3rd Edition

The Complete Project Management Office Handbook




ISBN 9781466566316
Published September 5, 2013 by Auerbach Publications
741 Pages 23 B/W Illustrations

USD $115.00

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Book Description

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.

Table of Contents

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

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Author(s)

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.