Enterprise Program Management Office (EPMO)
Charter
Purpose:
To ensure the successful delivery of transformation programs and projects through standardized management practices.
Scope:
Oversight of project management methodologies, resource allocation, project tracking and reporting.
Responsibilities:
Standardizing project management practices, monitoring project portfolios, ensuring alignment with strategic objectives.
Key Activities:
Implementing project management frameworks, conducting project portfolio reviews, overseeing project governance.
Expected Outcomes:
Projects delivered on time, within budget, at or above quality metrics, and in alignment with strategic goals.
Governance Activities:
Monthly project portfolio review meetings to monitor progress and address issues.
Example Objectives and Key Results (OKRs):
1. Ensure Strategic Alignment of All Projects and Programs
• Ensure every project and program within the portfolio directly contributes to the organization’s strategic goals.
2. Optimize Resource Allocation Across Transformation Initiatives
• Maximize the efficient use of resources (people, time, budget) across all projects to avoid overallocation and conflicts.
3. Enhance Project Delivery
• Improve the speed, quality, and predictability of project deliveries within the transformation portfolio.
4. Strengthen Risk Management and Mitigation
• Proactively identify, assess, and mitigate risks across the portfolio to minimize impacts on project outcomes.
5. Improve Stakeholder Engagement and Communication
• Enhance the engagement, communication, and satisfaction of stakeholders involved in or affected by transformation initiatives.
Example Key Performance Indicators (KPIs):
1. Ensure Strategic Alignment of All Projects and Programs
• 90% of projects and programs are rated as "highly aligned" with strategic objectives in quarterly reviews
• 100% coverage of perceived project portfolio projects & components in quarterly strategic alignment surveys
2. Optimize Resource Allocation Across Transformation Initiatives
• 95% utilization rate of project management resources while maintaining or increasing employee satisfaction scores
• 50% reduction in resource conflicts and overallocations through improved planning and coordination
3. Enhance Project Delivery Efficiency
• X% to Y% Increase the percentage of projects delivered on time and within budget
• 20% reduction in average project delivery cycle
4. Strengthen Risk Management and Mitigation
• 100% Identified and mitigation plans created for high-risk projects within the first month of project initiation
• 30% Reduction in the number of projects experiencing significant issues due to unmitigated risks
5. Improve Stakeholder Engagement and Communication
Achieve
• 80% Satisfaction rate on stakeholder feedback surveys regarding communication effectiveness and engagement
• 100% Of projects with a stakeholder communications plan implemented, including monthly updates and engagement activities
People
EPMO Director: Provides leadership for the EPMO, ensures strategic alignment of projects and programs, and reports directly to senior leadership.
Program and Project Managers: Responsible for the day-to-day management of specific programs and projects within the transformation initiative, ensuring they are completed on time and within budget.
Portfolio Managers: Oversee a portfolio of projects or programs, ensuring they align with the organization’s strategic goals and deliver value.
Business Analysts: Gather requirements, perform analysis, and ensure that the solutions developed meet business needs.
Change Management Specialists: Focus on the people side of change, including changes to business processes, systems and technology, job roles, and organization structures.
Quality Assurance (QA) Analysts: Ensure that the projects deliver the expected quality levels, through testing and validation processes.
Processes
Strategic Alignment: Processes that ensure all projects and programs are aligned with the organization's strategic objectives, including selection, prioritization, and alignment checks.
Project Lifecycle Management: An agreed, comprehensive framework for managing projects from initiation through to closure, ensuring standard methodologies are applied across all projects.
Resource Allocation and Management: Processes to ensure that the right resources are available and allocated efficiently to the right projects at the right time.
Risk Management: Identifying, assessing, and managing risks throughout the project lifecycle to minimize negative impacts on project delivery.
Performance Measurement and Reporting: Establishing KPIs and metrics for projects and programs, and reporting on these to provide transparency on progress, challenges, and successes.
Tools
Project and Portfolio Management (PPM) Software: Tools such as Smartsheet, Microsoft Project, Planview, or Clarizen that help in planning, executing, monitoring, and closing projects and programs.
Collaboration and Communication Tools: Platforms like Slack, Microsoft Teams, or Zoom that facilitate communication and collaboration among project team members, stakeholders, and across the organization.
Document Management Systems: Tools to manage, store, and track documents and records related to the projects, such as SharePoint or Google Drive.
Risk Management Tools: Software that helps identify, assess, and manage risks within projects and across the portfolio, such as RiskyProject or @RISK.
Business Intelligence (BI) and Reporting Tools: Solutions like Tableau, Power BI, or SAP BusinessObjects that provide insights into project performance, enabling data-driven decision-making.
Project Management Frameworks: Standardized methodologies, such as Agile/Scrum, PMI, or PRINCE2, to guide the project management process