Project Managment Office -pmo Scorecard Webinar d1v3b
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Measuring the Value of a PMO. The PMO Scorecard Tom Mochal President, TenStep, Inc
PMOStep Project Management Framework™
1
Copyright © 2010 TenStep, Inc
Why Do We Measure? • Process improvement – Improved performance today – Improved performance in the future
• Declaring success – Validate we achieved success criteria
PMOStep Project Management Framework™
2
Copyright © 2010 TenStep, Inc
Measuring PMO Value • PMO must provide value or be eliminated • Many PMOs struggle trying to show this value – Many simply don’t provide much value – Many do provide value but can’t articulate it
• This webinar focuses on second category • Use a PMO Scorecard to focus on the right things and measure success
PMOStep Project Management Framework™
3
Copyright © 2010 TenStep, Inc
The PMO Scorecard • • • • •
Define holistic (balanced) PMO success criteria Describe agreed upon criteria for success Complete early in year Receive PMO sponsor approval Provide incentive and focus for PMO success
PMOStep Project Management Framework™
4
Copyright © 2010 TenStep, Inc
PMO Scorecard Process • • • • • • • • • •
Validate organizational goals and strategies Create PMO goals and strategies that organization Determine what it means to be successful in this year Find indicators of PMO success Prioritize/select a candidate list of indicators Look for balance that provide holistic view of success Set targets for each metric Add details for collecting the metrics Add details for reporting and analyzing the metrics Determine the meaning of the scorecard results
PMOStep Project Management Framework™
5
Copyright © 2010 TenStep, Inc
Validate Goals and Strategies • Look at organization where the PMO is located, or higher • Validates direction and priorities • If they don’t exist go to next step
PMOStep Project Management Framework™
6
Copyright © 2010 TenStep, Inc
PMO Goals / Strategies (Optional) • • • •
Determine how PMO can the organization More detailed and implementable at the PMO level Might be defined as objectives Optional – Create PMO goals and strategies if this is common – Don’t create them if it is alien to your organization
PMOStep Project Management Framework™
7
Copyright © 2010 TenStep, Inc
Determine Criteria for Success • Required, what it means to be successful • No reason to measure if not tied to success criteria • Example – All staff will have an understanding of project management fundamentals
PMOStep Project Management Framework™
8
Copyright © 2010 TenStep, Inc
Find Indicators for Success Criteria • Take success criteria one at a time • Determine how to measure success – May well be multiple measures
• Convert indicators to underlying metrics • Look for many ideas and angles – Be creative – Hard metrics, soft metrics
• Example – Standard quiz on project management fundamentals PMOStep Project Management Framework™
9
Copyright © 2010 TenStep, Inc
Prioritize Indicators / Metrics • Remove low value indicators • Remove high effort indicators • Pick the minimum number of indicators and metrics that provide the most insight into PMO success
PMOStep Project Management Framework™
10
Copyright © 2010 TenStep, Inc
Look for a Balance • Look for balance for holistic view of success • Think of new metrics if the balance not there • Examples – – – – – – –
Cost Duration Productivity Quality of deliverables Customer satisfaction Project team performance Business value delivered
PMOStep Project Management Framework™
11
Copyright © 2010 TenStep, Inc
Set Targets • • • • •
Some are easily determined (budget / deadline) Some are set as improvements from initial baseline Determine tolerances (+ / -) Define if success is all or nothing / partial success Example – 90% of staff must take simple 10 question exam – 90% of returned exams score 7 out of 10 or higher
PMOStep Project Management Framework™
12
Copyright © 2010 TenStep, Inc
Add Collection Details • Plan for the collection process – Determine the specific data needed for the metrics – Determine who is responsible for collecting the metric
• Example – The simple quiz will be delivered at the end of each project management overview class – The PMO will collect and consolidate the results
PMOStep Project Management Framework™
13
Copyright © 2010 TenStep, Inc
Add Reporting/Analysis Details • Determine how data will be reported • Determine if any analysis and process improvement is needed • Example – PMO will analyze the quiz results to see if any changes are needed to the class content – PMO will report overall results in Q3 and Q4 status reports and dashboard
PMOStep Project Management Framework™
14
Copyright © 2010 TenStep, Inc
Determine Meaning of Results • All metrics are evaluated to measure overall success • Determine the implication of the results? – Performance ? – Bonuses?
• Determine ahead of time how to interpret results – Do all metrics need to hit or exceed targets? – Are all success criteria equal, or should they be weighted? – What is the minimum expectation for success?
• Don’t want disagreements on interpretation
PMOStep Project Management Framework™
15
Copyright © 2010 TenStep, Inc
Scorecard Example Part 1
PMOStep Project Management Framework™
16
Copyright © 2010 TenStep, Inc
Scorecard Example Part 2
PMOStep Project Management Framework™
17
Copyright © 2010 TenStep, Inc
Summary • Many PMOs don’t understand – What the organization thinks is important – What the priorities are – What it means to be successful
• Many PMOs – Think they are successful but others disagree – Think they add value but other disagree
• The PMO Scorecard shows what is important • The PMO Scorecard measures success
PMOStep Project Management Framework™
18
Copyright © 2010 TenStep, Inc
More Information • • • •
TenStep, Inc. Tom Mochal, President 877-536-8434 [email protected]
• us via the survey or email for: – Copy of the slide deck – Certificate of participation for 1 PDU
PMOStep Project Management Framework™
19
Copyright © 2010 TenStep, Inc
Questions??
