Project Management Office
Regardless of field of activity or industry, modern company evolution is based on change. Change is a catalyst for launching new strategies and products, it prompts reorganization and increase of efficiency; ultimately, change management is a key factor for the success of these initiatives. Change is the essential characteristic of a project and - within this context - bears a special significance.

A project encounters problems when one or more of the following characteristics are apparent:

• Insufficient planning
• Project or client’s objectives are not clearly defined
• Flawed activity management
• Weak and non-efficient reporting and communicating
• Insufficient documentation
• Major planning and estimation changes with short notice
• Disorganized structure
• Over-complication and unnecessary complexity

Most of these aspects are usually the result of a flawed methodology and work structure, rather than a consequence of the Project Manager’s professional abilities.

Such deficiencies at project level always have a negative impact on the organization as a whole.

The lack of consistent project management and planning methodology that ensures standards in project implementation, result in the following:

• No guarantees that the new project can be implemented
• Unforeseen delays in delivering the projects
• Lack of coordination of resources and activities
• Lack of communication with and between stakeholders, leading to unsatisfactory fulfillment of the client’s needs
• Inadequate planning of resources, activities and timelines
• Mistaken estimates of time and costs, leading to longer implementation time and overrunning the established budget
• Un-finalized projects

...all of which result in loss of income, increase of costs and implicitly higher prices.

A Project Office-type structure creates the functional and methodological environment that allows Project Managers to deliver projects and evolve professionally, while the organization accumulates know-how.

The main components of a Project Office are:

• Project Support (specialized functions: planning, budgeting, estimation, cost control, administration, progress reporting)
• Processes, Standards and Methodologies
• Training (competency monitoring, training program development)
• Consulting and Mentoring (Auditing and Project Assurance functions)
• Project Managers (qualified personnel for delivering projects)
• Software tools (necessary for planning, estimating, risk management, etc.)

Within such a consulting project, PMSolutions implements a Project Office-type structure for its clients, which will serve as:

• A central information library for:
• The Project Management Methodology adopted by the company
• Procedures and standards
• Best Practices & Lessons Learned
• A professional structure for Project Managers, integrated within the functional structure of the client organization that will manage:
  • Resource allocation between various company projects
  • Resource pool and competency matrix
  • Career planning and training plan for members
• A control structure for:
• Project portfolio management and prioritizing, based on level of importance and return on investment
• Unified reporting (according to same standards)
• Direct escalation line to company management
• Project Quality Assurance

Regarding the implementation of such a concept, PMSolutions methodology is based on:

• A structured and phased approach, with clearly defined objectives for each project phase;
• A non-disruptive process (or minimally disruptive) that will not affect normal day-to-day company activities;
• Emphasis on fast ROI, by dealing with pressing issues first, identifying immediate needs and minimal requirements;
• Laying the foundation for a long term strategy in parallel with the initial short term plan; ensuring repetitive success.

The approach used by PMSolutions consultants when implementing a Project Management Office-type structure is a gradual approach, consisting of 4 major phases:

• Phase 1:     Current status analysis and laying the foundation for future development
• Phase 2:     Implementation of short term initiatives
• Phase 3:     Rollout of long term initiatives
• Phase 4:     Development and support