Prepared By:

Mohannad Al-Ghabban

Building
a Project
Management
Office
In The Real Business!
 Table Of Contents

01 Defining the problem or

Identify Opportunity
06 Look for Allies

02 Define The objectives 07 Align Resources

03 Establish PMO
Governance 08 Introduce Stakeholders

Align Possible Risks and

04 Mitigation Strategies 09 Design Solution

05 Communicate &
Managing Challenges
10 Launching & Monitoring
PMO Charter
It’s All Starting With a Problem or An Opportunity!!

Solving A Problem To Reach

An Objective

Business Problem Solution Objectives

Developing and implement The specific and
Any Hurdle, Situation, Or
strategic plans for business measurable
Variation That Leads To A
growth, including developing Results companies hope
Difference Between The new products or services, to Maintain as their
Desired Objectives And expanding markets, and Organization grows.
Accomplished Results. improving operational
efficiency
Key Steps for Setting up a PMO

STEP Defining the problem or

01 Identify Opportunity

STEP
Define The objectives
02

STEP Establish PMO

03 Governance

STEP Align Possible Risks and

04 Mitigation Strategies

STEP Communicate & Managing

05 Challenges
Key Steps for Setting up a PMO

STEP
Look for Allies
06

STEP
Align Resources
07

STEP
Introduce Stakeholders
08

STEP Develop a Full integrated

09 business case

STEP Launching & Monitoring

10 PMO Charter
 1) Identifying The Problem / Opportunity

Current State

The Current Undesirable Situation

That Your Organization Have

The Problem Experienced As A Result

Of The Current State
Impact

The Desired State You Want Your

Organization To Reach After Changes
Are Made
Desired State

Examples of Problems
• Lack of consistency of performance on projects
• Lack of consistency in documents, plans and reports
• Constant requests from project managers to program managers and functional heads for support
 Opportunity NOT a Problem!

As The Opportunity would be a positive

In Some Project, We Face outcome that may bring additional value
Opportunities Not to a project by allowing achieving
Problems! improvements!

Examples of Opportunities

• Industry studies of companies who have successfully used PMO

• Consulting is needed by project managers to support their efforts: The PMO can be seen as a
consulting organization
• Standards of project management must be followed in the firm or in industry to achieve the best
results: The PMO can be viewed as a standards organization.
 2) Defining The Objective

What - The purpose of any PMO is very simple, it is to provide a

framework that will support all stakeholders and project
Is A teams to improve the probability of successful delivery, This
involves the investment of valuable resources (people,
money, time).
PMO
If the PMO does not improve the probability of successfully
Objective? project delivery it is not doing it’s job and is not needed.
3) Establish PMO (Project Governance)

Implement The
“Right” System
To Implement And
Adjust The
Framework
As Needed
Developing Selecting The
The “Right” “Right” Projects
Culture And
& Programs
Capabilities
To Do

Doing The
Selected
Projects &
Programs
“Right”
4) Align Possible Risks and Response Strategies

ss

Ev
e

al
ss

ua
A

te
Risk
Management
re
u

g e
s

a
a

n
e

a
M

M
 5) Communicate & Manage Challenge

One Way of Managing Change, is to Show

Examples Of Global PMO The Value that a PMO Can add to the Client
Establishments Challenges
faced by Firms
Predictability Visibility Consistency

Acceptance from
management by providing clear of projects and by rolling out best
frameworks and outcomes to the practices and
kepping them board and other ensuring processes
aligned to their leaders through and procedures
Limited resources timelines strong reporting are followed

Cultural issues Organisational Quality Transparency

to understand maintenance of in reporting

pinch points in projects from and auditing
Resistance to
projects and having achievable projects and
standards
smooth them requirements to providing
for the future producing useful access to
outcomes data points
 5) Communicate & Manage Challenge

The ADKAR® Model of change is a well-known and widely used tool that helps you analyze your
change and better understand it. The five ADKAR elements—awareness, desire, knowledge, Action,
and reinforcement—are the building blocks for creating change from the human perspective.

Pre-contemplation Contemplation Preparation Action Maintenance

A D K A R
Awareness
What is and isn’t working in Knowledge Action Reinforcement
my organization Desire Provide Training or Training the basics Identify champions & provide
What are my options Point out to the benefit coaching after the change Monitor Performance & rewards & positive feedback
Communication that there is
a problem
of Change Define Skill Gaps Provide feedback Learn from early mistakes
Announce the Change Identify risks involved Provide Resources & Share Set Goals Monitor & Maintain the
Focus attention on the most Build momentum information Adjust process performance
important reasons to change Address Fears Learn to think as a team

Enablement Zone Engagement Zone

 6) Look for Allies

(Get support from upper management) Especially- C

Level: CIO, CTO, COO and Middle Management (they
will push the vision to lower levels)
7) Align Resources

Cash: money or its equivalent. Bank Deposits: money placed into banks, including checking
accounts and money market accounts. Holdings of Stocks: publicly traded stocks can be
easily converted to cash, and are considerer financial resources of an organization.

an element of project management concerned with organizing, managing, and leading a

project team. The team includes everyone who has assigned roles and responsibilities for
completing the project.

Technical resources means mentors, space, equipment, travel to events, use of office
equipment, use of computers, and other similar forms of assistance.
 8) Introduce Stakeholders

Identify
Stakeholder
Manage
Stakeholder

Create
Stakeholder
Engagement
Plan Monitor
Stakeholder
 9) Design Solution

Convert The Proposed Solution Framework into steps

Its An Element Of
Output Within The
A Detailed Statement Of The Team / Group / The Set Of Activities Its Any Project Factor Scope Of A Project & A
The Desired Outcome Individual, Who Will Be Within A Specific Time Result Of Objective
-
That Is Considered To Be
That Will Bring A Value Responsible For Frame For Each Activity. focused Work
True, Real, Or Certain
Or Solve A Problem To Execution And This Is Done Mainly By Completed Within The
The Organization Completion Of The Project Management Without Empirical Proof Project Process
Desired Task Or Demonstration

Activities & Duration

Task Description Executed By at the Schedule Level
Assumptions Key Deliverables
 10) Launching & Monitoring PMO Charter

While Keeping An Eye On Updates The Road Map! Customize The

Templates To Meet The Specific Business Needs As Much As Possible!

Sustain
Training
Run a
Pilot
Customize
Benefits
monitoring
Prepare Analyze Plan Measure

Scalre as
Needed CELEBRATING Opportunity
SUCCESS!
discovery

Return
to Pilot Adjust
Plan
THANK YOU

Credentials Contact Number

PMP, PSM, CDCP +966 50 772 7773