PMO Design Canvas by Victor Pestana
"There is no right or wrong in PMOs. There is only what you need to do to make the value of your PMO is recognized.."
According to Américo Pinto, chairman of the PMO Global Alliance, following pre-set PMO types is a short path to failure, since a successful PMO is one that is flexible enough to adapt to the needs of its stakeholders, delivering the value expected by them.
Then the understanding of the benefits expected by the stakeholders, and from them, the correct definition of the functions that will be assumed by the PMO is a critical success factor for its implementation and permanence.
PMO Design Canvas was created by Victor Pestana (see LinkedIn Profile) as a didactic tool for designing the mix of functions to be performed by a Project Management Office (PMO) to be deployed or to review the functions of an existing PMO.
It was created with full alignment to the PMO Value Ring, an international methodology developed with the participation of experienced PMO leaders that provides eight steps for PMO deployment, evaluation, and repositioning.
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The purpose is to contribute in a more dynamic, visual and participatory way to define the steps 1 (collect expectations and identify functions) and 2 (balance the mix of functions) of the PMO Value Ring, reinforcing the concept that the mix of functions is a consequence of the benefits expected by stakeholders from the PMO, and not vice versa.
Its use is directed towards a classroom approach, but can also be used to raise awareness of the subject in real situations.
However, for a more complete practical application, it is recommended to use the PMO Value Ring tool because it already provides recommendations for better alignment between benefits and functions, according to a database built with the participation of experienced PMO leaders.
Define the set of functions for the
Project Management Office
Deliver to your organization the value expected by stakeholders.
Suggested application method for classroom use
1) Choose the PMO for application
Divided into groups of 5 to 7 people, it is necessary to define which PMO will be used as a case for the exercise and the PMO Manager, who will mediate the group during the dynamics. It is recommended a dynamic strategic planning and/or portfolio management before (if any, keep the same groups and case for application).
Print the PMO Design Canvas
at size A0
2) Mapping of benefit expectations
Each group will play the PMO stakeholders of another group to define the expected benefits, changing the canvas under the guidance of the person responsible for the dynamics.
They must choose at least 5 benefits from the 30 potential benefits of a PMO, according to the PMO Value Ring methodology.
3) Balance of the mix of functions
Each group will select the functions that best meet the benefits defined by stakeholders.
They must choose at least 5 functions from the 26 potential functions of a PMO, according to the PMO Value Ring methodology.
The group then assesses the degree of contribution of each function to the extent of each benefit (adherence to benefits). Percentages or scores can be used.
It is not necessary to add 100% or some maximum score since the important one is the average value of adhesion of each function and the ordering (1º for the function with greater average and last placement for the one of lower average).
With the functions ordered, the group should discuss whether adherence to benefits has been confirmed. Otherwise, some functions can be replaced by others as long as they confirm greater adherence.
4) Evaluation and debate
In the end, stakeholder groups assess whether the functions defined by the PMO team in question meet their expectations.
It is important to emphasize that the tool of the PMO Value Ring already makes the recommendations of the functions.
But despite that, putting the dynamic participants to draw their own conclusions about the degree of contribution of each function for each expected benefit is a process that brings a lot of learning and alignment.