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CAPABILITY STATEMENT
Level 35, Tower One, International Towers 100 Barangaroo Avenue, Sydney, NSW, Australia 2000T: 1300 450 421 E: info@pmosol.compmosol.com2
PMO Solutions is a boutique services provider for Portfolio, Program and Project Management Oce (P3MO) operations. In addition to our traditional advisory role, the global connections of our team facilitate knowledge transfer between domestic and international PMO professionals.Our certied and experienced sta can advise your team on tailored frameworks, methodologies, techniques, and technologies to manage your PMO and add value to your organisation.Operationally, we provide integrated PMO services through our innovative yet straightforward PMO solutions framework.Our training portfolio is specically designed to fully leverage your existing sta and resources to build capabilities within your PMO and future-proof your team.About us3PMO Solutions – Capability Statement
Our approach is consistent across all the industries we work in: we work collaboratively and strategically with our clients to design and create bespoke solutions. This provides the best chance that every engagement achieves the optimum outcomes.We are exible and agile in responding to our client’s changing needs, yet have the experience to understand the unique challenges and develop strategies, recommendations and solutions to resolve them.PMO Solutions understands that services provided by P3Mo are primarily aimed at managing changes and improvements. Therefore, our advisory and operational services combine the latest PMO Knowledge and best practice with appropriate technology to deliver creative and artistic communications and artefacts. Our competitive advantage4
1. OUR DIGITAL SOLUTION• Delivered a $30M 2 years contract extension within 40 days from deployment.• Improved capital program of works forecasting and nancial data accuracy and reliability for %40.• Improved reporting procedure and discipline for a $25b portfolio, connecting project’s delivery to the business outcome indicators and measures, resulting in increasing stakeholder’s satisfaction for %56• Improved PMO support function value presentation for %86 for $150m portfolio support and management• Created a single source of reference and knowledge-sharing platform. It increased transparency on the capital portfolio decision-making committee and saved 8hrs of manual work and follow up 2. OUR PMO ROADMAP SOLUTION• Saved a portfolio, the value of $25m of lost and improved projects delivery for more than %32 • Improved PMO perception within the organisation from project support and administrative function to senior management arm for an enterprise organisation3. OUR BUSINESS INTEGRATION SOLUTION• Improvedcorporate nance visibility on a $100m/Year contract.• Improved nine government data integrity and reporting for %52Our recent value-added highlights• Improved the organisation culture in advocating project and portfolio management approach for %874. OUR MAJOR PROJECTS REVIEW• Provided inputs and recommendations to 3 projects with a value of more than $6m5. OUR FRAMEWORK DESIGN SOLUTIONS• Embraced innovation in managing capital investment projects with a portfolio value of +$35m• Created common language and reporting consistency for a portfolio value of +$25B• Created a transparent and consistent approach to merging two enterprises ($150m and $100m) to design and develop a consolidated project management framework6. OUR TRAINING AND COACHING SOLUTIONS• Certied +15 professionals in Australia, introduced fteen books, and four new methods and techniques to the PMO Sydney community• Upskilled +90 Project Managers within the organisations with a bespoke training design and delivery5PMO Solutions | Capability Statement
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• Our entire team hold internationally recognised Certication in Project, Program and Portfolio Management and PMO certications such as PMO-CP, PMO-CC, P3O, PBA, Change Management and portfolio lean management• We consistently collaborate with international and national PMOs and project management communities such as PMI (Sydney Chapter), AIPMO, AIPM Our Global PMO Knowledge Capability• We are proud to be the organiser, facilitator and sponsor of PMO Sydney Meetup, a community of more than 1,600 members• PMO Solutions is the only selected PMO Consultancy to be a PMO Global Alliance partner in Australia• Our teams are business savvy with extensive experience in business management, while several senior team members also hold an MBA.With 60+ years of experience in PMO, Portfolio, Program and Project Management, the PMO Solutions’ professional team focuses on adding value to deliver portfolios and programs across various projects in scale and complexity. 7PMO Solutions | Capability Statement
• We believe in a growth mindset and constant learning; our training records and our training courses prove our dedication to upskilling PMO professionals• We are creative and active in delivering speeches, workshops and training in PMO and Project Management conferences, for example as recent: Ɵ 2015, 2016: PMO Leadership Summit, Sydney, Australia -Masterclass and Speech Ɵ 2017: PMI Conference Australia, Sydney, Australia- Master Class, Requirement management and PMO. Ɵ 2017: PMO Leadership Summit, Sydney, Australia Lego serious play, demonstrating the values that PMO can add and the challenges. Ɵ 2017,2018: Project Controls Conference, Sydney, Australia Ɵ 2018: PMI Conference Australia, Melbourne, Australia, How PMO maturity assessment can create a road map for your future PMO. Ɵ 2018: PMO Impact International Conference USA, How an Added Value PMO Creates Integrity and Alignment Between Methodologies and Systems. Ɵ 2019: PMI Conference Australia, Gold Coast, Australia, The Puzzling Interaction between PMO and Corporate Finance. Ɵ 2019: PMI Conference Australia, Gold Coast, Australia, Masterclass PMO Value Ring Mindset. Ɵ 2019: PMO Leadership Summit, Sydney, Australia, How to Calculate PMO ROI? Ɵ 2019: PMO Future, London, UK, PMO Global Awards Ɵ 2020: PMO Bridge Conference, PMO Hackaton Ɵ 2021:One Day PMO, Ukrain- Virtual, How to create an integrated services suite for a PMO. Ɵ 2022: PMI Conference, Melbourne: Create a value-added PMO with Lego. Ɵ 2022: Ericson PMO Talk: Aligning PMO services with the business strategy using analytical thinking and data model project prediction in your organisation. Ɵ 2023: PMO Impact International Conference USA, the PMO ROI speech selected as the most viewed presentation and listed for 2023 online conference.8
