How do you make sure your enterprise porfolio office adds value and people understand the services it provides. One way is to publish a Welcome Pack. This presentation was created by the Office for National Statistics as part of the implementation of portfolio management. I think it's really nice of them to share it in the hope that it helps other people.

1. This presentation contains a Portfolio Delivery Unit (PDU) Welcome Pack.
We used this at the Office for National Statistics during the implementation
of enterprise portfolio management. It was used to help people understand
the new PDU team, the portfolio management services that the team
provided to the organisation and importantly, the value that people would
experience from those services.
It’s very nice of ONS to share this document, so if you found it useful be nice
too and send a little thank you tweet to @statisticsONS

2. Portfolio Delivery Unit (PDU)
Welcome Pack:
Our Vision, Structure, Services and Value
29 August 2012
Version 1.0

3. Introducing the PDU
We live in an increasingly complex world and whilst the old saying remains true
“change is the only constant”, the speed in which things are changing is rapidly
PDU Vision increasing.
ONS successfully delivers the
right projects and programmes, This has been a big year for ONS, the outcomes of the ONS 2012 Programme and
in the right way and with the “Breaking the Mould” have inspired a more collaborative, holistic portfolio management
right people every time. approach to delivering our projects and programmes.
To drive this new way of working forward, the Portfolio Delivery Unit (PDU) is now
We will achieve this by: established and working collaboratively across ONS, ensuring our resources are
invested in the right projects, that we deliver those projects successfully and continually
• Ensuring our investments in develop the skills of our project delivery teams.
projects and programmes
contribute to ONS Strategy and People are central this and one of PDU‟s most important roles is to develop professional
together, we realise the benefits career paths in project and programme management and to make sure people
from our investments experience a long, energised and exciting career in ONS.
• Providing consistent and This PDU Welcome Pack will provide you with information on how PDU is structured,
effective governance that is what it does and the value you will experience. There‟s no doubt it will evolve over time,
driven by professional standards however for now, it represents a massive step forward for ONS and a sure sign that
ONS is serious, and will continue to be serious, about managing change successfully.
• Focusing on our people,
collaborating, learning from each I hope you find this welcome pack useful. If you have any comments or can think of a
other and developing careers in way to improve it, please let one of the team know.
ONS
Regards,
Craig
• Living the ONS values of
respect, pride and working Deputy Director (Interim) Portfolio Delivery & Assurance
together to do better in Organisational Capability and Performance Directorate
everything we do pdu@ons.gov.uk

4. Portfolio Delivery Unit: Our Model
The right way
ONS Values
Project
PMO
Management
Programme
Business Management
Analysts
Portfolio
Delivery
Business
Change
Financials Leadership Lifecycle
Investment & People &
Information Process Planning, risk,
Benefits dependencies
Investment
Strategic Skills,
Information & Governance
Contribution resources
assurance
The right investments The right people

5. Key services provided by the PDU
Portfolio Delivery
Plans & Resource
Professional Risk & Issues Status Dependency
Milestone Forecasting Finances
Delivery Management Reporting Planning Management
Tracking
People & Processes
Business Portfolio Recruitment
Portfolio Change Quality Training & Knowledge
Change Level &
Governance Control Assurance Career Path Management
Lifecycle Dependencies On boarding
Investment & Information
Portfolio Post
Information Executive Finance Cost Investment Journey
Benefits & Implementation
Management Information KPI’s Management Appraisal Management
Strategy Reviews

6. The PDU Team
[name]
Skills, Capability and Assurance
I work with Project and Programme [name]
Craig Kilford: Deputy Director (Interim)
Management professionals helping to plan Investment and Information
I make sure the PDU vision is realised and
careers in ONS. I make sure we allocate I am responsible for making sure ONS
that we provide great, value added portfolio
and reallocate the right people to the right invests in the right projects and
management services to all stakeholders
projects. I also manage the overall realises the agreed benefits
assurance process, including all internal
and central government assurance
[name]
[name] [name]
Skills, Governance and Communications
Portfolio Planning and Governance Business Cases and Finance
I co-ordinate the support for the PDU
I am responsible for the ONS Portfolio I coordinate the Benefits Investment
including the resourcing and dependency
Delivery Journey, and the underlying Group (BIG) and the financial and
management. I also focus on
planning and reporting activities. I also benefit management reporting of all
communications, making sure the right
manage the executive information that gets projects.
people get the right information at the right
sent to ELT Business and ONS Board
time
[name] [name]
[name] Benefits and Reporting
Risk, Reporting and Governance
Portfolio Planning and Governance I support people with the benefits
I coordinate the governance processes
responsible for the ONS Portfolio Delivery management process ensuring
ensuring that portfolio risks are effectively
Journey and all the underlying planning benefits are treated in accordance with
managed and projects are supported with
and reporting activities ONS standards
standards
Portfolio Delivery Team:
The Programme Managers, Project Managers, PMOs, and Business Analysts are working collaboratively with business areas‟ teams
delivering projects and programmes successfully

