Pioneer Village: Integrating PMO Excellence
Welcome to Pioneer Village, the fourth stage of your journey that brings your PMO transformation into the spotlight. This critical phase marks a pivotal shift from behind-the-scenes development to visible implementation within a specific department or line of business. For the first time, your PMO practices and solution will provide clear visibility and traceability to stakeholders outside the core PMO team.
Here, you’ll:
- Implement tailored training for Resource Managers and Team Members
- Deploy advanced resource demand and financial reporting capabilities, providing unprecedented visibility into project and resource management
- Demonstrate the real-world impact of streamlined processes on efficiency and productivity
- Showcase the value of your PMO transformation to a wider audience within your organization
Pioneer Village is where your PMO’s potential becomes visible and measurable. By focusing on a single department, you’ll create a living proof of concept, setting the stage for organization-wide adoption and laying the groundwork for broader transformation.
Benefits
- Enhanced Productivity: Achieve more with your existing team, significantly increasing work output without additional headcount.
- Streamlined Communication: Reduce meeting frequency and duration through improved collaboration tools and processes.
- Solution Consolidation: Minimize tool sprawl, leading to cost savings and reduced administrative and support needs.
- Consistency and Trust: Establish end-to-end consistency in processes, bolstering confidence in your PMO/EPMO.
- Timely Execution: Ensure on-time delivery, keeping projects on track and stakeholders informed.
- Dynamic Forecasting: Engage in easy what-if scenarios, understanding potential impacts on dates, resources, work, scope, risks, and costs. Proactive Management: Gain immediate visibility into variances, allowing for swift adjustments and interventions.
- Comprehensive Resource Clarity: Achieve unparalleled visibility into resource allocations, from portfolio to individual tasks, including vacations, sick days, and more.
- Tangible Value Demonstration: Showcase the concrete benefits of your PMO transformation to a wider organizational audience, laying the foundation for a transformation from PMO to EPMO.
Deliverables
Resource Tech: (Training) Elevate your Resource Managers and Team Members with tailored, comprehensive training. Building on the success of Foundations Tech, Resource Tech aligns core principles of Resource Demand Management with your organization’s unique terminology and processes. This adaptive training ensures seamless integration and effective communication across your pilot department.
Demand Station (Reporting) Unlock the power of resource insights with Demand Station. This advanced reporting suite provides a panoramic view of resource allocation – past, present, and future. By connecting planned work with actual demand, Demand Station illuminates hidden inefficiencies and unplanned work, enabling proactive resource management and optimized productivity.
First Finance (Reporting) Transform financial visibility with First Finance. This innovative reporting tool goes beyond surface-level metrics to reveal true costs and variances, including often-overlooked expenses of non-project activities. First Finance empowers data-driven budgeting decisions and opens avenues for strategic cost allocation, setting the stage for more accurate financial planning and potential chargeback models.
In Pioneer Village, integration is just the beginning. Here, you’re laying the groundwork for a revolutionary approach, making strategic decisions, reaping tangible benefits, and setting the stage for a sweeping organizational metamorphosis.