Our technology-enabled approach supports the delivery of all services:• We believe in Fit for Purpose: understand the needs and the business evolution path, then provide a customised solution• Develop simple, up to date and ecient technical solutions• Understand our client’s existing technology and develop the solution with the best use of the current client’s current digital platformOur Technology Capability• We have an in-house technology team: Business Analysts, Data Scientists and Software Engineers to develop quick, lean solutions that are eective and ecient.• We are the only Australian partner of the PMO Global Alliance: only we can connect you to the PMO Value Ring cloud platform that accelerates establishing and managing a PMO by presenting value-added• We work with national and international technology solutions providers• We are digital PMO services provider: our services go beyond projects administration and support service 9PMO Solutions | Capability Statement
Our technology team’s value-adds approach: 1. We propose a solution based on the current/latest technology & tools2. You own the solution and data, so the tools will be created specically for you3. Saves the PMO team’s time in documentation and analysis and creates consistent and reliable access to the information4. Cost-eective: solutions are based on what your current or future digital platforms, technology, and tools are / will be to provide services that support the business.5. Our solutions embrace innovation and PMO operational digitalisation in your business to better use the resource capabilities6. Our solutions create jobs for technology specialists and integrate technology with the PMO10
However, one of the things that truly sets us apart from others is our artistic drive. • We consider a pleasing, artistic harmony for all our service deliveries • We believe art is more than simply a recreational activity and can drive meaningful engagement through stand-out business products. It increases concentration and accelerates learning opportunities• Visual scribing and storytelling are highly eective tools, and collaboration enhancers, as 83% of human learning occurs visually• We use artistic visuals in our deliverables as people remember %80 of what they see but only %10 of what they hear• We don’t keep it to ourselves and developed Facilitation, Communication and Presentation courses to teach PMOs the skills to facilitate better meetings, visualise conversations and communicate more clearly with stakeholders, in-person or virtual.• We work with experts at the Visual Storytellers Group to develop and deliver our capabilities professionallyOur Artistic & Creative Capability11PMO Solutions | Capability Statement
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We aim to empower our clients by providing them with the knowledge and tools required to deliver their projects successfully. Our advice is always independent, objective and focused solely on our client’s needs.Our core values are to provide high-quality professional services in aa cost-ecient manner.We designed the delivery of our services based on the client’s needs. We have moved to %100 online to deliver our services and solutions through our collaboration platform and tools since 2016, which helped us be on top of our services and provides our customers a real time visibility of our engagement progress.P3MO P3Portfolio, Program and Project Management OcePortfolio, Program and ProjectOur Services13PMO Solutions – Capability Statement
P3MO ADVISORY AND OPERATIONS• P3M process improvement• P3 reporting, update, and analysis• P3 improvement execution• Maturity and capability assessment• Data to Information journey map, • Data update, cleaning and management • Requirement management and elicitation• Organisational Change & innovation management• P3 governance and structure • P3 management processes integration• Enterprise P3M systems implementation• Develop Management Plans aligned with the business requirements and contract specications.• Develop P3MO services road map including KPIs, ROI and Competency indicators• Evaluate current PMO services based on global best practices.• Implement data and prediction modelTRAINING AND PROJECT MANAGEMENT PROMOTION• Develop, design and facilitate internal P3MO training and workshops.• Train P3MO sta for PMO Practitioner Certication• Train Enterprise Project Management tools and systems training (Primavera, Microsoft Projects, Sciforma, Acumen Fuse, Miesterplan, ClickUp Etc; )• Train P3MO and Project Management team on requirement management and problem-solving techniques• Train P3MO team on Corporate Finance knowledge value add interactions.PORTFOLIO MANAGEMENT & SUPPORTS• Portfolio reporting and updates• Portfolio pipeline and analysis• Portfolio audit and evaluation• Portfolio risk management • Portfolio prioritisation development, monitoring and enhancementSTRATEGY, POLICY & BUSINESS CASES• Design and Develop Capital investment framework and strategy.• Strategy indicators & project delivery alignment• Develop a strategic program/portfolio roadmap• Design, Develop and implement the business Strategy to Execution FrameworkPROJECT ASSURANCE• Project health checks and Gateway’s review• Distressed project reviews and restructures• Independent peer reviews and providing recommendations.• Conduct internal projects, programs and portfolio audits and review and provide oversight of gaps and actions14