7. Value Experience: People and Processes
Key value you will experience Things we do to drive your value experience
• Ensure standards meet the needs of project teams
Provision of standard, repeatable and
• Provide coaching and support for project management deliverables
professional processes that increase quality
1 where needed
of project management deliverables and
• Build a portfolio knowledge centre so we learn from each other and
comply with ONS and best practice standards
our experiences
• Create and publish a clear Portfolio Delivery Strategy, including a
detailed portfolio assurance map
Enhanced decision making due to higher
• Publish high quality monthly Executive Information Packs
quality, and more timely provision, of
2 • Provide a high quality reporting and escalation process, with flexible
information enabling increased delivery
monthly „Zooms‟ for decision and assurance
confidence
• Build and maintain great relationships with major stakeholders and
governance teams
• Provide a standard “business change lifecycle” so everyone knows
how we deliver change in ONS
A collaborative, energised and open team
• Work with Directors to allocate and re-allocate project management,
culture where the ONS Values and Breaking
3 PMO and Business Analyst resources where needed
the Mould principles form the core of what we
• Chair Monthly Portfolio Delivery Team meetings enabling a shared
do
voice from the portfolio delivery team
• Provision of training, development and PPM events
More effective allocation of project and • Regularly updated Portfolio Delivery Strategy incorporating planning
business area resources based on an standards to enable key milestones to be managed
4
increased understandingof the overall portfolio • Work collaboratively to ensure timely, high quality status information
of change and through reduction of risk on portfolio milestones, risks, dependencies and resources
Reduced effort of recruiting quality people,on- • Central PDU recruitment process and on-boarding
5 boarding, and meeting their training and • Coordination of training and career development solutions across the
development needs portfolio

8. Value Experience: Portfolio Delivery
Key value you will experience Things we do to drive value experience
• Provide development centres for the portfolio delivery team together with
More focus on your long term tailored career paths that match individual aspirations and business needs.
career in ONS with a provision of • Provide a home for project professionals from which they can derive a sense of
1
training, development and a sense of energy, collaboration, enthusiasm and belonging
belonging • A resource allocation / re-allocation process giving project professionals a
steady transition from project to project
• Facilitate all recruitment for project, programme, PMO and Business Analyst
More efficient recruitment for PPM
skills for projects in the portfolio
2 skills with forward looking skills
• Portfolio level resource plans enabling better understanding of the resource
planning
demand and capacity within
• Improved decision-making through a streamlined and supported internal
More efficient approach to
business case production, process
3 Governance approvals, within ONS
• Clear route, guidance and support through the external Treasury and Efficiency
and Central Government
Reform Group approvals process
Increased consistency, efficiency
• Provision of clear templates, guidance and support for internal and external
and quality of reporting packs and
(Major Projects Authority, Efficiency Reform Group) approvals and assurance
4 other stakeholder information
• Creation of standard Highlight Reports and Project Board packs supported by
requirements
new planning guidance
Reduced time and effort with the
• Creation of standard reporting information that can be re-used and modified
provision of information to multiple
5 quickly to meet the needs of all stakeholders e.g. highlight report feeds ELT
stakeholders
information packs and other Cabinet Office returns

9. Value Experience: Benefits and Investment
Key value you will experience Things we do to drive value experience
• Support business areas throughout the staged business case process
More effective personal support • Ensure tools and templates are flexible and fit for purpose
1 throughout the project start up and • Provide training when required
business case process • Coordinate the Benefits Investment Group (BIG) which provide advice,
input and assurance on all key areas of the business case
Improved overall mechanisms of • Ensure a proportionate, flexible approach to benefit exercises depending
benefits planning, tracking and on project type and size
2
realisation, saving time and • Development of an ONS Benefits Eligibility Guidance
increasing confidence in the benefits • Monitor realisation and report to ELT and ONS Board each quarter
• Provide a high quality governance process including Portfolio Delivery
Committee
More efficient investment decision
• Ensure process and support produces fit for purpose business cases
3 making based on better information,
• Assess each business case for contribution to strategic aims
transparency and communication
• Manage relationship with Cabinet Office and HM Treasury
• Timely and appropriate communication of key investment decisions
More effective allocation of • Prioritisation processes in line with financial planning and updates to the
4 resources based on a clearer Portfolio Delivery Journey
understanding of portfolio priorities • Integrate benefits realisation plans into the Portfolio Delivery Journey
Production of higher quality • Provision of lessons learned and knowledge sharing facility
5 business cases first time, reducing • Benefits Discovery Workshops helping people to work more
the amount of effort needed to amend collaboratively with all aspects of their projects benefits.

