Ww.pmoplanet.com © 2011 PMO Planet Ltd How to Eat an Elephant? The Mammoth Tusk Task of Setting Up...

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How to Eat an Elephant?The Mammoth Tusk Task of Setting Up a Portfolio Office

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How big is the Elephant?

Planning

Risk

Reso

urce

s

Cost

s /

Fina

nces

Reporting

Chan

ge C

ontro

l

Prio

ritisa

tion

Issu

e(s)

Benefits

DependenciesDeliverables Tracking

Knowledge Mgmt

CommunicationBoard Admin

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What is Portfolio Management?

‘Portfolio Management is the corporate, strategic-level process for Coordinating successful delivery across an organisations entire set of programmes and projects’ OGC Managing Portfolios of Change 2007

‘.....Are we doing the RIGHT thing, Are we doing the THING right....’

OGC P3O 2009

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How to Implement a Portfolio Office?

4PPeople Process

Parameters Performance

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How to Implement a Portfolio Office?

Process

Parameters Performance

People

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People ...Collaboration

....this is what we want

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People ...Collaboration

....but we often get this instead

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People... Pull not Push

Win the licence to operate...... Collaborate.... Involve.... the need for Change...

Set the Vision....

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How to Implement a Portfolio Office?

People

Parameters Performance

Process

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Process... Continuous Improvement

Evalu

ate

Implem

entDesign

Embe

dChange Forum

5

4

3

2

1

Ma

turity

Le

vel

Time

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Process... the Governance Level

Strategy & Portfolio

Objectives and Measures

DefinitionOf Change Initiate Delivery

BAU / Operational

Improvement

Identify Deliver the Capability .......Transition the Change

Realise the Benefits Close

Define Plan Deliver Close

Prioritisation

Define

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How to Implement a Portfolio Office?

People Process

Parameters Performance

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Performance... We are in it together

‘If you measure it, people will do it’

Avoid PMO KPI’s – Make them department measures

Keep Positive – adherence to process, not the ones that did not

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Performance... Getting the right information,under the right persons nose

Measure the right things- Benefits- Milestones-Costs-Resources

Although the data underneath can be complex,

At the top keep it simple

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How to Implement a Portfolio Office?

People Process

PerformanceParameters

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Parameters... Set the bar at right level

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Parameters...Breadth not Depth

Portfolio

Programme A

ProjectA1

ProjectA2

ProjectA3

Programme B

ProjectB1

ProjectB2

ProjectB3

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Parameters...Not all Milestones are Equal?

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Parameters... Not all Milestones are Equal?

Level Governance Example

Level 1 Portfolio Board Project and Programme Go Live Benefit DriversBusiness Case Signed Off

Level 2 Programme Board Programme Phase EndsProgramme Decision PointsTransition Points

Level 3 Project Board Project DeliverablesProject End PhasesProject Decision Points

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Parameters... Risk...

“You can’t fight what you can’t see”Batman 2005

High 3 High 3 Portfolio 7Medium 2 Medium 2 Programme 4Low 1 Low 1 Project 1

4 or Less

Portfolio BoardProgramme Board

Project Board

Governance Level Score

Probability Impact Escalation

8 or More5 to 7

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Parameters... R.A.G.AMBER means ‘Stop’ at the stop line. You may go on only if the AMBER appears after you have crossed the stop line or are so close to it that to pull up might cause an accident The Highway Code 2010

Make the RAG Status ‘Tangible’ its either Red or Amber

Keep it Simple...try...Programme – Delivery against Benefits (Outcomes)Projects – Delivery against Deliverables (Outputs)

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Parameters... Not percentages

10% of £10k = £1k

10% of £1m = £100k

Above £25k per project

Across ‘X’ projects

OR

Know you risk exposure across the Portfolio

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All this for 4p...

People – Collaborate, Set the Vision, be FlexibleProcess – Continuous Improvement, IterativePerformance – Measures drive BehaviourParameters – Breadth not Depth, & be Tangible

Instead of trying to eat an Elephant......... Try starting with a Giraffe or Zebra

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And Finally... Keep the faith"I have missed more than

9000 shots in my career. I have lost almost 300 games. On 26 occasions I have been entrusted to take the game winning shot... and missed. And I have failed over and over and over again in my life. And that is why... I succeed."

Michael Jordan

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All this for 4p...Thank You