Our Exclusive and UniqueProgramMO ServiceOUR TEAM HAS MORE THAN 50 YEARS OF COMBINED EXPERIENCE IN PMO, BUSINESS ANALYSIS, AND DEVELOPMENT. WE HAVE BECOME RECOGNISED AS EXPERTS IN THE PMO SOLUTION FIELD.WE ARE FULLY CERTIFIED AND EXPERIENCED IN EVALUATION, STRATEGY, IMPLEMENTATION, AND TRAINING. OUR WORK SPANS MULTIPLE INDUSTRIES, INCLUDING OIL AND GAS, ENGINEERING, TELECOM, CONSULTING, GOVERNMENT, IT, AND FINANCE.WE HAVE EXCLUSIVES IN DIFFERENT DOMAINS. LETS EXPLORE THE MAIN ONES:15PMO Solutions | Capability Statement
Creating and maintaining a disaster recovery program management ofce demands a comprehensive understanding of the program and the capacity to respond promptly to those impacted by the disaster.Our adaptable service design and solutions, cutting-edge approach to PMO solutions delivery, and customer-centric mindset distinguish us in our work and what we oer our clients.Our distinct expertise in implementing ood recovery programs and the NSW Temporary Housing Program sets us apart in delivering such initiatives. These projects hold great signicance to us, and we provide services not only based on our knowledge but also with genuine care.Our program management oce is designed to enable the program to respond quickly and adapt easily. It ensures alignment with aected customers, executes eciently without obstacles or waste, and minimises any unnecessary contact while delivering high-quality results to the customer.Infrastructure programs and portfolios are highly signicant due to their dynamic nature and rapid pace of change. These portfolios consist of numerous intricate projects, making them intriguing. Additionally, they require extensive stakeholder and community management, with assets playing a critical role.Managing these types of work involves various dependencies and factors. The program management oce (PMO) responsible for them must be adaptable, fast-paced, knowledgeable, and hands-on.With over 7 years of experience in designing and delivering PMO services for three major Sydney infrastructure maintenance programs, we are the only PMO with both the experience and knowledge needed to deliver such programs successfully.INFRASTRUCTURE MAINTENANCE PROGRAM MANAGEMENT OFFICEDISASTER RECOVERY PROGRAM MANAGEMENT OFFICE16
According to BCG research, an alarming 84% of Digital Transformation Programs fail. Upgrading technology and processes to meet changing customer needs and stay competitive is a challenging and costly task. Many organisations struggle to fully realise the potential of their digital strategies due to a lack of necessary organisational framework and execution disciplines.OUR PERSPECTIVE ON THESE PROGRAMS IS DIFFERENT.Our AdaptiveRoadmap platform oers a unique approach to assessing, analysing, and advising on the capabilities required for successful programs. We combine expertise in leading practices with a technology-driven and customised methodology that prioritises your digital strategy, organisational culture, and stakeholder needs as the foundation for measuring our success.By utilising AdaptiveRoadmap, you save on the costs and eorts associated with assessing your current program setup. The outcomes provided by AR, along with our expertise, make us your one-of-a-kind transformation partner. This partnership enables executive teams to understand the value of the investment, supports senior management in maintaining business continuity without disruption, and allows the delivery team to focus on achieving program outcomes while ensuring there is no gap between the business and technology.Read our case studies and visit our website to learn more about our expertise. Book a time with us to guarantee your success in your unique but exciting program of work.DIGITAL TRANSFORMATION PROGRAM MANAGEMENT OFFICE 17PMO Solutions – Capability Statement
WE HAVE BECOME RECOGNISED AS EXPERTS IN THE PMO SOLUTION FIELD18
Our Advisors have a reputation for providing expert EPMO/PMO services. Our appointment substantiates our reputation for delivering value to clients to numerous vital organisations.Our fundamental belief is that people matter. Therefore, our consultants are known for their capability in PMO Services and Solutions and for providing pragmatic, solid leadership and support for business, ensuring outstanding outcomes for our clients.Our TeamAmireh Amirmazaheri• PMO Solutions, Managing Director & Principle Consultant• 25+ years of working experience in PMO, Business Analysis and development• Certied PMI-PBA, PMO-CC, PRINCE2, P3O & Project Management Instructor, Change Management, Lean Portfolio Management• Master of Information Technology• Industry Experiences: Oil & Gas, Telecommunication, Engineering, Professional Consulting, Construction and Government, Information Technology• Gifted people leader who understands and manages business requirements to provide outstanding solutions • Expert in developing and implementing enterprise project management systems such as Oracle Primavera Suit, Microsoft Online Project, Daptiv• Expert in Project, program and portfolio management training and mentoring• President PMO Global Alliance Australia Hub19PMO Solutions – Capability Statement