10. Our Key Customers
ELT Business Committee
ONS Board Major Projects Authority
Provide timely, high quality Portfolio
Provide timely information to Provide timely and accurate status
Delivery status information and
ensure an understanding the status of information and facilitate all assurance
recommendations that enable effective
ONS Portfolio Delivery Journey needs
decision making
Executive Directors/ Senior
Portfolio Delivery Committee Responsible Owners
Provide timely, high quality business Ensure Executive Directors are Efficiency Reform Group
cases and portfolio status information provided with high quality support on Provide timely, high quality business
to support sound recommendations to all aspects of project delivery, cases, plans ensuring compliance with
the Executive Team especially allocation and reallocation governance processes
of the right skills
PPM Community
Project / Programme Managers, and
Work with the PPM Executive Finance Team
PMO Managers
Champion, and PPM Head of Ensure accurate control and reporting
Provide high value end to
Profession to share knowledge, of forecast and actual financial
end project and programme
experiences, and lessons, performance
management support services to
to develop PPM capability
help deliver successfully
within ONS
ONS Business Areas Strategy & Standards IT Team
Ensure Business Areas are engaged Strategy and Standards Directorate Ensure strong team working
and communicated to effectively Work closely with the Design Authority relationships and communication
regarding resources requirements to ensure the portfolio aligns with the links are in place to enable shared
overall portfolio timescales and Statistical Business Strategy understanding of plans, risks,
delivery progress issues and dependencies

11. Portfolio Delivery Governance Overview
ONS Board
Provide strategic direction on the ONS Strategy and successful delivery
of the ONS Portfolio of projects and programmes
Decisions to
enable portfolio
Executive Board
delivery success
Ensure the portfolio‟s ongoing contribution to ONS strategic objectives.
Make portfolio delivery decisions regarding project investments,
resources, portfolio prioritisation, sequencing and the overall realisation
of benefits
Portfolio Delivery Committee
Review the portfolio status and make investment recommendations to
Timely, high Executive Leadership Team on funding, resources, risk, portfolio
quality status sequencing, dependencies and overall deliverability
information
Business Investment Group (BIG)
Provide a robust, supportive and consistent approach to the production of
business cases that support the request for investment
Portfolio Delivery Unit
Provide all processes, structures and information
required to enable effective decision making and
portfolio delivery success

12. Frequently Asked Questions
Do you have a standard reporting process for projects? You’ve sent me something and I don’t see the value, who
Yes, because things move so quickly all projects work to a can I speak to about this?
fortnightly reporting cycle. Deadline for all reports (using the Please tell the person that sent it to you immediately and
standard highlight report) is published in our calendar on they will clarify, if you still don‟tsee the value please contact
page 12. Please call [name] if you have any queries. Craig Kilford.
How do I recruit project management people? I have a suggestion for improvement, who do I speak to?
All Project, Programme, PMO and Business Analyst Speak to anyone on the PDU team and it will be raised at our
recruitment for projects is coordinated by the PDU. The next team meeting.
PDU has a resource pool of PPM Skills and is responsible
for allocating and reallocating skills. Please contact [name] I need some project management training, who can I
for assistance. speak to?
We don‟t provide accredited training directly but as part of
How is PDU working with the IT PMO? career planning we do organise training where required.
PDU has a written handshake agreement with the IT PMO Please contact [name] for assistance.
which ensures we share information, collaborate and learn
I’m not in a project or programme management team,
from each other.
can I still have project management training?
My project is coming to an end, how do I find a new post? We‟ll definitely try for you, although the portfolio delivery
If you‟re a programme or project manager, Project team take priority because there isn‟t a huge budget.
Management Office (PMO) or Business Analyst please contact
How is PDU measuring its effectiveness? The Head of
[name] who will help.
PDU scored the perceptions of 65 people across the PPM
I want a career in project management, what do I do? community against a „Happiness Index‟. This will be
Please contact [name] who can advise on career repeated to show progress across key areas. Please
development. ONS is totally committed to developing the contact Craig Kilford if you‟d like to know more
project and programme skills of it‟s people.
Where are you located?
We are located in Newport , room 1.301, but frequently
travel between sites where appropriate

13. PDU Governance Calendar
Meeting names have been
removed.
The calendar has been left to
provide you with an indication of
the governance timings.
Please note that this calendar is
based on a fortnightly highlight
reporting mechanism and a
monthly Executive Management
Meeting

14. Contact the PDU
All contact details have been removed. However if you would like further information on the use of the ONS Portfolio
Delivery Unit Welcome Pack feel free to email the team.
Contact: pdu@ons.gsi.gov.uk
Postal address:
Portfolio Delivery Unit (PDU)
Office for National Statistics
Government Buildings
Newport
NP10 8XG

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