PMO or Project Management Office is considered to be an external or internal group that is responsible for setting, maintaining and ensuring project management standards in an organization (Pmi.org, 2018). PMO ensures effective and correct business operations within an organization. PMO enables organizations to deliver value through various projects as well as programs. PMO helps organizations to achieve business objectives and gain long-term benefits.
This report gives detailed information about a company called Digital Guardian. It discusses the vision and mission of the company along with its organization culture. It points out the key stakeholders of the company. This report explains the benefits that Digital Guardian will gain by using project management tools and PMO. This report also gives a brief overview of the business rationale, long-term and first year goals and the value proposition of the company.
Digital Guardian was founded in the year 2003 for the purpose of developing software that would prevent data loss. It is known for providing software in corporate networks, databases, servers, cloud and at the end-user levels. It provides unified solutions for stopping malicious activities by the users as well as malware on the endpoints (Digital Guardian, 2018). The platform of Digital Guardian places the sensitive information or data assets in the centre of data protection, threat response and detection activities.
Mission: The mission of Digital Guardian is to provide innovative security solutions for preventing data losses. Its main motive is to provide solutions for certain security challenges such as data visibility, compliance, device control, IP protection, ransomware protection, and insider threat protection, data security of office 365 and monitoring of user activity.
Vision: The vision of Digital Guardian is to be a leading data loss prevention and data security company in America.
Value statement: The core values of Digital Guardian are integrity, professionalism and respect. This company encourages the employees to respect each other and maintain absolute integrity in their work (Digital Guardian, 2018). The employees of Digital Guardian are committed to high standards of professionalism and open to innovative and creative ideas.
Digital Guardian belongs to the data security industry. It unifies the solution for preventing data loss with the solution for threat detection and response. It develops software for protecting sensitive data from various types of threats. It has a cloud-native and purpose-built architecture for utilizing streaming data from the DG endpoints as well as network sensors for getting deep visibility into the data, user events and system.
In the year 2003, Digital Guardian was founded under the company name Verdasys. In the year 2008, it had launched encryption software called SiteTrust for brokerages, banks and various big companies. In the year 2012, Verdasys had expanded the prevention portfolio to cloud. This company had introduced data connectors in the year 2013 (Digital Guardian, 2018). Verdasys changed to the Digital Guardian in the year 2014. In the year 2016, Digital Guardian became one of the four leading data loss prevention companies.
Digital Guardian is known for its great organizational culture. It is well known for its strong culture since 2003. This company provides free meals, financial bonuses and employee trips for motivating and encouraging the employees. It tries to maintain a uniform and unique culture for providing guidelines for the behavior of the employees. The values and beliefs of the organization direct the employees to efficiently and ethically act as well as perform their jobs. The core values of this organization include integrity, professionalism and respect. The organizational culture of Digital Guardian tries to get aligned with the corporate strategy (Digital Guardian, 2018). This company culture gives opportunities to the employees to develop their professional competencies.
Digital Guardian has got a management team, board of directors and technical advisory board (Digital Guardian, 2018). The key stakeholders of Digital Guardian are:
Digital Guardian will get benefitted by using project management tools and PMO. PMO will be able to provide repeatable, tangible as well as long-term benefits to the organization. Digital Guardian will be able to align its corporate strategy with its culture (Hill, 2013). It will help in effectively shifting strategy for achieving organizational objectives and goals. PMO will act as the key enabler for achieving high performance. PMO will help in integrating data from the strategic projects for supporting the concept of balance-scorecard. PMO will promote sharing of methodologies, resources, tools as well as techniques for getting project success. Digital Guardian needs PMO for identifying and developing project management methodologies and standards. PMO will help and guide the project managers of Digital Guardian to complete project activities within the given time and budget. PMO will help the company to reduce the number of failed projects, improve productivity and save cost (Pmi.org, 2018). Digital Guardian will be able to utilize efficiently its resources and complete projects beforehand by using PMO. PMO will encourage collaboration between functional departments and project professionals, recognize expertise and support top management for accomplishing the company vision. PMO will help the company to focus on outcomes instead of processes for effectively achieving project success.
