1. Assessing Organizational
Readiness
Rostyslav Chayka
https://www.linkedin.com/in/rchayka

2. About me
● Rostyslav (Ross) Chayka
● In IT since 2002
● Lviv Startup Club - Founder & CEO (2009)
● Lemberg Tech Business School - Founder & CEO (2014)
● Associated Coach Practitioner by ICU
● LemBS PMO (2017-2019)
● MagneticOne PMO Head (2021)

3. Agenda
● 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

4. Identifying a need for a PMO in an IT company
1. Assess Current Projects & Processes
2. Understand Organizational Goals
3. Identify Resource Issues
4. Determine Stakeholder Satisfaction
5. Evaluate Reporting & Metrics
6. Analyze Risks & Challenges
7. Look for Duplication of Efforts
8. Seek Feedback
9. Assess the Skill Set
10. Consider the Financial Implication & Strategic Alignment

5. Assess Current Projects & Processes
● Are there many projects being managed in silos?
● Are projects frequently delivered late, over-budget, or do they fail to meet the
intended business outcomes?
● Is there a lack of consistency in project management methodologies?

6. Understand Organizational Goals
● Does the IT company plan to scale its operations and take on more projects?
● Are there strategic objectives that could be better supported through
centralized project governance?

7. Identify Resource Issues
● Is resource allocation a constant challenge?
● Do employees frequently complain about unclear project responsibilities or
constant shifts in their tasks?

8. Determine Stakeholder Satisfaction
● Are stakeholders often dissatisfied with the outcome of IT projects?
● Are there communication gaps between stakeholders and project teams?

9. Evaluate Reporting & Metrics
● Is there a lack of clarity in project performance metrics?
● Are project updates inconsistent or non-existent?
● Do decision-makers struggle to get a clear view of project portfolios?

10. Analyze Risks & Challenges
● Are there recurrent project risks that go unaddressed?
● Do projects often encounter unforeseen challenges due to a lack of proper
planning or foresight?

11. Look for Duplication of Efforts
● Are multiple teams or departments working on similar projects or tasks
without knowledge of each other’s efforts?

12. Seek Feedback
● Talk to project managers, team members, stakeholders, and other relevant
personnel about their views on the current project management approach and
challenges.

13. Assess the Skill Set
● Do team members lack specific project management skills?
● Are there frequent training needs or a lack of standardized project
management tools in the company?

14. Consider the Financial Implication
● Are projects often over-budget due to scope creep, poor planning, or
inefficient resource utilization?

15. Check for Strategic Alignment
● Are projects undertaken without clear alignment to business strategy?
● Is there a need for better alignment between IT projects and business
objectives?

16. Group Activity
● Split into 2 groups
● Discuss one example:
○ Company need PMO and have one
○ Company need PMO but do not have one
○ Company do not need PMO but have one
○ Company do not need PMO and do not have one
● Formulate the signs of the company's need for PMO
● Time - 15 mins

17. PMO need factors
● Complexity: A single complex project with many interdependencies might
warrant a PMO just as much as multiple smaller projects might.
● Resource Management: If the IT company frequently faces challenges in
allocating resources effectively across projects or if there's frequent
contention for resources, a PMO might be beneficial.
● Stakeholder Engagement: With multiple projects, stakeholder management
can get complex. A PMO can streamline communication and ensure all
stakeholders are appropriately engaged.
● Methodology and Standards: If projects are executed with differing
methodologies and standards, resulting in inconsistencies and inefficiencies,
a PMO can help standardize and optimize project management practices.

18. PMO need factors
● Strategic Alignment: If projects often get initiated without clear alignment to
the company's strategy or if there's uncertainty about the value they bring, a
PMO can help ensure projects align with organizational goals.
● Past Project Performance: If past projects have frequently been delivered
late, over budget, or without meeting their objectives, it may be a sign that a
PMO is needed to improve project success rates.
● Future Growth: If the company is poised for growth and expects the number
of projects to increase significantly in the near future, setting up a PMO in
advance can help prepare the company for that growth.

19. Headcount factor
● Small Company(10-50 members)
● Medium Company(50-200 members)
● Large Company(200+ members)

20. Assessing project management maturity

21. Assessing project management maturity
● CMMI
● PMI OPM3
● ISO
● Gartner Model

22. Assessing project management maturity

23. Assessing project management maturity
● Understand the Organization Maturity Levels
● Document Existing Processes
● Survey Stakeholders
● Review Past Project Performance
● Assess Training & Development
● Evaluate Tools & Systems
● Examine Alignment with Business Strategy
● Measure Process Measurement & Control
● Benchmark Against Industry Standards
● Develop a Maturity Profile

24. Understand the Maturity Levels
● Level 0 (Initial): Processes are unpredictable, poorly controlled, and reactive.
● Level 1 (Ad Hoc): There's some awareness of project management, but practices
and approaches vary widely.
● Level 2 (Defined): Project management processes are standardized, documented,
and followed, but may not be consistently applied across the organization.
● Level 3 (Managed): Processes are standardized across the organization. There's a
consistent set of practices, and projects are managed to these practices.
● Level 4 (Integrated): There's a way to measure the results of projects and processes
and improve processes based on those results.
● Level 5 (Optimized): Best practices are followed, and there's a focus on continuous
improvement. There's also proactive management of risks.

