has been introduced in his new project management methodology publication. He has refined an approach to "PMO design and implementation" in a workshop based on the content of his PMO handbook publication. In recent years, Mr. Hill has chaired two annual and national scope Project Portfolio Management conferences in the United States. In 2008 he was an invited keynote speaker and presenter at two professional conferences in Milan, Italy; in 2009 he was a keynote speaker and presenter at the National PMI Project Management Meeting in Rio de Janeiro, Brazil, and at the Greece PMI Chapter Congress in Athens, Greece; and in 2010 he was an invited guest speaker at the PMI Poland Congress in Warsaw, Poland. He has also written articles published in professional journals around the world, and he has presented in webinars and at technical conferences and forums.

    Mr. Hill’s broad competencies are based on an extensive educational background that includes a bachelor’s degree in Applied Mathematics (North Carolina State University), a master’s degree in Human Resource Management/Organization Development (Pepperdine University), and completion of the Advanced Management Program for Executives (Duke University, Fuqua School of Business).

    Mr. Hill also holds a Master’s Certificate in Project Management from The George Washington University, and he is certified as a Project Management Professional (PMP) by the Project Management Institute.

    Mr. Hill is the author of two books: The Complete Project Management Office Handbook, 2nd Edition (Auerbach Publications, 2007), and The Complete Project Management Methodology and Toolkit (CRC Press, 2010), which includes 96 tools on CD.