The PMOC members are selected executive leadership staff members focused exclusively on the implementation and management of strategic organizational initiatives. Members of the PMOC must be actively involved in the development and monitoring of the Balanced Scorecard as well as enterprise-wide use of the Balanced Scorecard process. The PMOC must be large enough to represent significant/diverse organizational expertise but small enough to make efficient and timely decisions. Most importantly, the PMOC must meet weekly and/or every other week on a certain day and time.
Project Sponsors – Role and Responsibilities
The sponsor is the person with formal authority who is ultimately responsible for the project. The sponsor may be a member of the Executive Leadership team for projects reviewed at the PMOC level. The sponsor’s position and authority in the organization are independent of any project, which enables the sponsor to act as a connection between the project and PMOC. There are two basic concepts in understanding the importance of sponsors to the project. First, sponsors are ultimately responsible for the success of the project. Second, the sponsor’s primary task is to help the project team be successful. The sponsor’s primary contribution to a project is his or her authority.
- Establishes and approves overall project scope.
- Ensures funding is available to cover the costs of the project.
- Approves project budget.
- Approves each phase of the project.
- Assigns team members from the customer organization as outlined by the project manager.
- Conducts regular project status reviews with the project manager.
- Addresses project issues that are inherent to the customer organization.
- Reviews project results for thoroughness and quality.
- Provides feedback to the project manager regarding the quality of the work delivered.
- Ensures project invoices are paid.
Project Managers – Role and Responsibilities
Project Managers are assigned by the sponsor and the PMOC to achieve the project objectives. This is a challenging role with significant responsibility. It requires flexibility, good judgment, strong leadership and negotiating skills, and a knowledge of project management practices.
Develop project scope statement; define deliverables, milestones, budget, detailed work schedule, and project assignments/tasks.
Establish project team makeup and organization.
Review the project scope, deliverables, schedule team makeup, etc. with the project sponsor and ensure approval and buy-in at each of the phases of the project.
Ensure project team members understand their assignments/tasks and stay on target with their assignments/tasks.
Provide feedback and direction to the project team members and to their management as appropriate.
Review project deliverables for completeness and quality.
Conduct regular (informal and formal) project status reviews with the sponsor.
Conduct regular project team meetings.
Identify project issues and ensure these are logged and addressed promptly.
Monitor project expenditures and remain within project budget.
Monitor project schedule and make adjustments as necessary to remain on schedule.
Monitor project scope to ensure it does not change.
For any changes in scope, schedule or cost, seek sponsor approval through a change order request.
Develop a project communications plan and ensure this is closely followed.
Track all time charged to the customer by the project team.
Conduct project closeout assessment and assess ongoing support needs.
- Assess overall customer satisfaction.
Project Team Members – Role and Responsibilities
The project team is a group of people working interdependently to produce an outcome for which they hold themselves mutually accountable. They will be temporary, formed specifically for the purpose of achieving the project outcomes, after which they will disband. Project team members are selected by the sponsor and the project manager and are approved by the PMOC.
- Be a good team member.
- Respect the role of the project manager.
- Proactively communicate with the rest of the team. Share information and discuss issues openly with a purpose of making the overall team successful.
- Complete assignments on the Project Agreement and also those that are delegated by the project manager.
- Perform work to a level of quality and completeness that meets the customer’s expectations.
- Completer work assignments on schedule.
- Communicate to the team and project manager if not on schedule with all assignments.
- Bring issues and concerns to the project manager.
Project Advisor – Role and Responsibilities
Often times, critical and costly projects may benefit from outside research, planning, and technical assistance. The PMOC advisor can help with the identification of best practices and adherence to the principles of good project development and implementation management. As part of the project development and planning phases, the project advisor can help build analytic frameworks and organizational models as well as broker experiences/opportunities from other learning organizations.
In summary, the figure in Attachment C provides a graphical representation of the current PMOC structure and current projects underway.