Welcome!

AJAX & REA Authors: Andreas Grabner, Tim Hinds, RealWire News Distribution, Kevin Benedict

Related Topics: SOA & WOA, Java, .NET, AJAX & REA

SOA & WOA: Article

The Agile PMO

Leading the effective, value-driven, Project Management Office

Tom Jenkins, the newly appointed PMO manager convened his team. Xavier, Paula and Xing were eager to start work. Tom explained that the PMO rollout is a change process. He gave his team assignments around stakeholder analysis, mapping of communication requirements, and creation of the PMO newsletter. While the team was somewhat puzzled with these activities they moved to fulfill them. Working with the stakeholders, the team captured many complaints pertaining to the current way of work and gathered numerous requests for improvements. Eagerly awaiting their next meeting, which was held virtually through a videoconference, they prepared a list of proposed improvements. Xavier proposed to commence work on the work breakdown structure and the software development lifecycle. Paula suggested to update the risk register template and to implement a new tool for project scheduling. Xing reported that the stakeholders were keen on having a team collaboration tool and added that they are many resource conflicts which were not managed at present.

Tom listened carefully to his PMO team and empathized with their concerns. He then patiently detailed his vision of the PMO. While this was not the first time he discussed the vision, it was important that the team revisit the vision in light of their findings. He also instructed the team to communicate the vision continuously to the stakeholders during meetings. He further emphasized the importance of communicating through a newsletter to the global community. He moved to investigate with the team, which stakeholders were appearing to be powerful, interested and supportive to the cause of the PMO, and which were appearing to be opposing and would probably produce obstacles to the PMO implementation. He also offered his perspective around which areas may enable quick wins.

He then engaged the team in a discussion about value creation and how the PMO might provide value to the project and product community. He queried the team regarding the current status of the portfolio resource pool. It was evident from the team response that there was a resource pool in existence which was loosely managed, not centrally controlled, and not based on resource planned and actual efforts. Actually, in order to manage the resources on a global basis a new tool had to be implemented and more than 8000 resources had to be updated into the global tool. That was dire news indeed.

It seemed that in order to create value, the newly formed PMO had to immediately invest a huge sum in the procurement and implementation of a new software. Additionally, a new SDLC methodology had to be generated, updated processes had to be written and dozens of templates and work instructions developed.

It seemed a monumental undertaking and the team was at a loss regarding where to begin. They felt that it would be three years before they would start producing value. One of them even suggested hiring a management consulting firm and recruit five additional analysts to help with this huge undertaking. Once more Tom provided support to his team members, permitting them to air out their concerns. Then he explained the concept of the Agile PMO.

100 Days of Grace
He said that they did not have three years to create value; at most they had 100 days of grace before they were expected to produce some initial results. Xavier responded by offering to produce a new version of the risk register which may be not exactly what everyone needed but might make some stakeholders happy and buy the PMO some more precious time.

Tom gently rejected his offer, pointing out that a new risk register while useful, is not what an Agile PMO is about. The new risk register might add confusion and not support value creation and thus would be a waste of effort and time. This led to an extended period of silence and Tom suggested that the team would take a few days to contemplate on how to proceed.

Three days later the team reconvened, Paula proposed an idea. She said that resource conflicts were abundant and that the most value-added activity that the PMO could perform, was to manage resources on a global scale. Tom commented that it was a good idea. Xing questioned the logic of this idea saying, that they are too many resources to manage. Xavier interjected and added that the tool that was in place was not able to support such a task. Paula said that they don’t need to manage all resources, and maybe in an Agile PMO it was enough that they manage only what was needed to enable value creation. The other team members then listened attentively to her idea.

She explained that at this time they do not have a complete list of all projects executed globally and that should be their next task. Once they have such a list they would be able to assess project contribution from a portfolio perspective. Then they would be able to mediate between the different projects and assist management with making educated decisions pertaining to project prioritization based on the full list of projects in the global organization. Tom said that that was a good step in the right direction of being effective.

Eagerly, the team discussed how to carry out mapping of the projects. They defined a template to update the project list into and scheduled a meeting for the following week to review their results. Tom added that it is probably a good idea to present their findings in the newsletter and to continue stakeholders’ assessments regarding support or opposition to the PMO activities.

