Fifth Module – How to Operate a P3O® (TT)
Welcome to Module Five
We’re now starting Chapter 5 (page 95 in the manual)
In this chapter of the book we’re looking at the different tools and techniques that a P3O® uses to deliver the functions and services it operates.
We’ll learn about which tools and techniques are used – the benefits of each – and the critical success factors when introducing new tools and techniques.
We also look at some of the common tools are – and the techniques.
For the P3O Foundation level exam, we are concerned with the uses and benefits of each technique only – not how to carry out these techniques. Being able to ‘do’ these techniques is at the P3O Practitioner level.
In this module we’ll be looking at:
- Definitions
- Tools usage
- Benefits of using standard tools and techniques
- Critical success factors
- Tools
- Techniques
Start reading through the chapter and think about how you’re going to take notes throughout your course.
Smart Reading – What You Need to Know
- The three ways tools may be used
- What tools and techniques are, how they can be used and where they can typically be found within an organization
- Typical benefits of using standard tools and techniques
- Typical critical success factors that will ensure the successful implementation of tools and techniques:
1. Typical critical success factors
2. How to achieve critical success factors
3. How organizational maturity impacts on successful implementation
- Common P3O tools and their functions
- Typical objectives, uses and benefits of P3O techniques:
1. Portfolio prioritization and optimization
2. Complexity modelling
- Typical objectives, uses and benefits of P3O techniques:
1. Management Dashboards
2. Knowledge Management
- Typical objectives, uses and benefits of P3O techniques:
1. P3O Information Portal
2. Facilitation – workshop techniques
- Typical objectives, uses and benefits of P3O techniques:
1. Skills development and maintenance
2. Business-process swimlanes
- Typical objectives, uses and benefits of P3O techniques:
1. Capacity planning for resource management
2. Assurance, gated reviews and health checks
EXAM TIP – Any good at drawing or doodling? You can draw some of your notes and you’ll be more likely to recall the pictures during the exam.
Key Messages
Definitions of Tools and Techniques (Page 96)
Tool Usage (Page 97)
- Individual tools – one person uses it for one data set (one project). Often personally developed, like a tracker). You can do what you want with it – change it or redesign it with no impact.
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- Collaborative tools – many people use it for one data set (one project). These tools need more care and attention – will need some instructions (so everybody uses it in the same way), will need to define what each of the data elements are etc.
- Integrated tools – many people use it or multiple data sets (multiple projects). Needs careful planning to implement and must have standardisation of process and data.
Exam tip: Both the benefits and critical success factors will be covered in the examination.
Common P3O Tools (Page 100)
- The P3O does not endorse any proprietary tool, and so the tools listed are the types of tool that we can have.
- Tools can cover multiple areas, and areas may have multiple tools.
- Where you have multiple tools in the organisation, it is important to remember the three aspects of information assurance (CIA) which will be significantly easier if the integration of the tools is considered as part of the implementation and not as an afterthought when pulling together reporting.
Common P3O Techniques (Page 102)
For the P3O Foundation examination, you are focused on the objectives/uses and benefits of each of the P3O techniques. There are ten to focus on.
1. Portfolio prioritization and optimization (Page 104)
OBJECTIVE/USE: to categorize or force rank the programme and projects within a portfolio to determine where investment should be directed.
BENEFITS: supports senior investment decisions using an objective alignment technique.
2. Complexity modelling (Page 105)
OBJECTIVE/USE: to determine the appropriate lifecycle and governance for the programme or project based on its complexity.
BENEFITS: provides a structured approach to the tailoring of the standard and governance structures, providing flexibility but maintaining standardization.
3. Management Dashboards (Page 107)
OBJECTIVE/USE: to support highlight and exception-based reporting.
BENEFITS: provides the ability to quickly determine whether the programme or project is on track in terms of progress and outcomes, or where attention should be focused.
4. Knowledge Management (Page 111)
OBJECTIVE/USE: to create an environment and provision of tools and processes that support the creation of knowledge and sharing of what people and organizations know.
BENEFITS: ideas, experience and insights are used within and between programmes and projects to improve performance.
5. P3O Information Portal (Page 116)
OBJECTIVE/USE: to provide easy access to components of the portfolio, programme and/ or project delivery framework for the internal PPM community.
BENEFITS: easier access to key information by all levels of the organization.
6. Facilitation – Workshop Techniques (Page 116)
OBJECTIVE/USE: to objectively develop a shared understanding, teamwork and effective decision making in meetings.
BENEFITS: avoids wasted management time and effort and demotivation of meeting participants.
7. Skills Development and Maintenance (Page 117)
OBJECTIVE/USE: to ensure that the appropriate competencies are available across the organization.
BENEFITS: ensures resources are allocated to PPM roles with the appropriate level of skill.
8. Business Process Swimlanes (Page 117)
OBJECTIVE/USE: to document standard and repeatable processes with appropriate linkages and accountabilities.
BENEFITS: clearly documents repeatable processes that can be baselined and continually updated.
9. Capacity Planning for Resource Management (Page 119)
OBJECTIVE/USE: to understand the resource capacity and competency supply and demand levels and take action to match these.
BENEFITS: reduces lack of resource capacity to deliver programmes and projects
10. Assurance, Gated Reviews and Health Checks (Page 120)
OBJECTIVE/USE: to provide an independent assessment of how well the portfolio, programme or project is performing.
BENEFITS: provides objective assurance of the quality of decision-support information and the ability to highlight any areas requiring remedial action.
Practice Exam Questions
Your next module arrives in a week’s time
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