Digital Guardian is leading company that provides solution for prevention of data loss. It deals with development of software designed to identify and prevent malicious attacks on information system. The extant project management assessment of the organization helps it to identify the drawback in the project management approach. These include increase in time of implementation of a project, wastage of resources, and improper management of global projects. Furthermore, the need of proper supervision of the projects is a major drawback associated with the project management methodology of the organization.
The project management problems are increasing in the organization with the increase in the number projects the organization is handling at a particular instance. The project management approaches chosen for the project although helps in proper implementation of the project, there are certain problems in project integration and standardization of the project that can be mitigated by adoption of project management office in the organization (Mir & Pinnington, 2014). The use of Project Management Office further helps in managing the resources of the project, especially in cases where more than four projects are running simultaneously.
Since the organization deals with the development of the data protection software, it generally follows the iterative waterfall methodology in their project management approach. This facilitates the software development projects as the waterfall methodology mainly aims at following a planned approach in project implementation (Wells, 2012). The organization Digital Guardian is one of the leading suppliers of the data loss prevention software and therefore deals with a large number of global projects. However, while implementing a large project, the organization often follows a scrum and agile methodology as well. One of the major benefits of using the agile project management methodology is that, the project or the software that is developed can be reviewed and rectified if needed while the project is in the implementation stage (Schwalbe, 2015). However, since the company is dealing with the global projects as well, it is necessary for the organization to involve certain processes that would provide tangible, repeatable and long-term benefits to the system. Project Management Office is a department within a business enterprise that maintains the standards of project management within an organization. PMO is needed to be implemented in Digital Guardian as well. The Project Management office if implemented within the organization is sure to improve the project management approaches the company undertakes in implementing different projects. The PMO manager ensures that all the business processes running within the organization is managed in a controlled manner. Therefore, it is suggested for the organization to implement PMO in their business processes.
The use of project management tools is prevalent in any software company. Digital Guardian deals with development of software that prevents data loss within an organization. These projects are strictly based on delivering the projects within a set deadline and therefore use of proper project management tools is necessary for managing and tracking the progress of a project associated with an organization. JIRA is a project management tool that is used within the organization for tracking and managing a project. Using this software, the developers of the company track the project status from initiation and project launch. Furthermore, the installation procedure of JIRA software is simple and easy. The software automatically backups the data and receives updates. The features such as search filtering advanced reporting and customizable wallboards helps in proper management of the software. Along with the use of project management tool or software, it is recommended for the organization to implement project management office as well (Kerzner, 2013). This will help in tracking and managing the global projects of the company in a much effective way.
The company handles both local and global project associated with the development of data loss prevention software. The company was established in the year 2003 and has participated in a number of projects including global projects as well. The project management experience of the organization is varied as the company has experienced both success and failures in different projects. The failure in the projects although small in number is mainly due to the integration issues and improper project management approach that is followed while project implementation. The company is operating in the market for quite a long time and therefore it is obvious that the company has gained quite a lot of knowledge over the years in the field of project management. This knowledge will further help in implementing the project management office in the company(Kerzner, 2013).
The success in the future project management approaches can be ensured by integrating the processes with PMO. This is because the PMO will help in managing the different works and processes associated with the project management and development of software. PMO ensures that the different projects within the company are smoothly operated by involving a planned and strategic approach of project management. The company is growing in a considerable rate and therefore it is evident the complexity of handling complex projects will increase as well. Therefore, it will be beneficial for the organization to incorporate PMO in their project management operations.
Project management maturity indicates progressive development of a project management approach within an enterprise. It refers to the different processes, methodology and strategy that enhances the decision making process within an organization. The project management maturity model of an organization is capable of demonstrating the need of improvements in the project processes, the process of cost reduction and way of increasing the operational efficiency of the organization. Therefore, it can be said that evaluation of the project management maturity might help in demonstrating and enforcing different improvements in the project management process such as on time project delivery, cost reduction, organizational efficiency and profitability. Improving the process of project management within the organization further helps in improving the speed and efficiency of the product development and it release (Kerzner, 2013). The use of project management maturity model is prevalent in the organization and it aims in continuous improvements in the process of project implementation. This process can further be improvised with the use of PMO. This is because PMO not only helps in effective management of the business processes within the organization, but also helps in identifying the drawbacks of the different processes that is adopted for project implementation.
