©2014 EZPMO Ltd.

Reduce cost and improve the quality of your Programme Management Office.

©2014 EZPMO Ltd.

Summary

• The reporting tool can draw in information from many different sources, reformat the data and generate high quality MS Powerpoint materials.

• It’s easy to configure the tool to work with the existing project management artifacts that are in place, and to design the outputs, so an organisation can get exactly the information it needs, in the right format.

• The tool replaces the time consuming and expensive processes to collate information, reformat it and populate reports with a single button press and reports taking minutes to produce.

• ezPMO is Excel based, so there’s no expensive additional infrastructure or complicated set up to worry about. Reporting can be up and running in a matter of days rather than weeks or months.

• The toolset has been a proven track record with a return on investment in just a few months.

* pronounced “easyPMO”

ezPMO* provides a simple, configurable reporting tool that works

with existing project management tools to drastically reduce PMO costs, whilst improving quality.

©2014 EZPMO Ltd.

Case Study

THE CHALLENGE

A large service organisation was operating a small PMO function which due to inefficient processes were struggling to add value, and were seen as a bottleneck to the governance process.

Information collection was a time consuming process, with little buy in from the project manager community.

As a consequence, there was no sense of common purpose between the PMO and other programme staff, or ownership of the information used in the various reporting packs that were in circulation.

THE RESULT

PMO seen as a value add function – less admin, more time with project managers.

Clarity in reporting – focus on what matters.

Time to produce reports slashed.

Improved working relationship with project manager community.

Same PMO group provide extra services at no incremental cost.

COSTS

Estimated 50% less resource required

PERFORMANCE

Additional services provided and focus on value add activity rather than admin.

QUALITY

Consistent , clear and well formatted output.

TIME

Reports generated in minutes rather than hours

©2014 EZPMO Ltd.

Report

Control

Centre

ezPMO Set Up

Risk and

Issue Management

Status

Reporting

Change

Management

Programme

Financial Control

Planning

Resource

Management

=Sharepoint

Reporting uses a PowerPoint

template file that contains the

branding for the design of

reports that are generated.

PM

updates

source

PM

updates

source

PM

updates

source

PM

updates

source

PM

updates

source

Content

of

reports

Creation

of KPI

and

metrics

1Each element of source data

updated by PMs

2PMO uses Report Control

Centre to generate Powerpoint

report

3QA of output – source data

revisited and report rerun if

required

4

Additional ad-hoc materials

added to report

5

Report issued for use in relevant

forum

Note – this process represents an example of potential suite of products used in the PMO

– the actual configuration of source data will vary by client

Steering

Board

Workstream

Project

©2014 EZPMO Ltd.

PM

updates

source

Programme

Financial Control

ezPMO – example report - Gantt

Risk and

Issue Management

Status

Reporting

Change

Management

Resource

Management

=Sharepoint

Reporting uses a PowerPoint

template file that contains the

branding for the design of

reports that are generated.

PM

updates

source

PM

updates

source

PM

updates

source

PM

updates

source

1Each element of source data

updated by PMs

2PMO uses Report Control

Centre to generate Powerpoint

report

3QA of output – source data

revisited and report rerun if

required

4

Additional ad-hoc materials

added to report

5

Report issued for use in relevant

forum

Note – this process represents an example of potential suite of products used in the PMO

– the actual configuration of source data will vary by client

Steering

Board

Workstream

Project

Report

Control

Centre

Content

of

reports

Creation

of KPI

and

metrics

Planning

©2014 EZPMO Ltd.

PM

updates

source

Planning

PM

updates

source

Programme

Financial Control

ezPMO – example report - Risks

Status

Reporting

Change

Management

Resource

Management

=Sharepoint

Reporting uses a PowerPoint

template file that contains the

branding for the design of

reports that are generated.

PM

updates

source

PM

updates

source

PM

updates

source

1Each element of source data

updated by PMs

2PMO uses Report Control

Centre to generate Powerpoint

report

3QA of output – source data

revisited and report rerun if

required

4

Additional ad-hoc materials

added to report

5

Report issued for use in relevant

forum

Note – this process represents an example of potential suite of products used in the PMO

– the actual configuration of source data will vary by client

Steering

Board

Workstream

Project

Report

Control

Centre

Content

of

reports

Creation

of KPI

and

metrics

Risk and

Issue Management

©2014 EZPMO Ltd.

ezPMO Track Record

• ezPMO formed by 2 consultants with over 20 years experience of automating activity with the objective of improving the efficiency and quality of ProgrammeManagement Offices.

• Automation implemented at organisations including:

• Automation has delivered:

– For PMO activity, reduced time to produce, fewer resources, and better quality.

– Improved the Project Managers toolset and processes.

– Reporting is more timely as there is less of lag in information submission and report generation.

©2014 EZPMO Ltd.

The Proposition

•PMO setup slow and difficult

•Higher PMO resource than necessary

•Inefficient processes impact Project Staff –

e.g.repetition of data entry

•Existing tools and technologies not being leveraged

•Overcomplicated PPM tools in place

Initial

assessment

Why use it?

How is it

implemented?

What is it?A service to streamline PMO processes with a focus on automation to exploit the existing Project and Programme

management tools available to a client. Rapid incremental implementation through reuse of existing components.

Who should use it?Any business operating a PMO, or service provider providing PMO services that wants to differentiate themselves from

competitors, or improve their margins through improved efficiency.

•Slow turnaround of information from PMO

•Version control from data sources being duplicated

•Inability to report at a Programme or Portfolio level

•Lack of integration between data sources

•Lack of consistency in reporting output

initial review of existing

process, tools & culture

Proposal and Business

Case

Proposal and Business

case

Incremental implementation

Rapid implementation of point solutions, each new

area being plugged into a central reporting hub.

Knowledge

transferOngoing support

Can be 1 week to 3 months

What does it deliver?

•Speed to set up PMO processes dramatically reduced

•Dramatically reduce overheads

•PMO staff can focus on value add

•Time to produce reports slashed

•Project Manager buy in – use of familiar tools

Example Business Case

Cost

• Base Cost -£15k

• Monthly licence and support -£1k

Tangible benefits delivered

• Saving 1 PMO consultant at £400 per day from implementation

ROI achieved in Month 3

Plus intangible benefits:

• Speed to set up

• Quality

• Consistency

©2014 EZPMO Ltd.

Incremental Implementation

ezPMO:

Central Reporting Hub

Ez:Planning

Ez:Status

Ez:Risk

Ez:Issue

Ez:Finance

Ez:Change

• A Central Reporting Hub is initially implemented.

• Point solutions (e.g planning, risks, status reporting etc.) can be easily implemented on an incremental basis, as required.

• The point solution may be pre-existing solutions (e.g. a workbook, an MS Project plan, a Sharepoint list or some other system that provides a data feed).

©2014 EZPMO Ltd.

Contact

• Contact for further information:

Andy Thomas

andy.thomas@ezpmo.co.uk

+44 (0)7903 655530

Dave Galbraith

dave.galbraith@ezpmo.co.uk

+44 (0)7901 854971