PMO17BR305 Hit a Home Run: How to Evolve Your Federal PMO Scott Hine, Director, Project Management Coordination Office U.S. Department of Energy (DOE)

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1 HOUSTON, TX, USA 5 8 NOVEMBER 2017 #PMOSym PMO17BR305 Hit a Home Run: How to Evolve Your Federal PMO Scott Hine, Director, Project Management Coordination Office U.S. Department of Energy (DOE)

2 Learning Objectives Identify ways of building upon past successes to move the PMO forward Recognize unique leadership challenges faced by government PMOs and develop new strategies for facing those challenges Develop tools for managing a PMO staff that incorporates the right mix of skills among federal and contractor staff 2

3 Presentation Outline Start of a revolution Sprinting ahead Evaluate and improve Strategic implementation Evolution without revolution 3

4 What Type of Organization Are You With? Government IT Healthcare Financial Services Consulting Academia Nonprofits Other 4

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6 PMO Timeline Establish communities of practice Recovery Act start and PMO established New organizational leadership Revise policies and processes Begin staff trainings Recovery Act end Sprinting ahead Evaluate and improve Strategic implementation 6

7 $ $ $ $ $ $ $ $ $ $ $ $ Recovery Act Funding increased by US$17 billion 3,000 high-visibility, high-profile projects Diverse recipients Accelerated timeline for completion $ 17 FEBRUARY 2009 RECOVERY ACT STARTS +US$17 billion (US$19 billon total) +3,000 projects Start PMO 30 SEPTEMBER 2010 Deadline for obligating US$17 billion and spending US$3.74 billion 30 SEPTEMBER 2015 RECOVERY ACT ENDS Deadline for de-obligating over US$600 million 7

8 Sprinting Ahead and Establishing New Strategies Senior leadership endorsement Stakeholder engagement Staffing needs Project monitoring and reviews Audit procedures Staff training Adapt policies to achieve goals Add staff 10 X audits IT system development Briefings Working with stakeholders 25,000 monitoring activities Hit constantly moving targets Training Reporting 8

9 Evaluate and Improve PMO During Recovery Act Natural evolution Familiarity with the portfolio More experienced staff Improve policies and processes Prove ourselves to senior leadership Build relationships with senior leadership Policy improvements Natural evolution of project management skills 9

10 PMO Evolution Recovery Act start Sprinting ahead Strategic implementation Recovery Act end Evaluate and evolve program 10

11 Internal Drivers to Increase Efficiencies Analyzing project data across department Identifying high-priority projects Working within the processes to revise and create new policies Oversight of congressionally directed projects 11

12 External Drivers of PMO Evolution Change in senior leadership New vision, priorities and expectations One way of doing business Identify the best way to implement the priorities 12

13 Building a Unified Vision Communities of practice (CoP) Subject matter experts identify best practices, lessons learned from the Recovery Act Agree on a structure and policies for the entire program Non-negotiable activities from senior leadership Change control board 13

14 Centralized Resources Developed project management intranet site Established a help desk Took ownership of templates, guidance, tip sheets Engaging with staff Mentoring Centrally funded training resources 14

15 Training Mandatory in-person, classroom training for all staff Project Management Professional (PMP) certification bootcamps Training videos Project management workshops On-demand webinars Ad hoc trainings by office request Certifications 15

16 Making Inroads With Senior Leadership Representing office to top officials Led monthly briefings with senior leadership for several years Recognition of the value and role of PMO 16

17 Strategic Implementation of Established PMO Built up credibility through the successful implementation of programs Continual improvements and engagement with senior leadership and project teams 17

18 Sharing Our Knowledge Lead FedPM CoP Central source for program and project management best practices from across the federal government Support others as they establish PMOs Other DOE offices Foreign government agencies 18

19 FedPM CoP Started in 2014 by U.S. Environmental Protection Agency (EPA) staff, currently led by The Office of Energy Efficiency and Renewable Energy (EERE) Over 500 individuals and more than 60 agencies and departments represented Working groups Virtual and in-person meetings Online library and discussion board LinkedIn site Collaboration with other project, program and portfolio management organizations 19

20 FedPM CoP Working Groups Acquisition Capital asset Cross-functional Financial assistance Information technology Contracting officer s representatives 20

21 More Than 80 Member Organizations 21

22 Evolution Without Revolution Building capabilities Prove yourself with small successes that add value Build your own momentum Building credibility Senior leadership Project staff Learn from those that have done it! 22

23 Action Plan Start Today! Gather data and information to build credibility Identify efficiencies and improvements and evaluate how to implement Implement test cases or pilots Summarize your findings and recommendations in a report Demonstrate continued value to your organization TODAY! 23

24 Join a CoP! Join local chapters Attend project management meet-up groups Join online and #PMOT on Twitter Project Management Masters Google+ community Actively participate and contribute 24

25 Let s Start Our Own CoP! What type of organization are you with? Government IT Healthcare Financial Services Consulting Academia Nonprofits Other 25

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27 Get to Know Your New CoP Introduce yourself Name Location Organization Share a lesson learned from a recent project What is something that you are interested in learning more about? Collect contact information and keep the discussion going 27

28 Come See My Other Talks! Knowledge Hub - Implications of the Program Management Improvement and Accountability Act (PMIAA) Today, 1:00 2:30 p.m. Salon D KH #4 Lightning Talk The Race to Recovery Tomorrow, 8:00 8:45 a.m. Salon B 28

29 Contact Information Scott Hine, Director Project Management Coordination Office, U.S. Department of Energy Office of Energy Efficiency and Renewable Energy Executive Sponsor of FedPM CoP Get involved at 29