Oracle 11i ERP ProjectPMO HandbookVersion: 1.011 April 2005Author:Distribution:For Information:PMOPMO HandbookAmendment HistoryIssueDateAmendments1.0a03/03/05First draft1.0b05/03/05PMO review comments incorporated1.011/04/05First IssuePMO Handbook_1.0b_20050305.docPMO HandbookContents1.PMO Objectives1Figure 1A: PMO Key Activities12.Project Reporting Structure22.1.Checkpoint Reports22.2.Highlight Reports22.3.Stage End Reports23.Communications33.1.Objectives33.2.Meeting Schedule3Figure 3A: Meeting Schedule33.3.Ad Hoc Meetings34.Project Planning44.1.Planning Overview44.2.Maintenance44.3.Variance4Figure 4A: Plan Variance Process55.Document Control65.1.Introduction65.2.Tools65.3.Version Control6Figure 5A: Document Reference Data65.4.File Naming76.Product Management86.1.Purpose86.2.Product Management Process8Figure 6A: Product Management Process87.Change Control Process97.1.Purpose97.2.Change Control Steps97.3.Change Control Flow9Figure 7A: Change Management Process107.4.Change Control Roles107.4.1.Change Control Board (As part of Programme Board)107.4.2.Project Manager107.4.3.Team Lead117.4.4.Project Members & User Community117.4.5.PMO117.5.Method for Assessing Change Requests117.5.1.Procedure for Identifying and Documenting Changes117.5.2.Procedure for Analysing the Impact of Change Requests117.5.3.Procedure for Classifying and Recording Change Requests127.5.4.Procedure for Approving Change Requests127.5.5.Procedure for Resolving Change Requests127.5.6.Change Request Forms128.Issue Management Process138.1.Purpose of Issues Management138.2.Issues Defined138.3.Issues Management Process Flow13Figure 8A: Issue Management Process148.4.Issues Identification148.4.1.Issues Documentation148.4.2.Issues Log148.4.3.Issue Type148.4.4.Issue Priority148.5.Issues Management Procedures159.Risk Management169.1.Risk Process169.2.Risks Defined169.3.Risk Roles16Figure 9A: Risk Management Roles179.4.Risk Management Process Flow17Figure 9B: Risk Management Process179.5.Risk Identification179.5.1.Risk Documentation189.5.2.Risk Log189.6.Risk Evaluation189.6.1.Risk Probability189.6.2.Risk Impact189.7.Risk Response189.8.Risk Owners199.9.Risk Management199.10.Risk Management Procedure1910.Financial Control2010.1.Financial Control Process20Figure 10A: Financial Management Process2010.2.Process Overview2010.2.1.Time Recording Process2011.Project Repository2111.1.eRoom Address2111.2.Using the eRoom2111.2.1.Logging On2111.2.2.eRoom Structure2111.2.3.eRoom Navigation2211.2.4.Adding & Editing Items & Folders23A.Appendix A Team Checkpoint ReportA-1B.Appendix B Project Highlight ReportB-1C.Appendix C Project Stage End ReportC-1D.Appendix D - Production Description & Sign off FormD-1E.Appendix E - Request for ChangeE-1F.Appendix F Issue Submission FormF-1G.Appendix G Risk Submission FormG-1PMO Handbook_1.0b_20050305.docPMO Objectives1. PMO ObjectivesThe main objectives of the PMO are to:Co-ordinate delivery of the project on time, within agreed budgets and to specified quality;Create processes to help manage and ensure quality without creating an un-necessary overhead to teams;Create the “big picture” and effective communication channels;Help manage stakeholder risk and issues through encouraging openness and visibility;Support development of strong and effective supplier relationships;Drive accountability throughout the programme.The key activities of the PMO include:ActivityDetailsScope managementMonitoring key milestones by teamMonitoring of budgetsConfiguration managementReportingCreating meeting and progress reportsConsolidating team checkpoint reportsCo-ordinating end-stage reportsCreating the product checklist and processAdministrating the product checklist Implementing a quality management sign-off processMaintaining the Risk and Issue logsConsolidating risks & issues using respective templatesEscalation ProcessProviding structured approach to risk, issue, and change managementCommunicationEnsuring escalation process is followed Providing structured communications scheduleFacilitate communications activitiesFigure 1A: PMO Key ActivitiesPMO Handbook_1.0b_20050305.doc1Project Reporting Structure2. Project Reporting StructureThe project reporting structure outlines the communications and information-sharing processes that will operate to ensure that the project is managed successfully. This process is initiated at the team level through the checkpoint report and this information is