Setting up a PMO

  Topic: prepare a business proposal (setting up a PMO). Style and substance are both important in influencing others and you should ensure that the business proposal is easy to read and persuasive (based on fact). Overview: This assessment builds on the concept of being persuasive. You will implement proposal fundamentals and the language/structure/strategies necessary to put forward professional ideas in a formal document. An Industry/workplace issue should be identified and you should: • present the current position • recognize a defined organization need, and • propose a basic plan with measurable objectives Task: • You are required to individually prepare a business proposal. PMO Setup 1. Description of problem 2. Expected benefit 3. Costs involved 4. Constraints The proposal should be job related and should be a minimum of 2 pages, excluding title page, contents page and appendices. • Structure o Title page o Contents page o Summary ( 100-150 words) o Start with a SMART objective o Follow the PPPP rule, where possible o Appendices-where necessary, include any surveys in appendices o Charts/Page numbers. PMO Candidate Interview Form Portfolio Management and Governance Question 1: Describe how you’ve implemented portfolio management across an organization? What tools have you used to manage the portfolio? Notes: Portfolio management involves productive use of resources such that the critical activities are monitored until its completion. It is important to use tools such as project timeline and risk registry in order to assess the status of the projects and corresponding risks that may be associated with it. Another important factor to consider would be the meetings that need to be set together with the support groups such that project updates are relayed to everyone. Considering the candidate’s responses, circle a rating below Ineffective Effective Highly Effective 1 2 3 4 5 6 7 8 9 Responses lacked detail or evidence skill or experience was present Response provided sufficient evidence demonstrating skills and experience Response demonstrated high level of knowledge, skills and experience. Schedule Management Question 2: Describe a recent experience integrating different schedules across related projects or programs? What is your approach to manage and track key milestones and deliverables across a program? Notes: Gantt charts are very useful in monitoring the status of each activities including the target start and end date. There was an instance when several projects would have to be managed simultaneously which makes it difficult to keep track of all the deadlines. Luckily, Microsoft Project made it easier to identify critical activities across different project and programs. This allowed me to monitor all the deliverables just by filtering it. Considering the candidate’s responses, circle a rating below Ineffective Effective Highly Effective 1 2 3 4 5 6 7 8 9 Responses lacked detail or evidence skill or experience was present Response provided sufficient evidence demonstrating skills and experience Response demonstrated high level of knowledge, skills and experience. Resource and Demand Management Question 3: How do you manage new project requests and determine the organization’s resource capacity? Notes: Management of new project requests are done with the help of project charters. This document gives a detailed description of the scope of the project and its expected timeline. Such information can help identify the resource requirements necessary to complete the project and determine whether additional resources are needed. Considering the candidate’s responses, circle a rating below Ineffective Effective Highly Effective 1 2 3 4 5 6 7 8 9 Responses lacked detail or evidence skill or experience was present Response provided sufficient evidence demonstrating skills and experience Response demonstrated high level of knowledge, skills and experience. Quality and Tollgate Management Question 4: Describe a previous experience where you were responsible for process quality assurance? How do you ensure projects within the portfolio are following tollgates and obtain the necessary approvals to proceed? Notes: Project tollgates help ensure that none of the prerequisites are forgotten before moving on to the next phase of the project. As part of the quality assurance, there are necessary documents that need to be completed and approved by the stakeholders. To monitor this process, regular meetings are scheduled with the project team such that I am updated of the current situation as well as the challenges encountered. Considering the candidate’s responses, circle a rating below Ineffective Effective Highly Effective 1 2 3 4 5 6 7 8 9 Responses lacked detail or evidence skill or experience was present Response provided sufficient evidence demonstrating skills and experience Response demonstrated high level of knowledge, skills and experience. Financial Management Question 5: Describe your experiences managing financial budgets. What was the scope and processes used to manage program or portfolio forecasts? Notes: There is a document called “Budget vs. Actual” where all expenses are listed and monitored. This has to be regularly updated in order to properly manage financial budgets and be alerted if there are expenses that are out-of-scope and would need management approval prior purchasing. Knowing these projected expenses ahead of time could help save time and effort due to the need to inform key stakeholders. Considering the candidate’s responses, circle a rating below Ineffective Effective Highly Effective 1 2 3 4 5 6 7 8 9 Responses lacked detail or evidence skill or experience was present Response provided sufficient evidence demonstrating skills and experience Response demonstrated high level of knowledge, skills and experience. Change Management Question 6: Describe your experiences implementing a change control board across a program or portfolio. Notes: Some projects are dynamic which is why changes are inevitable. This would require change controls through the use of change requests such that all out-of-scope activities are documented and submitted to the stakeholders for their approval. The reason for this would be because some changes would result to additional expenses that has to be incorporated in the budget. Considering the candidate’s responses, circle a rating below Ineffective Effective Highly Effective 1 2 3 4 5 6 7 8 9 Responses lacked detail or evidence skill or experience was present Response provided sufficient evidence demonstrating skills and experience Response demonstrated high level of knowledge, skills and experience. Mentoring and Training Question 7: Describe an experience where you were responsible for coaching or training others on project management techniques. Notes: The project management training involved identification of the different phases of the project as well as the documents or deliverables that need to be accomplished with each phase. Certain tollgates have to be monitored and approved by the relevant stakeholders before moving on to the next phase. All of which have to be discussed in detail to those attending the training. In order to make it interesting, examples and similar activities were done such that the participants can have first-hand information when it comes to accomplishing the documents. Considering the candidate’s responses, circle a rating below Ineffective Effective Highly Effective 1 2 3 4 5 6 7 8 9 Responses lacked detail or evidence skill or experience was present Response provided sufficient evidence demonstrating skills and experience Response demonstrated high level of knowledge, skills and experience. Score Summary # Assessment Rating 1 Portfolio Management and Governance 6 2 Schedule Management 5 3 Resource and Demand Management 7 4 Quality and Tollgate Management 6 5 Financial Management 7 6 Change Management 5 7 Mentoring and Training 6