As a leader in project management consulting, RAHIB is the niche provider clients seek out when they are looking to implement business-enhancing, agile PMO services that improve project and portfolio performance.
RAHIB helps you improve PMO performance with proven project management consulting and time-tested approaches that have been implemented in hundreds of organizations.
PMO Development Operation and Enhancement
PMOs are increasingly being entrusted with more strategic responsibilities.
Organizations continue to be challenged with the consistent application of defined project management processes, resource planning, forecasting, and other business demands. A well-managed Project Management Office (PMO) can address these challenges in order to ensure successful project delivery. We work with clients when they need to deploy a new PMO, operate a PMO, or optimize and enhance an existing PMO to meet a set of evolving challenges, functions, and services.
Deploying a New PMO
The first step RAHIB takes in deploying a PMO is to assess the current environment and develop a deployment roadmap incorporating your organization's culture and operating practices. We will work with you to identify, prioritize, and establish a set of fundamental PMO functions and services. Deployment includes establishing governance standards, developing the PMO Charter and communications plan, identifying resource needs and performance measures, incorporating the right amount of repeatable delivery processes to fit your culture, and improving the competencies of your staff through training and mentoring. Emphasis is on the PMO providing an organizational entity focused on improving the management of your portfolio.
Operating a PMO
If project management is not a core competency, consider outsourcing the PMO. RAHIB works in partnership with you to understand your goals and establish a structure that will achieve them. We will evaluate what you currently have in place and will subsidize as required. Or, if preferred, can utilize our customizable toolkit of proven techniques and methodologies. Constant communication, incorporating organizational change management, is crucial to the success and is a core tenet of our PMO operating model. Performance measures are collectively established upfront with you, and progress toward established goals is continually evaluated via quality and performance reviews.
Enhancing an Existing PMO
PMOs are consistently being challenged to provide additional value to their organizations. To meet business demands, projects must be completed faster and cheaper. The business wants more transparency and they look to the PMO to optimize project resources. We can help your organization rise to the challenge.
To take your PMO to the next level, RAHIB will first review and evaluate your existing PMO structure, and provide recommendations targeted to enhance it. We will develop a transformational roadmap, identifying areas of opportunity, and will collaboratively with you create an implementation plan for deployment. Common areas of focus for this type of transformation may include enhanced visibility, level of PM competency evaluation, portfolio resource optimization, demand management of both project and operations work, and facilitating organizational change. PMOs offering this level of service govern with a senior management focus on strategic issues and facilitate change across the organization.
Project Review and Recovery
37% of an organization's projects are at risk of failure.*
With so much at stake, fast action is the key to avoiding losses associated with project failures.
RAHIBs project recovery experts begin by reviewing of the project's current state to identify the areas in jeopardy. Common areas of concern often include issues with scope, resource availability and/or capability, roles and responsibilities, and project monitoring and control. We will present our assessment to the senior leadership team recognizing the project's accomplishments to date, while calling out the major issues that caused it to veer off track. A corrective plan is provided as part of this presentation.
Once the plan is accepted by the organization, our recovery experts will lead the turnaround initiative, or you may choose to have us mentor your project team through the recovery process.
Common Symptoms of Troubled Projects
- Critical issues in meeting milestones or completing deliverables
- High risk of non-delivering anticipated benefits
- Resources are not fully allocated to the project
- The project is consistently behind its planned schedule
- They are critical and/or significantly growing technical issues with the project
Top 5 Actions Taken to Recover Projects
- Improving communication, stakeholder management
- Redefining the project—reducing the scope, re-justifying the project fi nancially
- Adding and/or removing resources
- Resolving problematic technical issues
- Replacing the project manager or bringing in a consultant to manage recovery
Organization Change Management
Shifting a culture requires a delicate, systematic, and well-planned approach to avoid failure and affect positive change.
RAHIB can help guide your organization through the necessary transition, ensuring you are ready for change, are prepared to lead the change, and are able to validate that change has occurred.
Change Readiness Assessment
A Change Readiness Assessment documents your organizational climate in terms of its culture, its history with change/transformation initiatives, and its resistance to change. RAHIB uses a series of diagnostic tools to determine your organization's readiness for a successful transformation effort. Information on attitudes and behaviors gathered during stakeholder interviews and surveys allows us to collectively identify areas of concern and barriers you are likely to encounter during your change efforts.
Change Management Action Plan
A Change Management Action Plan defines the transition path from the old way of doing business to the new. For each area of concern identified in the Change Readiness Assessment, RAHIB works collaboratively with your organization's change agents to develop specific action steps to help mitigate the impact of the change management issues. These actions are designed to help overcome resistance, reduce the impact of past history, and convey a shared vision for acceptance into the business culture. Documented communication strategies are essential to ensure that stakeholders are receiving critical pieces of information at the right intervals.
Change Monitoring & Reinforcement
Change Monitoring & Reinforcement activities are essential to validate the change has been accepted and put into practice. To monitor change progress, RAHIB can help you perform periodic reviews of the change initiatives identified in the Change Management Action Plan to confirm the transition is moving along as planned. If these reviews indicate something is going awry, it serves as a trigger to immediately initiate actions required to address the issues so change efforts do not falter. Our change reinforcement services support cultural acceptance and include mentoring, coaching, workshops, and training.