Sama Taghavi• PMO Solutions, Associated Director- PMO and Planning• 9+ years of working experience in PMO, Portfolio Management, Project Management, Planning and Scheduling• Master of Operation Engineering• Microsoft Project and Oracle Primavera Expert• Industry Experience: Construction, Telco, IT, Professional Consulting, Utilities, Enterprise PPM Tools administration• Skilled in coordinating teams in analyzing business requirements and designing tailored solutions to implement PPM solutions and enhance its usage across the business• Expert in Microsoft Enterprise portfolio, program and project management systems, Microsoft project, project online and OnePlan• An active member of Engineers AustraliaMahdi Amirmazaheri• PMO Solutions, Technical Developer• More than 10 years of experience IT technology and systems• Bachelor’s in Information and Communications Technology from UWS• Focus on customer experience improvement• AWS, cloud and virtualisation specialist• Procient in implementing and conguring a range of enterprise tools to analyse and improve process workows• Great attention to detail and drive to provide the best possible experience.• Expert in software development and machine learning, Enterprise PPM Tools administrationSandra Arps• PMO Solutions, PMO Director• 25+ years of working experience in PMO, transformation and software development• Certied PMI, GAICD, Certied Product Owner, Certied Agile Leadership and Agile Project Governance, Blue Ocean Strategy Practitioner • Industry Experiences: Telecommunication, Financial Services, Professional Consulting, Construction and Government, Information Technology, Oil & Gas, Not-for-Prots• Expert in establishing and implementing PMOs in Asia and Australia• Selected Engagements with Alliance, Ambank, Bulletproof, CIMB Niaga, Curriki, ExxonMobil, Heritage Bank, I-Care, Lend Lease, Macquarie Bank, NSW Department of Education, QBE Insurance, S-Core, Suncorp• Expert in Project & Portfolio Management, Resource Management, Finance & Risk Management, Delivery Frameworks and Governance• Frequent Speak: The Women in Technology: World Series20
Farnaz Raghami• PMO Solutions Marketing ocer• +10 years of experience in Business Consultancy, +5 years focused on Branding and Marketing• Master of Marketing, Master of System management and eciency, MBA in Branding• Industry Experience: Retails, Oil & Gas, Food, Hospitality and Tourism, Pharmaceutical and Supplementary, NGO and non-for prot, Management Consultancy• Professional at Branding and Marketing• Espert at Marketing strategy, Plan and Campaign development and execution• Professional at Market research and analysis -synthetic and statistics methodologies• Skilled in business Situational analysis, Problem solving and Team building• Expert in PR and Customer Relationship and Retention managementPervin Rajah• PMO Solutions, Director – Transformation Oce• 15+ years’ experience in Enterprise Portfolio Management, Project and Program Management, Project Assurance and Strategic Planning and Prioritisation• Experienced leader entrusted with the responsibility of large and complex change portfolios (up to $450m)• Led successful technology and strategic transformation programs (up to $42m combined value) for large, tier 1 organisations.• Delivered outcomes across strategic planning & prioritisation, program delivery and project assurance, including applying best-in-class ways of working and uplifting an enterprise-wide delivery capability.• Passionate people leader who leads by example and with a people-rst approach, known for building high-performing teams across all aspects of the delivery lifecycle• Industry experience: Financial Services, Government, Professional Services, Technology and Telecommunications.• Bachelor of Engineering Science (B ENGSC)• Certied PRINCE2, Management of Portfolios (MOP), Agile Scrum (CSM), Business AnalysisNatalia Santamaria• PMO Solutions, Director – PMO and Change Management• 12+ years of experience in PMO and managing Portfolio, Program and projects.• Certied P3O practitioner, Certied IV in leadership management, Change management, PRINCE2, Scrum fundamentals, PMO, ITIL and CAPM• Bachelor degree in Industrial engineering• Industry experience: IT, Media, manufacturing, construction and Infrastructure• Gifted analytic thinker and result-driven professional who can create a magic logic and propose a practical solution• Expert in designing and implementing analytical solutions, business communication and reporting• Expert in developing and implementing enterprise project management systems such as: Smartsheet, Project online• Expert in Project, program and portfolio management training and mentoring21PMO Solutions | Capability Statement
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Our Advisors have a reputation for providing expert EPMO/PMO services. Our appointment substantiates our reputation for delivering value to clients to numerous vital organisations.Our fundamental belief is that people matter. Therefore, our consultants are known for their capability in PMO Services and Solutions and for providing pragmatic, solid leadership and support for business, ensuring outstanding outcomes for our clients.Our Clients23PMO Solutions | Capability Statement
PROGRAM MANAGEMENT OFFICE ESTABLISHMENTCLIENTDOWNER EDI - INFRASTRUCTURE SMC – 5 YEARS CLIENTPORTFOLIO VALUE$150M / yearSERVICESAdvisory & Consultancy and Operation & ExecutionDM Roads, the infrastructure and transport division of Downer EDI, is one of the largest non-government road infrastructure services providers that manages planning, design and delivery of contracts for road maintenance and improvement. This includes 1,400+ trafc signals, 150 variable message signs and 1,000+ other assets across western Sydney and regional New South Wales.MAIN CHALLENGES: DM Roads (SMC) came to PMO Solutions during a challenging joint venture establishment. The business processes and collaborative culture needed to be dened and needed leadership attention. At the time we joined the SMC program, there was no visibility and oversight of the projects and programs. That made the decision-makers and the client life so hard to understand the status of the program.The team felt they spent a lot of time on ‘re-ghting’ issues without the time or know-how to stop it happening again. Team responsibilities were also confusing within the business with a need to change the mentality around ‘everyone can be a project manager’. OUR APPROACH:1. We facilitated a lean framework methodology to determine the main business needs, pain points and PMO department objectives.2. We applied a P3M3 assessment, which increased the quality of improvement plans and clearly dened the high priority improvement areas.3. Once we understood the expected benets for program stakeholders, we set PMO vision and ve main SMART objectives to meet SMC program strategical requirements.4. We created a specic set of PMO services through our PMO Solutions Blueprint. This lists high priority services such as: Ɵ Program forecast and cost management Ɵ Program and project reporting Ɵ Planning and schedule management Ɵ Resource management Ɵ Information managementCASE STUDY24
