Yevgen Vyshnevetskyi: PMO Geometry 2.0 (PMO staffing benchmark) (UA) Ukraine Online PMO Day 2023 Spring Website - www.pmday.org/pmo Youtube - https://www.youtube.com/startuplviv FB - https://www.facebook.com/pmdayconference

1. PMO
Benchmarking
v. 2.0
Yevgen Vyshnevetskyi
April 2023
21.01.2023

2. The great thing
about fact-based
decisions
is that they
overrule
the hierarchy.
The great thing about
fact-based decisions
is that they overrule
the hierarchy.
Jeff Bezos

3. Yevgen Vyshnevetskyi
Companies Key principles
• Attitude over Skills
• Setting the standard but
leading from behind
• Success is going from
failure to failure w/o
losing Enthusiasm ;-)
(W.C.)
3
Achievements
• Ukraine PMOs are Europe
finalists in PMO Global
Awards in 3 consecutive
years (2020, 2021, 2022)
• PMO Lead of the largest
project in Deloitte UA
history
• Winner of PMOGA
Hackathon 2020
Head of IT GOV & PPM, MODUS X (DTEK GROUP)
PMO Global Alliance Ambassador for Ukraine
• ING Bank
• UICE
• Raiffeisen Bank
• Deloitte Ukraine
• PMBRO
• DTEK
• MODUS X
PMO Benchmarking - Yevgen Vyshnevetskyi
PMP PMO-CP

4. Topics for today
• PMO Benefits
• PMO Zombie
• PMO Staffing benchmarks
PMO Benchmarking - Yevgen Vyshnevetskyi 4

5. PMO Benchmarking - Yevgen Vyshnevetskyi 5
5
Criteria Outperformers
Professional PMO
Benefits
Champions
Completed on time 24% + 64% 88%
Completed within budget 22% + 68% 90%
Meet original goals 33% + 59% 92%
Experience scope creep 68% - 40% 28%
Deemed failures 24% - 18% 6%
Budget loss 46% - 29% 14%
1 PMI Pulse of Profession (2017-2019)
Fact #1: Organizations without a professional PMO have 3x the waste of resources 1
Fact #2: A professional PMO can more than double the chance for project success1
Fact #3: Up to 50% of new PMOs close within the first 3 years of operation, indicating difficulties with its proper organization and
positioning
PMO Benefits

6. 6
PMO Benchmarking - Yevgen Vyshnevetskyi
Don’t become
Zombie PMO

7. Staffing Benchmark - Model Assumptions
Type of PMO Type of Portfolio
• 10+ projects
• Hybrid / Waterfall
• Less applicable for
Portfolio of Products
7
Type of PMO
• Enterprise
• Corporate IT
• Less applicable for IT
Outsorsing Client
Accounts
• Controlling
• Directive
• Less applicable for
Supporting
PMO Benchmarking - Yevgen Vyshnevetskyi

8. Theoretical Benchmark #1:
How many projects PM can manage at the same time?
My own experience Based on research
1-4 projects per manager
8
AI
2-3 project per manager
2-3 projects per manager
Lets assume that PM on average
can manage 2.5 projects at a point
of time
PMO Benchmarking - Yevgen Vyshnevetskyi

9. Theoretical Benchmark #2:
How many projects can manage one Portfolio?
My own experience Based on research
No comprehensive data
9
AI
10-15 projects
One Portfolio Manager
can manage up to 6-10
projects
Lets assume that Porfolio Manager
can manage 8-10 projects on
average
PMO Benchmarking - Yevgen Vyshnevetskyi

10. Theoretical Benchmark #3:
How many PMO staff do you need?
My own experience Based on research
5-6 PMO staff for 60
projects
10
AI
Around 4 PMO Analysts for
the portfolio of 64 IT projects
One PMO Analyst for each
10-16 projects
Lets assume that one PMO Analyst
can support 15-16 projects max
PMO Benchmarking - Yevgen Vyshnevetskyi

11. Theoretical Benchmark #4:
What is the average project team size?
My own experience Based on research
Ideal Team size is 4-5 FTE
11
AI
Should be small enough to
be agile and efficient. Should
be in most cases no more
than 10-15 members.
3,5-5 FTE per project
Let’s assume average Team size
to be 4 FTE (excluding PPM staff)
PMO Benchmarking - Yevgen Vyshnevetskyi

12. Theoretical Benchmark #5:
What is the average PPM cost?
My own experience Based on research
10%-25% of total efforts
5%-12% of total costs
12
AI
15% of total project efforts
10%-20% of Portfolio /
Project Staff
Lets assume PPM cost is 15%
out of total Team FTE OPEX
PMO Benchmarking - Yevgen Vyshnevetskyi

13. Staffing Modelling (1,2,3) - Geometry (~2.5)
13
Projects PMs
Portfolio
Managers
PMO
Analysts
Portfolio X1 16 7 2 1
Portfolio X2 32 13 4 2
Portfolio X3 48 20 6 3
Portfolio X4 64 26 8 4
ASSUMPTION BASED ON EXPERIENCE
PMO Benchmarking - Yevgen Vyshnevetskyi

14. 14
Role Projects Role FTE Teams FTE %
PMs 64 26 256 10,02%
Portfolio
managers
64 8 256 3,13%
PMO Analysts 64 4 256 1,56%
PMO Lead 64 1 256 0,39%
TOTAL 15,10%
Staffing Modelling (4,5) - 15% Rule
PMO Benchmarking - Yevgen Vyshnevetskyi

15. Summary - PMO Geometry
PMO Benchmarking - Yevgen Vyshnevetskyi 15
Role
Benchmark
via projects
Benchmark
%
Geometry
(2.5~3.0)
Team 4 FTE per projects n/a 256
PMs 1 per 2,5 projects 10,0% 26
Portfolio managers 1 per 8 projects 3% 8
PMO Analysts 1 per 16 projects 1,5% 4
PMO Lead 1 per organization 0,5% 1
TOTAL 15%
by Yevgen Vyshnevetskyi

16. Correlation with the other models
PMO Benchmarking - Yevgen Vyshnevetskyi 16
Project Team 4 Fire Team 4 Optimal Team 5 Close relations 5
PM 10 Squad 10 Max Team 9 Best friends 15
Portfolio 30 Platoon 30 Group / Dep. 50 Friends 50
PMO 75 Company 90 Division 150 Active contacts 150
PMO Lead 225 Battalion 300 Company 500 Acquaintances 500
PMO Geometry Military units
2,5 ~ 3,0 2,9 3,2 3,0
Dunbar Law
Business

17. PMO
Superheroes
17 PMO Benchmarking - Yevgen Vyshnevetskyi

18. Thank you
18
Yevgen Vyshnevetskyi
linkedin.com/in/ievgen-vyshnevetskyi