2. You already know:
Introduction to PMO
● History and evolution of PMOs
● The role and purpose of a PMO in an IT company
● Types of PMOs and their functions
● Beneﬁts of establishing a PMO in an IT company
● Difference between IT Service, IT Product, and Corporate PMO
Assessing Organizational Readiness
● Identifying the need for a PMO in an IT company
● Assessing project management maturity in the organization
● Deﬁning the scope and objectives of the PMO
● Identifying stakeholders and their roles in the PMO
Deﬁning PMO Structure and Governance
● Choosing the appropriate PMO structure for an IT company
● Establishing PMO governance and decision-making
● Deﬁning roles and responsibilities within the PMO
Developing PMO Services and Functions
● Determining the services and functions the PMO will provide
● Designing project management processes and methodologies
● Establishing project portfolio management practices
● Implementing project governance and control mechanisms
PMO Tools and Technologies
● Selecting project management tools and software for the
● Integrating PMO tools with existing IT infrastructure
● Implementing reporting and dashboard systems for the PMO
● Ensuring data security and privacy in the PMO
● Establishing a resource management framework for the PMO
● Allocating resources effectively and eﬃciently
● Capacity planning techniques for project staﬃng
6. Plan resources for PMO:
● consider physical resources
7. Plan resources for PMO:
● plan how will be resources acquired
8. Plan resources for PMO:
● deﬁne roles and responsibilities
9. Project Management Oﬃces (PMOs) can be organized in various ways to support an organization's project
and portfolio management needs. The speciﬁc types of PMO teams often depend on the PMO's role,
functions, and level of maturity within the organization:
● Project Support Team
● Project Portfolio Management (PPM) Team
● Reporting and Analytics Team
● Knowledge Management Team
● PMO Leadership Team
● Training and Development Team
10. Project Support Team
● Project Managers: Responsible for overseeing individual projects, ensuring they stay on track, and
delivering according to scope, schedule, and budget.
● Project Coordinators: Assist project managers in administrative tasks, communication, and
Project Portfolio Management (PPM) Team
● Portfolio Managers: Focus on optimizing the organization's portfolio of projects to align with strategic
● Business Analysts: Analyze and assess project proposals and their potential impact on the portfolio.
● Financial Analysts: Manage ﬁnancial aspects of the portfolio, including budgeting and cost analysis.
11. Reporting and Analytics Team
● Data Analysts: Collect and analyze data from projects and portfolios to provide insights for
● Report Developers: Create customized reports and dashboards to communicate project and portfolio
Knowledge Management Team
● Knowledge Managers: Capture, store, and disseminate project-related knowledge and best practices.
● Document Controllers: Manage project documentation and ensure easy access for team members.
12. PMO Leadership Team
● PMO Director/Manager: Oversee the entire PMO, set strategic direction, and ensure alignment with
● PMO Administrators: Provide administrative support to the PMO leadership team.
Training and Development Team
● Training Coordinators: Develop and deliver training programs for project managers and team members.
● Mentors and Coaches: Provide guidance and support to individuals within the PMO seeking professional
13. ● Resource allocation is the process of identifying all your
available resources—whether it's labor or monetary—for a
project and then strategically assigning them to tasks that
enable them to do their best work.
14. Allocating resources for PMO:
● estimate activities duration
● deﬁne type of engagement
● deﬁne availability
● setup onboarding process
● set clear goals
● setup evaluation process
● develop team
16. * PMO can be helpfull with management and allocation resources across projects based on priorities,
schedules, budgets and more.
Top Resource Management Challenges
1. Resource capacity planning is poor
2. Resource risks are not assessed
3. Not enough appropriately skilled resources
4. Resource use is not optimized
5. Schedules/deadlines are unrealistic
6. Resources are assigned inconsistently
7. Too many unplanned requests for resources
8. Resource utilization is poorly documented
9. Shifting resources to respond to problems
10. Transition process for resources is inadequate.
17. To mitigate those challenges Project Management Oﬃce can:
● Identiﬁes and audits resources according to skills sets. And accordingly classiﬁes them
or creates a database.
● Develops processes, methodologies and best practices for assigning resources.
● Manages a staff of project planners and controllers, project managers and resource
managers within the PMO.
● Creates and offers training programs and professional development pathways. It also
conducts performance evaluation.
● Builds and sets up project management softwares and collaboration tools for project
18. if comparing capacity planning to resource planning (or resource management), the ﬁrst
one can be reduced to “anticipating future business requirements and making sure we
have required resources to start a project“. While resource planning is “choosing and
assigning speciﬁc resources for and during a project or task”.
19. Effective capacity planning is crucial for project success, as it ensures that you have the
right people in place to deliver the project on time and within budget.
From a Project Management Oﬃce (PMO) perspective, capacity planning takes on a
broader role, encompassing the management of resources across multiple projects
within an organization.
Here are some capacity planning techniques speciﬁc to the PMO perspective:
20. Resource Pool Management:
Maintain a centralized resource pool that includes details about the skills, availability, and
allocation of all resources (e.g., project managers, developers, analysts) across various
Resource Allocation Prioritization:
Prioritize projects based on organizational goals and resource availability. Allocate
resources to projects that align with strategic objectives.
21. Resource Balancing:
Continuously monitor the workload of individual resources and balance their assignments
across multiple projects to prevent overallocation or underutilization.
Resource Portfolio Analysis:
Evaluate the resource demand and capacity across all projects in the portfolio. Identify
resource constraints and allocate resources strategically.
22. Resource Forecasting:
Use historical project data and demand forecasts to anticipate future resource needs. This
helps in recruiting, training, or hiring new resources proactively.
Resource Utilization Metrics:
Develop key performance indicators (KPIs) to measure resource utilization, such as billable
hours, capacity utilization, and resource eﬃciency.
24. Resource Governance:
Establish governance processes and decision-making frameworks for resource allocation,
considering factors like project priority, risk, and strategic importance.
Create scenarios for resource allocation under different conditions, such as changes in
project scope, delays, or unexpected resource shortages.
25. Resource Skill Development:
Invest in training and skill development programs to enhance the capabilities of resources,
making them more versatile and adaptable to different projects.
Resource Pipeline Management:
Manage a pipeline of potential resources, including external contractors or consultants, to
quickly address resource shortfalls.
26. Regular Reporting:
Generate regular reports and dashboards to provide visibility into resource allocation,
utilization, and the overall health of the project portfolio.
Capacity Review Meetings:
Conduct periodic meetings with project managers to review resource needs, challenges,
and adjustments required to optimize resource allocation.
27. Resource Optimization:
Explore opportunities for resource optimization, such as sharing specialized resources
among projects or leveraging cross-functional teams.
Continuously assess and reﬁne capacity planning processes based on feedback and
lessons learned from previous projects.
28. From the PMO perspective, effective capacity planning ensures that the
organization's projects align with its strategic objectives, resources are used
eﬃciently, and risks associated with resource constraints are mitigated. It plays a
critical role in achieving successful project execution and organizational success.
30. Additional materials:
● PMBOK 7th Edition
● Mastering resource management
● Solving the Resource Puzzle
● Ten Best Practices For PMO Resource Management
● PMO resource management challenges: What you need to know
● "The PMO Playbook: Effective Product Life Cycle
Management" by Jeanne W. Ross
● "The Standard for Portfolio Management" by PMI.