PMO Solutions demonstrate strong skills in strategic planning, particularly in relation to project and program management and governance. Since working with DM Roads for more than three years, they have developed and implemented robust processes around project forecasting and cost management which has led the program management methodology framework for the business.PMO Solutions consultants always do what they say they do. They are diligent and always ensure our project forecasting and planning requirements are satised and that monthly deadlines are met.PMO Solutions have signicantly improved our project management processes, particularly around the areas of cost and time management. They implemented a robust governance regime that challenges project managers and drives them to provide accurate information and take ownership of their project workloads.PMO Solutions consultants communicate well at all levels of the business both formally and informally. They work to high standards and hold themselves and others accountable. They demonstrate compassion, adapt themselves to the situation, are always supportive and recognise the importance of relationships and collaboration”– DM Roads SMC Program Manager5. We conducted structured and unstructured interviews, focus groups and workshops in order to analyse stakeholder service requirements in various layers of the business.6. A PMO Solutions framework was applied to restructure the identied gaps and create a measurable benet scheme based on expectations and needs.7. Based on PRINCE2 and MAP, we set up their internal Project Management methodologies and governance, supporting these with processes and templates.KEY OUTCOMES1. Throughout the course of our PMO consultancy and execution, we were able to advance the P3M3 assessment results from Level 1 to Level 3 for high priority services in just 16 months. 2. By integrating business functions such as corporate nance, we improved corporate visibility on the contract to manage yearly EBIT and Projects prot margin. Furthering our focus on visibility, a successful project reporting procedure and standards guide was implemented in order to manage the status, time, cost and success of various projects.3. DM Roads increased the number of certied project managers from none to ve, all fully trained and certied in PMP, PRINCE2 and Cert IV in Project Management from AIPM. In doing so, we further supported these new Project Managers through individual mentorship in order to grow into their roles and become superusers of their unique business PMO strategy.4. Overall, internal roles and responsibilities within the Project Management Oce (PMO) department became clearer and structured in a way that fostered full team collaboration and support. 5. Internal stakeholders were able to better visualise their projects and in turn, their portfolio, giving condence in their work. Accurate reporting and goal-oriented reporting made sure all their successes were measured and assessed for further optimisations.For more Case Studies please go to pmosol.com25PMO Solutions – Capability Statement
PORTFOLIO MANAGEMENT OFFICE IMPROVEMENTCLIENTCITY OF BENDIGO – MAJOR PROJECTS& ASSETSPORTFOLIO VALUE$35M/year Portfolio ValueSERVICESAdvisory & Consultancy and Operation & ExecutionThe Council delivers a range of projects, including major new capital works, extensions/refurbishments/upgrades, infrastructure, maintenance, etc. to run a geographically large council. Other project-like activities are also undertaken, i.e. digital services or enterprise/core systems upgrades. The focus of our engagements was on major projects and asset management, initiated by a new Victorian requirement that every local government authority must have (build) a 10-year capital works pipeline.MAIN CHALLENGES: City of Bendigo approached the team at PMO Solutions to improve their internal processes and programs surrounding their Project Management Oce. Due to a large number of stakeholders within the business all with connections to project delivery, the team found that there was a political environment that didn’t foster collaboration or improvement. There appeared to be a lack of a ‘Project Management’ mindset which further enabled a lack of project denitions from delivery to reviews, decision points and funding. This meant the business was not able to review previous projects due to unreliable data and information.OUR APPROACH:1. We began by collecting all available data from the various project teams of previous projects. By coordinating the data and analysing it, we were able to dene the gaps in current processes using our PMO Blueprint.2. Working with key stakeholders, together we deconstructed their previous processes and re-dened their ultimate goals and expectations that turned these gaps into wins. This included PMO KPIs and ROI.3. We designed and developed The City of Greater Bendigo Project Management and Capital investment frameworks to improve the PMO services maturity.4. Gathering all data, we were able to dene and categorise their projects while building a PMO Competency Framework to deliver the PMO roadmap. 5. Once the roadmap was dened, PMO Solutions worked to educate and upskill the new PMO and PM team on their project management and organisation skills in order to carry out the roadmap.6. Throughout the process, we ensured that all work was done collaboratively so the team could practise and further understand how to work with each other to solve problems.7. A 10-year capital pipeline dashboard was built, alongside a more qualitative analysis matching projects to their natural owners, and how they help deliver value to the constituents.8. One of the services already identied was Project Audits and Completion Reviews. We created a methodology that supports the business services and builds on existing systems and tools.CASE STUDY26