PMOStep Project Management Framework™
20
Copyright © 2010 TenStep, Inc
PMOStep Project Management Framework™
1
Copyright © 2010 TenStep, Inc
Why Do We Measure? • Process improvement – Improved performance today – Improved performance in the future
• Declaring success – Validate we achieved success criteria
PMOStep Project Management Framework™
2
Copyright © 2010 TenStep, Inc
Measuring PMO Value • PMO must provide value or be eliminated • Many PMOs struggle trying to show this value – Many simply don’t provide much value – Many do provide value but can’t articulate it
• This webinar focuses on second category • Use a PMO Scorecard to focus on the right things and measure success
PMOStep Project Management Framework™
3
Copyright © 2010 TenStep, Inc
The PMO Scorecard • • • • •
Define holistic (balanced) PMO success criteria Describe agreed upon criteria for success Complete early in year Receive PMO sponsor approval Provide incentive and focus for PMO success
PMOStep Project Management Framework™
4
Copyright © 2010 TenStep, Inc
PMO Scorecard Process • • • • • • • • • •
Validate organizational goals and strategies Create PMO goals and strategies that organization Determine what it means to be successful in this year Find indicators of PMO success Prioritize/select a candidate list of indicators Look for balance that provide holistic view of success Set targets for each metric Add details for collecting the metrics Add details for reporting and analyzing the metrics Determine the meaning of the scorecard results
PMOStep Project Management Framework™
5
Copyright © 2010 TenStep, Inc
Validate Goals and Strategies • Look at organization where the PMO is located, or higher • Validates direction and priorities • If they don’t exist go to next step
PMOStep Project Management Framework™
6
Copyright © 2010 TenStep, Inc
PMO Goals / Strategies (Optional) • • • •
Determine how PMO can the organization More detailed and implementable at the PMO level Might be defined as objectives Optional – Create PMO goals and strategies if this is common – Don’t create them if it is alien to your organization
PMOStep Project Management Framework™
7
Copyright © 2010 TenStep, Inc
Determine Criteria for Success • Required, what it means to be successful • No reason to measure if not tied to success criteria • Example – All staff will have an understanding of project management fundamentals
PMOStep Project Management Framework™
8
Copyright © 2010 TenStep, Inc
Find Indicators for Success Criteria • Take success criteria one at a time • Determine how to measure success – May well be multiple measures
• Convert indicators to underlying metrics • Look for many ideas and angles – Be creative – Hard metrics, soft metrics
• Example – Standard quiz on project management fundamentals PMOStep Project Management Framework™
9
Copyright © 2010 TenStep, Inc
Prioritize Indicators / Metrics • Remove low value indicators • Remove high effort indicators • Pick the minimum number of indicators and metrics that provide the most insight into PMO success
PMOStep Project Management Framework™
10
Copyright © 2010 TenStep, Inc
Look for a Balance • Look for balance for holistic view of success • Think of new metrics if the balance not there • Examples – – – – – – –
Cost Duration Productivity Quality of deliverables Customer satisfaction Project team performance Business value delivered
PMOStep Project Management Framework™
11
Copyright © 2010 TenStep, Inc
Set Targets • • • • •
Some are easily determined (budget / deadline) Some are set as improvements from initial baseline Determine tolerances (+ / -) Define if success is all or nothing / partial success Example – 90% of staff must take simple 10 question exam – 90% of returned exams score 7 out of 10 or higher
PMOStep Project Management Framework™
12
Copyright © 2010 TenStep, Inc
Add Collection Details • Plan for the collection process – Determine the specific data needed for the metrics – Determine who is responsible for collecting the metric
• Example – The simple quiz will be delivered at the end of each project management overview class – The PMO will collect and consolidate the results
PMOStep Project Management Framework™
13
Copyright © 2010 TenStep, Inc
Add Reporting/Analysis Details • Determine how data will be reported • Determine if any analysis and process improvement is needed • Example – PMO will analyze the quiz results to see if any changes are needed to the class content – PMO will report overall results in Q3 and Q4 status reports and dashboard
PMOStep Project Management Framework™
14
Copyright © 2010 TenStep, Inc
Determine Meaning of Results • All metrics are evaluated to measure overall success • Determine the implication of the results? – Performance ? – Bonuses?
• Determine ahead of time how to interpret results – Do all metrics need to hit or exceed targets? – Are all success criteria equal, or should they be weighted? – What is the minimum expectation for success?
• Don’t want disagreements on interpretation
PMOStep Project Management Framework™
15
Copyright © 2010 TenStep, Inc
Scorecard Example Part 1
PMOStep Project Management Framework™
16
Copyright © 2010 TenStep, Inc
Scorecard Example Part 2
PMOStep Project Management Framework™
17
Copyright © 2010 TenStep, Inc
Summary • Many PMOs don’t understand – What the organization thinks is important – What the priorities are – What it means to be successful
• Many PMOs – Think they are successful but others disagree – Think they add value but other disagree
• The PMO Scorecard shows what is important • The PMO Scorecard measures success
PMOStep Project Management Framework™
18
Copyright © 2010 TenStep, Inc
More Information • • • •
TenStep, Inc. Tom Mochal, President 877-536-8434 [email protected]
• us via the survey or email for: – Copy of the slide deck – Certificate of participation for 1 PDU
PMOStep Project Management Framework™
19
Copyright © 2010 TenStep, Inc
Questions??
PMOStep Project Management Framework™
20
Copyright © 2010 TenStep, Inc
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