The benefits, the organization can achieve by implementing PMO in their processes are as follows (Tasic, 2014)-
The overarching business rationale that the company can achieve by integrating PMO in their operation is increase in ROI and operational effectiveness. Furthermore, it can positively contribute in the organizational growth and increasing the business opportunity in the field of software development. Therefore, suggestion of implementing PMO in organizational operation is justified.
The long-term measureable goals of PMO adoption in Digital Guardian are as follows (Pemsel & Wiewiora, 2013)-
With the implementation of PMO, the failure rate of the project is sure to decrease. The project manager will furthermore be trained about effective processes of project implementation that will in turn help in delivering successful projects in future.
PMO will ensure that all the projects within the organization are completed within the scheduled time. This will help in improving the customer satisfaction, which will further help in customer retention (Cuthbert, 2012). The short-term value proposition of implementation of PMO within the organization is avoidance of many risks associated with software development.
The mission and vision of project management office is discussed in the following sections.
The mission of Project Management Office to deliver projects with predictable consistency efficiency that ensures project success. It helps the organization implementing PMO is achieving a transparent status of all the tasks running within an organization. The vision of the project management office is to improve the stakeholder’s satisfaction by managing the different processes running within an organization. The Project management office proves to be an important element of a company by establishing the foundation for managing the organizational effectiveness (PMI, 2012). The PMO aims at imposing a long term cost savings for the company by improving the resource management and reducing the causes of project failure. Therefore, it can be certainly said that it will be beneficial for the Digital Guardian in implementing PMO in the organization.
The company Digital Guardian works on developing software that would prevent the loss of data. The projects of Digital Guardian deals with development of software that is able to detect and prevent the data loss. The data protection within an organization is an important issue to consider and therefore, it is important for Digital Guardian to deliver such projects on time. The main mission of PMO is to increase the organizational efficiency. Even Digital Guardian aims are developing solutions that will increase the efficiency of the organization by providing proper security to the data (Snorradóttir, 2014). Therefore, it would be beneficial for digital guardian to implement PMO in their business processes.
In order to implement the project successfully it is important to identify and manage the PMO stakeholders. In order to manage the stakeholders of the project a stakeholder assessment matrix is prepared at the initiation phase of the project. The major PMO stakeholders include, the project manager of digital guardian, the project executive, the project team and the employees of Digital Guardian (refer to appendix 1). In order to manage the stakeholders in an effective way, a communication plan is developed at the beginning of PMO implementation project that is to be followed throughput the project implementation phase (Salameh, 2014).
The PMO charter for implementation of the PMO project is elaborated in the following sections-
Business purpose indicates the main purpose of implementing a new system into an organization. The purpose of implementation of PMO in Digital Guardian is to increase the speed, effectiveness and efficiency of project completion and project delivery within an organization. Project management office ensures that all the projects running within an organization is delivered within the scheduled time. Apart from this PMO ensures that the project is implemented with the allocated budget and according to the identified scope of the project. The purpose of implementation of PMO within the organization is to improve the communication among the stakeholders of the project thus eliminating the chances of scope creep within the project (Cuthbert, 2012). Furthermore, the implementation of PMO aims at increasing the accuracy of cost and scheduled estimation for a project. PMO is implemented within the organizations with the purpose of developing and enforcing certain standards across the organization that contributes to the successful implementation of the project. It enforces a project control in the organization that assists in completion of project in a scheduled time. Therefore, the major business purpose of implementation of PMO within Digital Guardian is to assist the organization in managing the different project works such as project scheduling, project budgeting and managing the project resources that contributes to the successful completion of the project (Pemsel & Wiewiora, 2013).
Business alignment within an organization is necessary for ensuring that all the parts within an organization are working effectively in achieving a common goal. Digital Guardian works for developing software solutions for data protection and data security. The company’s mission is to provide solution to their clients in minimum time. In order to achieve the goal, it is recommended for the organization to implement a PMO within the organization (Spalek, 2012). The PMO implementation within the organization is aligned with the organizational mission in order to successfully implement the system. The PMO is affiliated to Digital Guardian, as the organization will be implementing proper business strategies for implementing the PMO within an organization.