During the team meeting the week after, it was evident that many pet projects existed, which were using resources without providing benefits to the portfolio. The team mapped about 35% of projects that were redundant and probably unimportant to the portfolio of the company.

Tom said that this was a good example for an Agile PMO. Instead of discussing processes, tools and templates they were engaged in how to make the project and product community more effective. Xing then offered an idea; he said that he had noticed many resource conflicts that were plaguing the projects in his region. He was convinced that these conflicts were occurring between important projects and it was very important to map all the resources allocated to these projects to resolve the conflicts. Resolving the conflicts would enable streamlining important projects, contributing to the portfolio. Xavier said that mapping and allocating all the resources in the region would be impossible as there are more than 800 resources in that specific region, and most of them do not report to timesheets on a regular basis. He added that in any case, the tool in place does not support these reporting requirements. Xing answered that he had given much thought and suggested that initially they map only the critical resources.

The team then deliberated what constitutes a critical resource. Tom offered his perspective and recommended they read an all-time bestseller on the subject of mapping of critical resources by the famous author and physicist Eli Goldratt: “Critical Chain Project Management." He said that true to the concept of the Agile PMO, they will identify critical resources. He estimated that only 3 to 5% of the total number of resources would prove to be critical. By following this line of reasoning, the team would quickly be able to allocate critical resources to prioritized projects enabling streamlining of the value creating projects from the portfolio perspective.

One month later the PMO team was able to provide an almost complete list of projects in the global organization, along with the list of critical resources. These were the critical resources that impacted project completion. By closely managing loading of these resources, the PMO was able to provide and assist project managers and management with timely-based decisions about resource allocations. The PMO also suggested on terminating none value added projects and transferring employees working on these projects to other projects which were creating value from the portfolio perspective. Three months after inception of the PMO, the impact was already tangible:

  1. More stakeholders were moving from neutral attitude to high support of the PMO activities;
  2. The low hanging fruit of critical resource mapping provided quick wins which enabled more rigorous undertakings to complement the initial activities.
  3. The newsletter was instrumental for conveying the message of value creation from the portfolio perspective;

From Push to Pull
With the support of Paula, Xavier and Xing, the vision set forth by Tom became a reality 20 months after PMO inception. Needless to say that within this time the PMO transformed into a strategic tool for portfolio decisions about future projects. The concept of the Agile PMO translated into a PULL mechanism of projects, whereby projects are selected based on resource pool status. This was opposed to the previous approach of a PUSH mechanism whereby all incoming projects were selected, which resulted in the clogging of the resource pool and thus hindering the streamlining effect and reducing the throughput of projects.

Naturally, with time a unified software development lifecycle was constructed along with relevant processes, templates, and then a new software tool for integrating information globally. The software tool was a natural evolution to the development effort of the PMO. The team understood that using a tool to create change is futile, and rather the tool should be implemented after a considerable amount of the change has been in place. The tool as such becomes a method to encapsulate the change into corporate culture.

In conclusion, the Agile PMO delivers what is needed at the time when it is required. The Agile PMO focuses on the most important value creating activities while keeping sight of the overall objective. This is in contrast to the development of all at once, which tends to be the initial expectation that is expressed by stakeholders. The PMO is not about tools, processes, or a methodology, rather it is about creating value.

This article is adapted from chapter nine of the author’s book  The Agile PMO.”

More Stories By Michael Nir

Michael Nir - President of Sapir Consulting - (M.Sc. Engineering) has been providing operational, organizational and management consulting and training for over 15 years. He is passionate about Gestalt theory and practice, which complements his engineering background and contributes to his understanding of individual and team dynamics in business. Michael authored 8 Bestsellers in the fields of Influencing, Agile, Teams, Leadership and others. Michael's experience includes significant expertise in the telecoms, hi-tech, software development, R&D environments and petrochemical & infrastructure industries. He develops creative and innovative solutions in project and product management, process improvement, leadership, and team building programs. Michael's professional background is analytical and technical; however, he has a keen interest in human interactions and behaviors. He holds two engineering degrees from the prestigious Technion Institute of Technology: a Bachelor of civil engineering and Masters of Industrial engineering. He has balanced his technical side with the extensive study and practice of Gestalt Therapy and "Instrumental Enrichment," a philosophy of mediated learning. In his consulting and training engagements, Michael combines both the analytical and technical world with his focus on people, delivering unique and meaningful solutions, and addressing whole systems.