PMO Solutions consultants helped us to determine and understand organisational needs and design a PMO that would add value and is clear on the appropriate services. This included starting a draft process to support the establishment of the services.Another huge benet PMO Solutions supported PMO with, was a new requirement that the Council establish a 10+ year pipeline of capital works. PMO Solutions mobilised at short notice and workshopped with the organisational leadership team.They determined datasets and designed the pipeline dashboard, including all processes to keep it updated.Our Team really enjoyed having such knowledgeable PMO experts to bounce ideas (and issues) off. Which for me was a beautiful bonus to our agreement. PMO Solutions have strong work ethic and always want to ensure value is delivered to an organisation”– City of Greater Bendigo, Manager Project Management OfceKEY OUTCOMES1. A 10-year capital pipeline datale, dashboard and process created and implemented, which provides visibility of potential and future capital works.2. We implemented the PMO Value Ring methodology to develop the roadmap. This approach reduced the process timeline from 3/6 months to 5 weeks. 3. PMO Services Roadmap designed, consisting of PMO-specic and appropriate versions and process documentation.4. PMO team capabilities and maturity assessment resulted in a skills matrix and training plan.5. Collaborated with the PMO on the communication strategy by using a uniquely creative poster format.6. A redesigned project completion and phase-end review process that adapts the requirements based on the size and/or complexity of the project.7. Completion Reviews of Major Projects resulted in several recommendations to improve the delivery of future projects.8. All identied project delivery improvements are supported by the PMO Services on the roadmap.9. Capital Investment and Project Management Frameworks delivered and currently in use as a guide to implementing the required processes, systems and documentation requirements that are on the PMO Services roadmap.10. A starter set of user-friendly templates to support the Capital Investment and Project Management implementations.For more Case Studies please go to pmosol.com27PMO Solutions – Capability Statement
LEAN PMO SERVICES FOR A DISASTER RECOVERY PROGRAMCLIENTNSW RECONSTRUCTION AUTHORITYPORTFOLIO VALUE$350M Program ValueSERVICESOperation & ExecutionThe NSW Reconstruction Authority is dedicated to facilitating disaster prevention, preparedness, recovery, reconstruction, and adaption to the effects of natural disasters in NSW. The Authority’s role is to ensure NSW is best placed to face future natural disasters before they occur and recover quickly when they do.MAIN CHALLENGES: PMO Solutions has received an invitation from Resilience NSW to participate in a tender for the support housing program. This program, which started in April 2022 with a budget of $350 million, aims to provide displaced individuals with housing after experiencing ooding.Due to the unique nature of the program, the team requires program management support services. Currently, there is no consistent reporting or tracking system, no risk and issue management, and the program timeline lacks key milestones. The program team is under signicant pressure to provide program briefs and executive updates. These challenges must be addressed as they are impacting the delivery of the program, which is fast-paced and constantly changing to meet the needs of those aected by the ood.Additionally, during our onboarding process, Resilience NSW merged into Construction Authority NSW. This presented its own challenges as the business objectives and directions changed.OUR APPROACH:1. We collaborated with the team to gain a deep understanding of the program and its responsibilities.2. We discovered that the program operates at a rapid pace, with nothing more important than delivering homes to customers. Additionally, there are various stakeholders from diverse communities involved.3. To adapt to the dynamic demands of the eld and the urgency of events, we implemented an “Agile way of working” for program delivery.4. We revamped the program management approach by creating a comprehensive customer journey map through workshops and on-site visits.5. We documented successful practices and strategies in a playbook, which has proven eective for the program.6. We developed generic templates that can be utilized for future programs.7. We established a risk management practice and introduced a new process for managing risks and issues that aligns with the program’s fast pace.8. We implemented program schedule management and control. Given the high priority and demanding nature of the program, traditional schedule management methods were not suitable.9. We improved reporting by utilizing more reliable data and employing the design thinking method.CASE STUDY28
