BUSINESS CHANGE: Management Office Design & Implementation

Background

A large bus company used Tefen’s 3 step PMO Implementation process to improve project delivery in 50 improvement initiatives and install collaborative software across the group

Situation

The client's IT division was running many improvement projects simultaneously and was struggling to manage them all effectively

Challenge

• Due to the scale of improvements being undertaken at any one time, management of the various initiatives proved difficult and projects were not being delivered on time or on budget
• Large amounts of senior management time were spent overseeing projects and internal project management resources were not of the standard required to successfully manage multiple projects simultaneously

Approach

• Following Tefen’s 3 step Programme Management Implementation structure, the first step in our approach was to agree and implement a set of Project Management templates, methodologies and standards to ensure a strong foundation for project delivery
• Once the foundation was put in place, a permanent PMO resource was identified to take over Tefen’s stewardship of the PMO responsibilities. This resource took over effective management of projects, resource allocation, risk and issue escalation and resolution
• Following the successful implementation of the ‘Full Support PMO’ structure Tefen drew up a User Requirement Specification with the client and recommended the appropriate collaboration software for the client thus enabling the stage 3 ‘Advanced PMO’ structure

Results

• Implementation of the ‘Advanced PMO’ stage was successful and is in use in all improvement initiatives across the IT department
• Following this success, rollout has begun across the group as a whole
• Project delivery is markedly improved with On Time Delivery up 25%
• Risks and issues are managed in a structured manner and 12.5 hours of senior management time per week is freed up