What’s Included
- All deliverables from the Compass Edition of Project Manager Center
- Resource Tech training development guidance
- Demand Station and First Finance report customization recommendations
- All Compass Edition deliverables
- Flexible training options for Resource Managers, Admins, Report Developers, Team Members, and Leadership:
- Your choice of OnDemand, Virtual, In-person, or hybrid training sessions
- Enhanced Resource Demand Management training
- Customized Demand Station and First Finance reports
- Continued Project Manager support as established in Project Manager Center
- All Atlas Edition deliverables
- Fully managed implementation: o Our experts handle all reporting and configuration tasks
- Tailored training delivery for all roles, with your choice of format
- Comprehensive setup of Demand Station and First Finance reports
- Full Project Management support for Pioneer Village implementation
- Ongoing optimization and advanced support
Support Options:
- Atlas Edition: Dedicated or as-needed support available
- GPS Edition: Comprehensive support with regular check-ins and advanced troubleshooting
Prerequisites
- Completed Project Manager Center stage, including all Project Manager training and implementations
- Finalized Resource Tech training materials, tailored for Resource Managers and Team Members
- Developed and tested Demand Station and First Finance reports
- Selected pilot department or line of business for initial implementation
- Secured necessary licenses for all participants in the pilot group
- Ensured readiness of Application Admin(s) and Reporting Developer(s) for expanded role
- Prepared communication plan for introducing PMO practices to the pilot group
- Established baseline metrics for measuring impact in the pilot department
Typical Timeframes
Compass Edition: 4-6 months
- 1-2 months: Preparation and customization of training materials
- 2-3 months: Implementation and initial adoption in pilot department
- 1 month: Review and refinement
Atlas Edition: 3-5 months
- 2-3 weeks: Training delivery (Resource Managers, Team Members, Admins)
- 2-3 months: Implementation and adoption in pilot department
- 2-4 weeks: Fine-tuning and optimization
GPS Edition: 2-4 months
- 1-2 weeks: Initial setup and customization
- 1-2 months: Guided implementation and training in pilot department
- 2-4 weeks: Optimization and preparation for wider rollout
Note: Actual timeframes may vary based on organizational complexity, pilot department size, and level of change management required. It’s crucial to allow 1-3 months for the pilot group to fully adopt the new solution and processes before demonstrating to leadership and planning wider rollout.
Participants:
Pilot department or line of business:
- Resource Manager(s)
- Team Members
- All trained Project Managers
- PMO/EPMO Leadership
- Application Admin(s)
- Reporting Developer(s)
- Key stakeholders from Finance and HR (for review and input)
Recommendations
- Start Small, Think Big: Focus on a single, receptive department for initial implementation. Choose a “can-do” group that’s open to change and willing to work through challenges.
- Patience is Key: Remember, “Fast is slow and slow is fast.” Ensure everything is running smoothly with the pilot group before considering wider rollout.
- Continuous Refinement: Be prepared to make multiple adjustments based on pilot group feedback. It’s easier to correct course with one department than after full organizational deployment.
- Stakeholder Engagement: Begin discussions with HR and Leadership early about incentives or accountability measures for ensuring timely and consistent status updates.
- Demonstrate Value: Use the pilot implementation to showcase tangible benefits to leadership, preparing the ground for organization-wide adoption.
- Training Reinforcement: Provide ongoing support and refresher training to ensure sustained adoption of new processes and tools.
- Change Management: Develop a robust change management plan to address resistance and foster enthusiasm for the new PMO practices.
- Measure and Communicate: Regularly assess KPIs and communicate wins and lessons learned to maintain momentum and support.
- Consider Gamification: For organizations preferring positive reinforcement, explore gamification options to encourage adoption and showcase progress.
KPIs
- Resource Utilization Rate: Measure the efficiency of resource allocation in the pilot department
- Project On-Time Delivery: Track improvement in project timeliness and traceability of any significant project variances
- Resource Demand Accuracy: Compare forecasted vs. actual resource usage
- Financial Variance: Monitor the difference between estimated and actual project costs
- User Adoption Rate: Measure the percentage of team members actively using the new PMO solution
- Stakeholder Satisfaction: Gather feedback from key stakeholders on the new processes and visibility
- Unplanned Work Reduction: Track the decrease in ad-hoc or unscheduled tasks
Next Steps
After successfully implementing Pioneer Village:
- Analyze the impact and results from the pilot department implementation
- Refine processes and training based on feedback and lessons learned
- Develop a rollout strategy for expanding to additional departments or business units
- Prepare a comprehensive presentation for leadership on the success and value of the PMO transformation
- Begin planning for the next stage of your PMO journey, focusing on organization-wide implementation
Support Options
Compass Edition:
- Support contracts available for purchase
Atlas/GPS Editions:
- Dedicated or as-needed support available
- Regular check-in calls with implementation team
- Advanced troubleshooting and optimization support
Are you Ready to Start?
Download The Ultimate PMO Roadmap Free Version now and you’ll be able to start in minutes. Or Contact us for a customized quote.
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