Cloud Expo Breaking News
You use an agile process; your goal is to make your organization more agile. What about your data infrastructure? The truth is, today’s databases are anything but agile – they are effectively static repositories that are cumbersome to work with, difficult to change, and cannot keep pace with application demands. Performance suffers as a result, and it takes far longer than it should to deliver on new features and capabilities needed to make your organization competitive. As your application and business needs change, data repositories and structures get outmoded rapidly, resulting in increased work for application developers and slow performance for end users. Further, as data sizes grow into the Big Data realm, this problem is exacerbated and becomes even more difficult to address. A seemingly simple schema change can take hours (or more) to perform, and as requirements evolve the disconnect between existing data structures and actual needs diverge.
More and more enterprises today are doing business by opening up their data and applications through APIs. Though forward-thinking and strategic, exposing APIs also increases the surface area for potential attack by hackers. To benefit from APIs while staying secure, enterprises and security architects need to continue to develop a deep understanding about API security and how it differs from traditional web application security or mobile application security. In his session at 14th Cloud Expo, Sachin Agarwal, VP of Product Marketing and Strategy at SOA Software, will walk you through the various aspects of how an API could be potentially exploited. He will discuss the necessary best practices to secure your data and enterprise applications while continue continuing to support your business’s digital initiatives.
The revolution that happened in the server universe over the past 15 years has resulted in an eco-system that is more open, more democratically innovative and produced better results in technically challenging dimensions like scale. The underpinnings of the revolution were common hardware, standards based APIs (ex. POSIX) and a strict adherence to layering and isolation between applications, daemons and kernel drivers/modules which allowed multiple types of development happen in parallel without hindering others. Put simply, today's server model is built on a consistent x86 platform with few surprises in its core components. A kernel abstracts away the platform, so that applications and daemons are decoupled from the hardware. In contrast, networking equipment is still stuck in the mainframe era. Today, networking equipment is a single appliance, including hardware, OS, applications and user interface come as a monolithic entity from a single vendor. Switching between different vendor'...
Cloud backup and recovery services are critical to safeguarding an organization’s data and ensuring business continuity when technical failures and outages occur. With so many choices, how do you find the right provider for your specific needs? In his session at 14th Cloud Expo, Daniel Jacobson, Technology Manager at BUMI, will outline the key factors including backup configurations, proactive monitoring, data restoration, disaster recovery drills, security, compliance and data center resources. Aside from the technical considerations, the secret sauce in identifying the best vendor is the level of focus, expertise and specialization of their engineering team and support group, and how they monitor your day-to-day backups, provide recommendations, and guide you through restores when necessary.
Cloud scalability and performance should be at the heart of every successful Internet venture. The infrastructure needs to be resilient, flexible, and fast – it’s best not to get caught thinking about architecture until the middle of an emergency, when it's too late. In his interactive, no-holds-barred session at 14th Cloud Expo, Phil Jackson, Development Community Advocate for SoftLayer, will dive into how to design and build-out the right cloud infrastructure.
SYS-CON Events announced today that SherWeb, a long-time leading provider of cloud services and Microsoft's 2013 World Hosting Partner of the Year, will exhibit at SYS-CON's 14th International Cloud Expo®, which will take place on June 10–12, 2014, at the Javits Center in New York City, New York. A worldwide hosted services leader ranking in the prestigious North American Deloitte Technology Fast 500TM, and Microsoft's 2013 World Hosting Partner of the Year, SherWeb provides competitive cloud solutions to businesses and partners around the world. Founded in 1998, SherWeb is a privately owned company headquartered in Quebec, Canada. Its service portfolio includes Microsoft Exchange, SharePoint, Lync, Dynamics CRM and more.
The world of cloud and application development is not just for the hardened developer these days. In their session at 14th Cloud Expo, Phil Jackson, Development Community Advocate for SoftLayer, and Harold Hannon, Sr. Software Architect at SoftLayer, will pull back the curtain of the architecture of a fun demo application purpose-built for the cloud. They will focus on demonstrating how they leveraged compute, storage, messaging, and other cloud elements hosted at SoftLayer to lower the effort and difficulty of putting together a useful application. This will be an active demonstration and review of simple command-line tools and resources, so don’t be afraid if you are not a seasoned developer.