PM Methodology Implementation
Is your methodology agile enough to meet business demands?
RAHIB can develop methodology and process to meet your organizations needs by taking into account the size of your project portfolio, complexity and duration of projects/programs, and your current operational model (are you growing or are you contracting). It's important to have the right level of process, associated with the appropriate artifacts and tools, to enable your project teams to deliver. There's no need to start from scratch. We will evaluate the current state of your processes and utilization across your organization. Our expert consultants come equipped with a toolkit of processes, forms, and templates to draw from that can be used to subsidize what you already have. The key is to have the right level of process to maintain control and deliver projects in an expedient manner.
The deployment of methodology is not a one-time effort. Once you have a process and artifacts developed, they must be deployed. Different methods can be used to deploy new process and standards within an organization. Some examples are classroom training, workshops, and lunch and learns. Coaches are highly recommended to work alongside Project and Program Managers in a group setting or on a one-on-one basis to ensure that the methodology is properly put into practice. To support natural attrition within an organization, we can provide a new hire orientation process to make transitions smoother.
The convergence of portfolio and resource management to meet business and project demands.
As new initiatives come along, do you have the resources to carry out the work? If work demands exceed the supply of resources, what do you do?
RAHIB regularly works with clients to address these business challenges with proven approaches to reach equilibrium and properly forecast upcoming initiatives within the project portfolio. We focus on evaluating your existing project porfolio management (PPM) and resource management practices, and making the necessary improvements in these two critical areas so they function in concert with one another to provide essential information that drives intelligent management decisions and actions.
Mentors provide a fast way to encourage consistent practices on-the-job.
RAHIB’s Mentors work closely with your project managers and project personnel to build project management competency while ensuring successful execution of projects.
Our mentors actively participate in projects to ensure standards are being adopted and help provide a comfortable transition when deploying new processes, practices, and templates. This type of personalized knowledge transfer from experienced resources encourages the development of competencies more easily gained through example, guided learning, and hands-on practice.
Ways Mentors Can Help
- Coach your staff in project management processes, methods, and best practices to accelerate the effectiveness of major change initiatives that impact the entire organization.
- Pilot a new initiative working side-by-side with one or more of your project managers to apply standard project management practices in a consistent manner.
- Review the status of projects in the portfolio and make recommendations for improved execution through the coaching and mentoring of project managers.
- Identify risks early that could potentially negative impact on the project, and develop mitigation plans.
- Conduct project health checks to identify issues in a timely manner and assist team members in taking appropriate corrective actions when necessary.
- Foster collaborative working relationships and develop a community of project management practitioners.
- Reinforce recent training to ensure concepts from the classroom are put into practice.
- Fill in for an extended period of time during an unexpected absence of the project or program manager.
Resource shortages and conflicts can plague your ability to deliver.
Understanding the resource capacity and skill sets that exist within your organization gives you the ability to balance demand and apply the right resources at the right time. RAHIB helps you obtain, structure, and analyze your resource management information and practices to use your talent effectively and streamline resource deployment.
Organizational Skills Identification
The first step is to uncover the skills, roles, and resources that currently reside within the organization. From this data, a simple categorization structure can be developed. This will facilitate resource allocation decisions across the organization. The Project Management Office (PMO) and departments such as HR are often involved in this process.
Resource Planning & Forecasting
Once you have a handle on the overall resources available within your organization, you need to get a clear picture of the availability of these resources to support the initiatives within your project portfolio. We recommend a resource management database be created and tied to project priorities. We can help you perform resource estimates (including resource loading and leveling) against your resource limitations, and also run “what if” scenarios to factor in new initiatives relative to resource impact and availability.
Our expert consultants are skilled at analyzing any resource shortages or added capacity uncovered, and recommending the appropriate actions that will bring the most value and cost savings to the organization (contracting, hiring, using resources earlier, etc.). We can work with your existing tools, provide you with the tools, and/or help you procure the right tools to effectively perform resource management functions scaled to your organization’s size and needs.
PMO Structure & Staffing
RAHIB will help you right-size your PMO based on the size of your portfolio and level of project management maturity within your organization. This will determine how many project managers and support staff you need to execute projects effectively, assess the competency of your project managers, build professional development programs, encourage a project management culture, develop job descriptions, and delineate roles and responsibilities.
Vendor management is a necessity in business today.
It is more common than not for vendors to be responsible for deliverables within a project. Whether you are implementing a new COTS application or outsourcing a piece of your business, vendor management is a necessity in business today. RAHIB has the experience to manage and work on your behalf with vendors to ensure terms and conditions are met. If you already have a PMO in place, RAHIB can help you add the proper governance necessary to manage your vendors effectively.
Your vendors have an agreement with you; not with other suppliers. During the planning process, you may discover vendor deliverables have dependencies on each other. We can help you identify those integration points and manage the handoffs between multiple parties.
As the experts, we know the pitfalls and act on your behalf as ‘the owner’s rep” to ensure all parties associated with projects meet their commitments. Managing scope and the contract while applying change management to the process provides the transparency required to achieve success.