Workshop on Creating the Project Management Office: (Effectively Managing Project Team, Resources & Project Goal)

Program Overview:

Whether a project is large or small, innovative or similar to other projects, administrative support will be needed. The type or level of support will vary considerably between projects of different types and complexity. This course, on Project Management Office (PMO), considers projects and how they can be effectively managed to deliver on project goals. Project administration may range from informal support to a dedicated PMO. We look at the tasks and support which a project manager might need and, if there is a PMO, how this fits with the relationship between project manager and the organization.

For Whom:

This practical course is designed for managers/executives/project managers who require guidelines to successfully establish a project management office.

Learning Objectives:

At the end of this program, participants will be able to:

• explain principles of effective administrative support of projects management;
• know of the roles and responsibilities of project stakeholders; such as project board, project sponsor, project manager and project management office;
• explain the purpose of project management office and the key processes for success;
• select key team members and assign responsibilities;
• set projects’ priorities and allocate project management office resources;
• list and explain steps in creating accurate project budgets with clear supporting documents;
• know the importance of good communication between all stakeholders in project management;
• plan effectively, manage challenges, and assess risk to keep projects on track;
• conduct project team performance review; and
• close out and archive each project through proper documentation.

Course Outline:

Day 1: Project Management Office Overview

• Organizing project management office
• The Project management office structure
• Project competency evaluation
• Project team member competencies

Building the Team and Reporting Relationships

• The project structure
• Global team
• Virtual project team
• Matrix management
• PMO and Team Member Roles and Responsibilities
• How to Develop Maximum Synergy within the PMO

Day 2: Scope Management

• Setting Standards — A Charter for the PMO
• Avoiding/Minimizing Scope Creep
• Developing a Project Life Cycle (PLC)
• Applying the Work Breakdown Structure (WBS)
• Producing a Project Manager’s Toolbox
• Creating Customized, Scalable Templates

 Resourcing and Prioritizing Projects

• Resource Management by Project: Resource Request Form
• Project Scope Statement
• Stakeholder Analysis Chart

Day 3: Quality and Issue Management

• Quality Planning
• Purpose of Issue Management
• Issue Reports

 Time & Cost Management

• Time and Cost Estimating Techniques
• Producing Network Diagrams and Gantt Charts with Costs
• Creating a Shared Resource Pool
• Developing and Maintaining a Master Schedule

Day 4: Communications & Risk Management   

• Producing a Communications Plan
• Reports and Reviews
• Risk Management Systems
• Building a Risk Assessment Check List
• Contingency Planning Techniques
• Issues and Action Items

Rewards and Recognition

• Performance Measure
• Project Team Reviews
• Project closure Team Reviews

Day 5: Procurement, Project Close & Evaluation

• The Limits to Procurement
• Cause and Effect Analysis/Ishikawa

(Fishbone) Diagram

• Setting a Baseline
• Tracking and Monitoring
• Status Reporting
• Project Closeout, Evaluation and Archiving Techniques

Training Methodology

Lectures, discussions, exercises, and case studies will be used to reinforce these teaching/learning methods.