SYS-CON Events announced today that BUMI, a premium managed service provider specializing in data backup and recovery, will exhibit at SYS-CON's 14th International Cloud Expo®, which will take place on June 10–12, 2014, at the Javits Center in New York City, New York. Manhattan-based BUMI (Backup My Info!) is a premium managed service provider specializing in data backup and recovery. Founded in 2002, the company’s Here, There and Everywhere data backup and recovery solutions are utilized by more than 500 businesses. BUMI clients include professional service organizations such as banking, financial, insurance, accounting, hedge funds and law firms. The company is known for its relentless passion for customer service and support, and has won numerous awards, including Customer Service Provider of the Year and 10 Best Companies to Work For.
Chief Security Officers (CSO), CIOs and IT Directors are all concerned with providing a secure environment from which their business can innovate and customers can safely consume without the fear of Distributed Denial of Service attacks. To be successful in today's hyper-connected world, the enterprise needs to leverage the capabilities of the web and be ready to innovate without fear of DDoS attacks, concerns about application security and other threats. Organizations face great risk from increasingly frequent and sophisticated attempts to render web properties unavailable, and steal intellectual property or personally identifiable information. Layered security best practices extend security beyond the data center, delivering DDoS protection and maintaining site performance in the face of fast-changing threats.
From data center to cloud to the network. In his session at 3rd SDDC Expo, Raul Martynek, CEO of Net Access, will identify the challenges facing both data center providers and enterprise IT as they relate to cross-platform automation. He will then provide insight into designing, building, securing and managing the technology as an integrated service offering. Topics covered include: High-density data center design Network (and SDN) integration and automation Cloud (and hosting) infrastructure considerations Monitoring and security Management approaches Self-service and automation
In his session at 14th Cloud Expo, David Holmes, Vice President at OutSystems, will demonstrate the immense power that lives at the intersection of mobile apps and cloud application platforms. Attendees will participate in a live demonstration – an enterprise mobile app will be built and changed before their eyes – on their own devices. David Holmes brings over 20 years of high-tech marketing leadership to OutSystems. Prior to joining OutSystems, he was VP of Global Marketing for Damballa, a leading provider of network security solutions. Previously, he was SVP of Global Marketing for Jacada where his branding and positioning expertise helped drive the company from start-up days to a $55 million initial public offering on Nasdaq.
Performance is the intersection of power, agility, control, and choice. If you value performance, and more specifically consistent performance, you need to look beyond simple virtualized compute. Many factors need to be considered to create a truly performant environment. In his General Session at 14th Cloud Expo, Marc Jones, Vice President of Product Innovation for SoftLayer, will explain how to take advantage of a multitude of compute options and platform features to make cloud the cornerstone of your online presence.
Are you interested in accelerating innovation, simplifying deployments, reducing complexity, and lowering development costs? The cloud is changing the face of application development and deployment, with enterprise-grade infrastructure and platform services making it possible for you to build and rapidly scale enterprise applications. In his session at 14th Cloud Expo, Gene Eun, Sr. Director, Oracle Cloud at Oracle, will discuss the latest solutions and strategies for application developers and enterprise IT organizations to leverage Infrastructure as a Service (IaaS) and Platform as a Service (PaaS) to build and deploy modern business applications in the cloud.
Hybrid cloud refers to the federation of a public and private cloud environment for the purpose of extending the elastic and flexibility of compute, storage and network capabilities, in an on-demand, pay-as-you go basis. The hybrid approach allows a business to take advantage of the scalability and cost-effectiveness that a public cloud computing environment offers without exposing mission-critical applications and data to third-party vulnerabilities. Hybrid cloud environments involve complex management challenges. First, organizations struggle to maintain control over the resources that lie outside of their managed IT scope. They also need greater infrastructure visibility to help reduce maintenance costs and ensure that their company data and resources are properly handled and secured.
As more applications and services move "to the cloud" (public or on-premise), cloud environments are increasingly adopting and building out traditional enterprise features. This in turn is enabling and encouraging cloud adoption from enterprise users. In many ways the definition is blurring as features like continuous operation, geo-distribution or on-demand capacity become the norm. At NuoDB we're involved in both building enterprise software and using enterprise cloud capabilities. In his session at 14th Cloud Expo, Seth Proctor, CTO of NuoDB, Inc., will cover experiences from building, deploying and using enterprise services and suggest some ways to approach moving enterprise applications into a cloud model.