Objectives
Mawson Zoo is considered a fictitious organization whose main purpose is to advance discovery, stewardship as well as an understanding of the world with the help of compelling exhibitions as well as by interpreting living animals. Recently, it was recognized by the Zoo that project management is a serious discipline as well as values that uses different types of terminologies, tools as well as techniques that are identified to be critical for the implementation of the project. Presently, it is identified that the zoo experiences challenges as its projects generally tend to be conceived as well as implemented in a very much isolated manner where proper control, as well as coordination, generally falls on a particular division. Therefore, projects are not properly prioritized or evaluated in context to the organizational strategy. In order to resolve the challenges, the executive of the Zoo has approved the design as well as successful implementation of a PMO in order to effectively develop as well as govern the organization-wide portfolio as well a program framework.
The main vision of the project is to design as well as implement PMO in order to successfully develop as well as govern the organization-based program, portfolio or project framework.
The main goal of the project is to successfully design as well as implement a PMO based framework for successfully developing as well as governing the organization related program, portfolio as well as project framework.
The objectives of the project are as follows:
- Specific: Designing as well as implementing PMO for developing and governing the organization-wide portfolio, program as well as project-related framework.
- Measurable: The implementation and design of a PMO can be measured by analyzing the current status of the project.
- Achievable: The project will be achieved as the stakeholders who are involved are very much skilled as well as experienced in order to successfully undertake the work of the project quite well.
- Realistic: The project is identified to be realistic as the implementation and design of PMO would further facilitate corporate as well as senior management-based decision making that is concerned with prioritization as well as strategic alignment of portfolios, projects as well as programs.
- Time-bound: It is assumed that the work of the project will get accomplished within three months’ time.
The project scope mainly includes designing and implementing the PMO that further includes the following work that is mainly listed below:
- Developing a business case and a project charter that will include all the information and details related to the project charter.
- Development of a project plan that reflects the entire timeline and budget that are mainly associated with the project.
- Identification of project sponsor as well as proper assessment of the work during the design and implementation of the PMO.
- Development of different types of procedures as well as processes for the successful establishment of the PMO.
- Proper training as well as workshops in order to successfully train the employees of the organization quite well.
- Successful implementation of the project and undertaking proper continuous improvement while undertaking the work of the project.
- Post project review in order to check and review the project on a regular basis for ensuring that the PMO design and implementation project is on track.
Additionally, it is identified that the team members of the project are not provided with PMO certifications, and therefore they lack proper project management related knowledge. Thus, PMO certification-related facility is mainly excluded from the project.
The deliverables that are associated with the design and implementation of the PMO are mainly elaborated below:
|
Deliverables |
Description |
Success criteria |
Quality requirements |
|
Status report |
Includes information regarding the progress of the project. |
If the project progress report is on track, that means the project will be successful. |
Tracking the project on a weekly basis helps in maintaining quality. |
|
Project plan |
The project plan showcases the time and budget needed for the project. |
If the stakeholders follow the project plan for maintaining time and budget, then the project will be considered successful. |
Undertaking requirements gathering for collecting proper information and details. |
|
PMO implementation |
PMO implementation is needed for the proper implementation of the project. |
The project will be successful if the implementation of the project helps in standardizing the portfolio, programs as well as project governance processes. |
Utilizing all the quality requirements as well as standards for maintaining the quality during the implementation of PMO. |
|
Project report |
The project report includes information regarding the strategies and frameworks that are used in the project. |
The project will be on track if the project report includes all the lessons that are learnt during the project. |
Maintaining the quality of the document by using the right information and details. |
Customer
The customers are the groups who will generally get proper benefits from the design and successful implementation of the PMO. The customers will get the project at the estimated time and budget so that they can use them for achieving the needed benefit.