For more Case Studies please go to pmosol.com10. We developed prototypes for various technology solutions to reduce data collection risks and improve customer service speed through a customer-centric design approach.11. We successfully piloted one of the projects in the program, ensuring it meets both the customers’ needs and business expectations. This approach establishes a high standard for other projects in the program, providing them with valuable best practices.I appreciated the access to PMO Solutions experts to talk through changing issues and priorities. It was a difcult engagement with such a fast moving program, but being present on site gave the ability for PMOSOL to see the work on hand and gave us the opportunity for face to face interaction and mapping our customer’s journey, which I found valuable”– Reconstruction Authority, Housing program managerKEY OUTCOMESDuring our engagement, we experienced a high level of changes. However, our adaptability and innovative resource model greatly improved the eciency of program delivery.Our technology solutions played a crucial role in streamlining the journey from data to information. We also developed various innovative and digital solutions to mitigate risks in the customer data collection process.The team demonstrated great adaptability and exibility throughout the journey. This led to signicant improvements in program team collaboration and condence in delivering successful outcomes.We took a customer-centric approach by establishing PMO solutions and services tailored to meet the specic needs of our clients. This approach ensured high standards and processes that were t for purpose, ultimately setting our clients up for success.One of the main outcomes of our eorts was a 42% increase in program delivery condence. This improvement greatly enhanced the eciency of the program team in delivering the desired benets.As a PMO consultancy based in Sydney, we had the opportunity to connect with the team in regional areas and witness the impact of oods on people’s lives. This experience was truly heart-touching and it further accelerated our understanding of the customer journey. We empathized with their pain and made sure to keep the customer at the center of our work.Shaping up the program took approximately four months, but thanks to our exibility and adaptability, we were able to collaborate eectively with the Construction Authority team and accelerate the implementation of new ways of working.In addition, we established and developed a playbook that documented successful practices and strategies for delivering similar programs. This playbook proved invaluable in improving the program design and setup process.29PMO Solutions – Capability Statement
ENTERPRISE PORTFOLIO MANAGEMENT OFFICE IMPLEMENTATIONCLIENTDEPARTMENT OF REGIONAL NSWPORTFOLIO VALUE+$25B/Year Portfolio valueSERVICESOperation & ExecutionThe Department of Regional NSW (DRNSW) is a central agency for regional issues, building resilient economies and communities. They work to strengthen primary industries by managing the use of land in their area which has great mineral resources as well. The team also ensures that government investment into these areas will have positive outcomes on local businesses or people who live there too.MAIN CHALLENGES: DRNSW came to PMO Solutions to design and develop Enterprise Portfolio Management Oce (EPMO) for 9 dierent business units within the cluster for a portfolio value of +$25B. The reason they needed an EPMO was they did not have oversight and visibility on how projects are delivering strategic impacts and as a result decision makers couldn’t make decisions on how to meet the department’s strategic objectives. In addition, there was no clarity on project management capability and maturity. There was also a big gap in delivering the projects within dierent clusters and the strategic outcomes of the regional department. This all resulted in lots of admin work to consolidate all 9 clusters’ work, data was not reliable, there was a lack of common language and all PM’s were working individually with their own process & language.OUR APPROACH:1. We started reviewing the current Department EPMO establishment activities, this included nalising and showcasing the target model, nding the gaps and setting up the actions.2. We worked with all key stakeholders to assess their needs, expectations and interests. 3. Reviewed dierent cluster’s portfolios and project management capabilities, and literature.4. We worked with all project management community members in dierent clusters, the executives and directors to collect the expectations and evaluate the business reality and readiness. 5. We proceeded to design and develop the Enterprise Portfolio Management Oce services for 9 business units within the cluster for the Department of Regional NSW to improve strategic alignment, empower executive oversight and decision making and uplift portfolio management-related capabilities.6. We aimed to improve reporting, data governance and management processes and tools with resulting improvement in business unit’s engagement and transparency.7. Designed and developed a department-wide enterprise project management framework (EPM) to improve strategic alignment. This was done by aligning dierent project management frameworks across the department and matching them to the department-wide EPM framework. 8. Developed reporting framework and templates to monitor high priority projects progress, strategic indicators status and portfolio performance measures across the department.9. As a matter of urgency in xing the issue and de-comissiong the current system, we developed a robust process and automated system on Oce365. CASE STUDY30