26. Document Existing Processes
● Catalog the existing project management processes and practices used in the
organization.
● Determine which processes are documented and which ones are consistently
followed.

27. Survey Stakeholders
● Gather feedback from project managers, team members, stakeholders, and
other personnel involved in projects.
● Understand their perspectives on the effectiveness and consistency of project
management practices.

28. Review Past Project Performance
● Examine the outcomes of past projects. Were they delivered on time? Within
budget? Did they meet their objectives? What were the common issues
faced?
● Assess how risks, changes, and quality were managed in these projects.

29. Assess Training & Development
● Is there ongoing training and development in project management?
● Are there established career paths for project managers?
● Is there a PMO (Project Management Office), and what role does it play?

30. Evaluate Tools & Systems
● Examine the tools and systems used for project management. Are they
consistently used across projects?
● Evaluate how data from these tools is used for decision-making and process
improvement.

31. Examine Alignment with Business Strategy
● Assess how well projects align with the organization's strategic goals
● Determine if there's a process to evaluate and prioritize projects based on
their strategic importance

32. Measure Process Measurement & Control
● Are there metrics in place to measure the effectiveness of project
management processes?
● How are these metrics used to improve processes and project outcomes?

33. Benchmark Against Industry Standards
● Compare your organization's practices to industry standards or best practices.
● This can be done by reviewing literature, attending seminars, or even hiring a
consultant.

34. Develop a Maturity Profile
● Based on the above steps, determine where the organization stands on the
maturity scale.
● Highlight the strengths and areas needing improvement.

35. Group Activity
● Split into pairs
● Discuss project management maturity level of your organization
● Time - 10 mins

38. Defining the scope and objectives of your PMO
● Understand the Organizational Need for PMO
● Define the PMO's Role
● Set Clear Objectives
● Define Scope of Services
● Specify Deliverables
● Determine Metrics and KPIs
● Identify Necessary Resources
● Plan for Change Management
● Review and Iterate
● Obtain Executive Sponsorship

39. Set Clear Objectives
● Enhancing project success rates
● Standardizing project management processes and methodologies
● Optimizing resource allocation across projects
● Improving stakeholder communication and engagement
● Ensuring projects align with organizational strategy
● Establishing a centralized project portfolio management system

40. Define Scope of Services
● Project governance and oversight
● Training and development for project managers and teams
● Centralized communication and reporting
● Resource management and allocation
● Risk management and mitigation
● Managing a central repository of project documentation and lessons learned

41. Specify Deliverables
● Periodic project status reports
● A centralized project dashboard
● Updated project management templates and guidelines
● Training modules and materials

42. Determine Metrics and KPIs
● Percentage of projects delivered on time.
● Percentage of projects delivered within budget.
● Stakeholder satisfaction scores.
● Project ROI (Return on Investment).
● Number of project issues escalated vs. resolved at the project level

43. Identify Necessary Resources
● Personnel (PMO director, portfolio managers, analysts, etc.).
● Technology and tools (Project Management Information System, dashboards,
etc.).
● Training materials and resources.
● Budget for operations, technology, and continuous improvement

44. Group Activity
● Split into pairs
● Discuss scope and objectives PMO in your organization
● Time - 15 mins

46. Identifying stakeholders and their role in PMO
● Categorize Potential Stakeholders
○ Internal Stakeholders
○ External Stakeholders
● Map Stakeholder Influence and Interest
● Define Their Roles and Responsibilities
● Engage Stakeholders Early
● Establish Communication Channels
● Review and Adjust

47. Internal Stakeholders
● Executive Leadership
● Project Managers & Teams
● Functional Managers or Department Heads
● PMO Staff
● Others

48. External Stakeholders
● Clients or Customers
● Vendors and Suppliers
● Regulatory Bodies

49. Map Stakeholder Influence and Interest
● High Influence, High Interest: These stakeholders are key players. Engage
them closely and ensure their active participation
● High Influence, Low Interest: Keep these stakeholders satisfied. They might
not need regular detailed updates but should be consulted for major decisions
● Low Influence, High Interest: Keep these stakeholders adequately informed.
They're keenly interested but might not have significant decision-making
power
● Low Influence, Low Interest: Monitor these stakeholders but limit extensive
communication to avoid information overload

50. Define Stakeholders Roles and Responsibilities
● Sponsorship: Who will champion or sponsor the PMO's initiatives at the
executive level?
● Resource Allocation: Who will decide on or influence the allocation of
resources (both human and financial) to projects?
● Guidance and Direction: Who will provide strategic direction or guidance to
the PMO?
● Feedback and Validation: Who will provide feedback on the PMO's
processes, methodologies, and value?

51. Establish Communication Channels
● Regular meetings
● Dashboards
● Email updates
● Formal reports

52. Group Activity
● Split into 2 groups
● Discuss your stakeholders and their role in your PMO
● Time - 15 mins

54. Home Work
● Define the scope and objectives of your PMO
● Identify stakeholders and their roles in the PMO

55. Resources
● PMO Need
○ https://www.pmi.org/learning/library/lack-leadership-project-management-office-4105
● Maturity Level
○ https://slideplayer.com/slide/6824299/

56. Questions ?

57. Contacts
linkedin.com/in/rchayka
fb.com/rostyslav.chayka
rchayka@gmail.com