Project Stakeholders
|
Stakeholders |
Power |
Interest |
|
Project manager |
High |
High |
|
Low |
High |
|
|
Low |
High |
|
|
Low |
High |
|
|
Customers |
High |
Low |
|
Sponsors |
High |
High |
|
Trainer |
Low |
Low |
|
Analyst |
Low |
High |
|
Consultant |
High |
High |
|
Stakeholders |
Responsibilities |
|
Project manager |
The project manager is responsible for the successful accomplishment of the project objectives. |
|
Project planner |
The project planner helps in successfully preparing the project plan and tracking the progress of the project. |
|
Financial manager |
The financial manager handles the expenditure of the project for avoiding financial hurdles. |
|
Resource manager |
The resource manager takes the responsibility of allocating and managing the resources of the project. |
|
Customers |
The customers are the ones who get proper benefits from the PMO implementation. |
|
Sponsors |
The sponsors help in providing the required funding for undertaking the project. |
|
Trainer |
The trainer helps in providing proper training facilities in order to train the stakeholders. |
|
Analyst |
The analyst takes proper responsibility for analyzing the required information and project. |
|
Consultant |
The consultants help in the successful design and implementation of the PMO. |
Project Milestones
The Gantt chart that is provided below showcases the project milestones for the design and implementation project of PMO. Additionally, it also showcases all the phases and the time duration required by each phase for undertaking the work of the project.
Figure 1: Project plan
(Source: Created by Author)
Constraints
- The allocated budget for the project is $489,500, and thus the project manager needs to finish the project within the allocated budget; otherwise, the project will experience financial hurdles.
- The total time that is allocated for the project is around 60 days which is three months, and if the project schedule slips, then it would be quite difficult to deliver the project on time.
Assumptions
- As per assumption, the project managers are quite experienced, and thus they can be able to handle the project uncertainties well.
- The project manager also assumes that design, as well as implementation of PMO, would help in the successful accomplishment of project work.
Resources
The figure that is provided below showcases the stakeholders who are involved in the project. The figure also showcases the number of hours for which the stakeholders are involved in the project and the effort that they provide for accomplishing the roles assigned to them.
Figure 2: Resource plan
(Source: Created by Author)
The total budget that is mainly estimated for undertaking the work of the project is around $489,500. The detailed budget that is needed for each phase is given below.
|
Task Name |
Duration |
Cost |
|
Design and implementation of a PMO |
3 mons |
$489,500.00 |
|
Initiation phase |
0.65 mons |
$9,600.00 |
|
Developing a business case |
3 days |
$2,400.00 |
|
Cost benefit analysis |
2 days |
$1,440.00 |
|
Preparing a project charter |
3 days |
$2,160.00 |
|
Hiring stakeholders |
5 days |
$3,600.00 |
|
M1: Completion of initiation phase |
0 days |
$0.00 |
|
Planning phase |
0.5 mons |
$7,440.00 |
|
Development of project plan |
3 days |
$2,160.00 |
|
Estimating a budget |
2 days |
$1,440.00 |
|
Preparing a risk register |
3 days |
$2,400.00 |
|
Preparing a communication plan |
2 days |
$1,440.00 |
|
M2: Completion of planning phase |
0 days |
$0.00 |
|
Execution phase |
1.5 mons |
$467,260.00 |
|
Identify sponsor |
3 days |
$2,160.00 |
|
Performing assessment |
4 days |
$3,040.00 |
|
Preparing proposal |
3 days |
$2,160.00 |
|
Getting approval from sponsor |
1 day |
$800.00 |
|
Developing procedures and processes |
3 days |
$2,280.00 |
|
Establishing PMO |
4 days |
$6,240.00 |
|
Training and workshops |
4 days |
$3,040.00 |
|
Implementing a new PMO process |
3 days |
$304,440.00 |
|
Post implementation |
2 days |
$140,700.00 |
|
Continuous improvement |
3 days |
$2,400.00 |
|
M3: Completion of execution phase |
0 days |
$0.00 |
|
Closure phase |
0.35 mons |
$5,200.00 |
|
Post project review |
3 days |
$2,160.00 |
|
Stakeholder sign off |
1 day |
$800.00 |
|
Documentation |
2 days |
$1,440.00 |
|
Releasing resources |
1 day |
$800.00 |
|
M4: Completion of project closure phase |
0 days |
$0.00 |
The risks that can occur during the design, as well as implementation of the PMO during the project, are mainly elaborated below, along with proper mitigation strategies.
|
Risk |
Impact |
Probability |
Mitigation |
|
Schedule slippage |
High |
Likely |
Tracking of the project regularly. |
|
Budget shortfall |
High |
Very Likely |
Use of EVM for managing the cost variances. |
|
Inexperienced team |
High |
Possible |
Hiring an experienced team during the project. |
|
Lack of communication |
Medium |
Possible |
Arranging weekly meetings for avoiding communication issues. |
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