PMO Solutions made a great contribution to the team and have shown a lot of resilience through the changing requirements and shift in focus. We will certainly stay in touch!”– DRNSW, Director Portfolio Performance and ReportingFor more Case Studies please go to pmosol.comKEY OUTCOMES1. With the concern of upcoming deadlines, PMO Solutions & the DRNSW were able to facilitate a much improved connection between dierent clusters, data reliability, understanding of the project’s purpose and the value chain to the Government strategic indicators.2. The team was very open and grateful, supportive and collaborative in applying the change. We have their optimism to thank as the whole process of establishing the EPMO strategy and design, enhancing the reporting framework and implementing an enterprise project management framework took 4 months. 3. As the team were in need and it was a quick win to help the department in their transition from current reporting and project management system to their new system, the adaptation had to be quick. 31PMO Solutions – Capability Statement
ENTERPRISE PORTFOLIO MANAGEMENT OFFICE OPTIMISATIONCLIENTGREATER WESTERN WATERPORTFOLIO VALUE$300M/Year portfolio valueSERVICESTraining & Coaching, Advisory & Consultancy and Operation & ExecutionGreater Western Water are responsible for the classication, distribution, education and billing of drinking water, recycled water and sewerage services across Melbourne and its rapidly expanding Western region. Greater Western Water plays a vital role supplying drinking water, treating wastewater and providing alternative water to communities and industry.MAIN CHALLENGES: Greater Western Water came to PMO Solutions to help with their project eectiveness. They had a huge excel spreadsheet to manage the portfolio forecast, however this spreadsheet was managed and used by dierent project managers. The immediate request was to optimise the process and the tool in managing project forecasts.The main gaps were between the process, the way of working (Methodology) and the tools and systems. It was clear that due to unclear data management processes, there was inconsistency on information which produced a re ghting approach and lack of individual responsibility understanding and governance. Although their current internal PMO had placed a lot of importance, time and eort into smoothing the project forecasting process, the data inconsistency and disconnections made data unreliable, not available with no purpose.OUR APPROACH:1. Worked with business executives and senior management team to learn their objectives, values & goals.2. Worked alongside the project management team to understand individual & team challenges.3. Carried out a series of workshops which aim to evaluate the current forecasting and cost management process.4. Dened portfolio cost forecast success and developed the evaluation parameters.5. Dened & standardised artefacts and developed the cost forecast spreadsheet and process.6. Developed a technical solution to gather information from individual PM and consolidate it to a central location with Microsoft Excel.7. Implemented an easy access and ecient centralised platform to manage the project’s data.8. We upskilled PMO sta from administrative roles to leading, inuencing and facilitating arm.9. We replaced the traditional training approach to a new agile, engaged and fun training session that people feel safe and supported.10. We used an innovative method to create a centralised risk register from dierent registers across dierent projects. This saved us eort and time in engaging PMs in updating the project risk register.11. Facilitated a collaboration environment between the IT, technical and PMO teams.CASE STUDY32
KEY OUTCOMES1. During our engagement with Greater Western Water, our PMO implementation team was able to increase the forecasting data accuracy by more than 40% while also ensuring a high PPM tool usage rate - which increased by 70%. Throughout our partnership and even with the major changes to internal processes and reporting, PMO customer satisfaction still increased by 79%.2. The entire Project Management Oce team and project management team was able to communicate with one common language which improved projects cost management maturity from Level 1 to Level 2. This in turn increased PM engagement by creating a user-friendly system landscape.3. A more user-friendly system meant increased usage, which in turn meant improved reporting capability & full data reliability, clearer portfolio oversight on the project timeline, increased risk & issue management literacy within the entire organisation and a clear denition between issue and risk.4. On top of the project, City West Water and Western Water merged and Greater Western Water began. We had a vital role for supporting the change by advising & supporting the establishment of their EPMO, designing a consolidated PM framework, and supporting the business transition to an Enterprise Portfolio Project Management tool. All of which was done successfully with great results as seen above.Working with PMO Solutions has really uplifted the business’s understanding of project management, no hesitation in recommending PMO Solutions. Has been a positive engagement. They really embedded themselves as part of our team which is very benecial. The experience has been very positive. - PMO LeadPMO Solutions are unique in their understanding of PMOs. They are extremely knowledgeable and have an authentic understanding of PMOs. They can provide advice and deliver. They are a stand out PMO resource. - Manager Infrastructure Investments and partnerships12. Innovated a simple method to minimise the risk of human error, and system fault and make our Project Managers happy.13. We conducted a consistent and periodic audit routine to ensure there is a balanced alignment between the tool, Systems, Methodology and business processes & objectives.14. Developed an ecosystem of partners to improve transparency and enable teams to better use of data and better projects time management outcomes.For more Case Studies please go to pmosol.com33PMO Solutions – Capability Statement
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