Messages on Developing A Virtual Project Office

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Original Post:  Developing A Virtual Project Office Fraser Smith Ottawa, ONTARIO, Canada 5 posts Posted Jan 28, 2004 2:11 PM Greetings All I have a strong technical PM background and have a real passion for PM. I have recently shifted gears in my career and am currently a manager within a project office that is "supposidly" overseeing a multi million dollar gov initiative. I've been here for a short time and have already noticed that the various project areas (referred to as clients from here on in) are constantly being bombarded for data, info, and status reports from a wide variety of sources. Thus, when I request either status reports (to calculate my earned value, CPI, SPI etc) and or documentation for my doc repository, it is sometimes ignored. Bottom line, I feel that by creating a web portal to consolidate and streamline the amount of information coming and going it would increase efficiency and productivity all around. I know the key in gaining senior management approval is to show how I would be providing value back to the clients and thus would be gaining some momentum, but this is tricky. Has anyone had any experience in developing a "virtual project office"? Some of the features I am putting forth for consideration as an example are: 1) Document repository 2) Data Input (data, status reports etc) Providing each client with their own executive dashboard (CPI and SPI etc) 3)Template archive 4) Collaborative Workspace etc... Any thoughts on implementing or things I should watch out for would be greatly appreciated! Thanks F

Replies Sort:   Newest First    Chronological   Elyse Nielsen Senior Project Manager, Ascension Health Information Services Jacksonville, FL, USA 91 posts Posted Jan 15, 2010 8:11 AM Hi Sherri, Perhaps it may be best to start with what they do not want. I have found individuals are readily available to know what they do not like, versus what they life. Another way to help solidy the requirements is to assess their pain points, and the impacts of those pain points. Please share with us what you discover! Hope this helps, Elyse My PM Blog, Anticlue Sherri Gouthier Denver, CO, USA 2 posts Posted Jan 4, 2010 3:24 PM Fraser, Hi, I'm wondering how this project went? Do you have any tips and tricks, or lessons learned? I'm currently evaluating the best tools to do this as well and/or seeing if I can make our current tools coincide with the requirements. In addition, I'm currently working on developing a project portfolio for our management and client however neither knows what they want. Thank you, Sherri Mark Perry Orlando, FL, USA 674 posts Posted Nov 5, 2004 5:51 PM Processes On Demand, by BOT International, is a ready to use html-based software solution for rapid, cost effective PMO or "virtual" PMO setup. Provided are project management PMBOK and SDLC processes, intuitive workflows, step by step guidance, and a library of templates forms and checklists. Provided are PMO management processes and information for portfolio management, governance, and continuous improvement. Also, provided is a Process Builder that enables non-technical staff in the "virtual" PMO to set up any PM best practice or departmental procedure such as Change Management, Maintenance, IT Procurement, etc. Processes On Demand is designed to work with and complement your existing IT infrastructure and PM tools. Intranet/LAN ready as well as MS SharePoint and IBM Team Workplace solutions are available for your "virtual" PMO. You can find more information, presentations, white papers, and demonstrations at www.botinternational.com. Hope this helps. Mark Perry, Vice President of Customer Care and Product Development, BOT International. Lucas Rodríguez Cervera Madrid, Madrid, Spain 4 posts Posted Sep 14, 2004 7:40 AM Here are my two cents: 1) Document repository Very important, although it is more a matter of discipline than a technology issue. Make it easy for the people to be compliant with the policy. The process of uploading a document and specifying it's metadata should be as short as possible. Don't punish non compliance, but clearly reward good users. 2) Data Input (data, status reports etc) Providing each client with their own executive dashboard (CPI and SPI etc) Absolutely, information is the key for accurate and timely preventive decissions. 3)Template archive 100% necessary. Force PMs to use official templates. 4) Collaborative Workspace etc... Depends on the type of proyects that the organizations carries on. From my experience it has proven not to be very useful when the project team is located in the same place. Hope it helps, Lucas Rodríguez www.nevant.com Anonymous Posted Apr 24, 2004 7:15 PM I have experience with virtual project teams utilizingw/eRoom. Alessandra Dwyer Northampton, Northants, United Kingdom 1 posts Posted Apr 14, 2004 3:59 PM Don't know if you're still looking but I've had good results implementing Microsoft Sharepoint technologies (Portal Server and Team Services) to address precisely the things you are looking for and have used it to good effect for an international "virtual" PMO for a specific client as well as internally to manage collaboration on programmes of work/projects. The tool is web-based and by implementing on extranet you can give customers outside of your own organisation access to your/their data. Check out Microsoft website http://www.microsoft.com/sharepoint/ bibin kumar Orlando, FL, USA 1 posts Posted Feb 18, 2004 11:03 AM If you have an opportunity, I would recommend to take a look at Siebel Professioanl Service Application, it has all the process built into it. David Hudson, MAIPM, MPD Owner, Principal, Primal Solutions Hawthorne, Qld, Australia 55 posts Posted Feb 16, 2004 3:32 AM Dear Frank If you want a good example of supporting software look at Pacific Edge; Project Office. An excellent portfolio management tool. Regards David Hudson Brisbane Australia