Initiating a Project Management Office

PMO Initiation

In PMO initiation, the team performs the 8 steps shown in this diagram:

1.      Define PMO role

2.      Obtain sponsorship

3.      Create PMO charter

4.      Secure funding

5.      Establish steering committee

6.      Define PMO staff roles

7.      Recruit PMO staff

8.      Establish premises

Define PMO role. The first step in initiating a PMO is to define its role. First, an initial assessment is performed to define key issues and determine which services would be of greatest value. This is written up in a value statement and a growth plan, which are presented to senior management.

Obtain sponsorship. A sponsor who can be a champion for the PMO, is selected. Ideally, the sponsor is the senior executive of the entire organization served by the PMO. Often, the chief executive officer (CEO) is the most appropriate sponsor.

Create PMO charter. The charter is the formal document that launches the PMO and authorizes its activities. It includes a vision, a description of office operations, structure, and staff, an approach to its responsibilities, and other material that resolves issues and reduces risk.

Secure funding. A budget is prepared, funds are allocated, and the financial system is put in place.

Establish steering committee. Ideally, the steering committee is composed of the senior executive of each department in the organization the PMO serves. At its first meeting, the steering committee establishes its schedule and rules of operation.

Define PMO staff roles. The PMO manager prepares an organizational chart and job descriptions for all full-time and part-time positions within the PMO. He makes sure that the roles and hours allocated are sufficient for the PMO to do all the work needed to fulfill its charter.

Recruit PMO staff. The PMO manager advertises the open positions internally and externally, hires people into the positions, and assigns their tasks. Where appropriate, he retains expertise and services from consulting firms.

Establish premises. The team defines the requirements for the physical office premises and IT and communications infrastructure, then acquires the premises, procures equipment, and sets up the office.

To take the first step toward launching a PMO, click here to learn how to define the PMO role.