The empowerment authority for implementation of PMO within Digital Guardian is the executive head of Digital Guardian along with the program manager of the organization. Program manager is responsible for supervising the entire project of PMO implementation within Digital Guardian. The senior executive or the executive head of the company has the authority to allocate the resources and manage the schedule for the project. Apart from this the project manager of Digital Guardian is responsible for ensuring the successful completion of the project within a scheduled time.
Fiscal Management is process of efficient management of the money in order to achieve the project objectives. The top management of the organization mainly controls this process of managing the cost of the project. The fiscal management process that is associated with the successful implementation of the PMO within the organization includes, budgeting, financial planning, managing the cost flow and accounting system. Proper fiscal management is necessary for successful implementation of the projects. A resource manager is to be appointed for the ensuring proper fiscal management in the project implementation phase. Implementation of PMO within an organization is sure to increase the organizational efficiency and fiscal management process.
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There are three main types of PMO: supportive, directive and controlling PMO. Supportive PMO has low control over the projects. It provides information and technical support for executing project activities. It provides support in the form of advices and templates. Controlling PMO has moderate control over the projects and helps in modifying the existing processes and methodologies. Directive PMO has high control over the projects where the entire responsibility of the projects is under the PMO. In this type of PMO, project managers are appointed for achieving project success.
Digital Guardian is focused on developing software for preventing data loss and it has a strong organizational matrix. Therefore, directive PMO will be suitable for Digital Guardian. Directive PMO focuses on implementing common methods and standardise terminologies for executing project activities (Spalek, 2012). This type of PMO will help Digital Guardian to utilize supporting tools and improve the possibility of project success by guaranteeing consistent project management practices. Directive PMO is the best option for Digital Guardian because it will help to manage projects in a professional manner and achieve project success. Directive PMO will help the large organizational structure of Digital Guardian to efficiently utilize resources and effectively carry out project activities (Refer to appendix 2).
The active engagement and support of top management executives as well as other stakeholders is needed for establishing a well organized PMO culture (Kerzner, 2013). The stakeholders of Digital Guardian need to get accustomed to the new methods and procedures of the organization for enhancing the PMO culture. Implementation of advanced skills and methodologies must be encouraged by the senior executives of Digital Guardian for developing a well structured and effective PMO culture. The PMO culture of Digital Guardian must encourage participative decision making and help in adopting advanced technologies for solving project management issues.
PMO staffs must belong from various backgrounds and have different skills for achieving project success. A PMO director must be appointed for managing projects of various levels, making critical decisions and directing the project management team. Project managers must be appointed for ensuring sequential execution of project activities and monitoring the activities of other project management staffs (Pemsel & Wiewiora, 2013). Digital Guardian must also hire project planners and schedulers for ensuring accurate project schedules. There must be administrative support staffs for report generation and software support. PMO staffs must be hired for managing project related processes and utilizing resources in an optimal manner.
Digital Guardian can use agile method for implementing the PMO project. Agile method will help in rapid delivery of the project. Digital Guardian will not need to specify the detailed requirements at the beginning of the project. It will help to modify project plan and schedule according to the changing requirements of the organization. Agile methodology will help to focus more on people rather than processes (Lock, 2014). Digital Guardian must use the agile method because this method promotes continuous interaction among the various project management staffs for ensuring PMO project success.
The recommended PMO tools for Digital Guardian are MS Project and MS Excel (Larson & Gray, 2013). MS Project can be used by PMO for developing project plans and assigning resources to various tasks. The PMO can utilize the features and functionalities of MS Project for tracking the progress of projects and managing project budgets. MS Project can be used for developing effective project schedules. MS Excel is another PMO tool that must be used by Digital Guardian for effective cost and trend analysis.
The PMO rules and regulations must be formulated by the PMO director. PMO governance must involve alignment of organizational objectives with the project objectives (Burke & Barron, 2014). The PMO governance must involve participative decision making and promote transparency in the project processes for ensuring project success. An appropriate legal framework must be enforced for assuring impartiality. The PMO governance of Digital Guardian must focus on selecting programs depending on client requirements. The PMO director must approve the programs based on certain criteria and implement change management. The PMO governance of Digital Guardian must be well structured for helping in project success.
The PMO risk management plan of Digital Guardian must include certain steps for mitigating project related risks. The first step must be to identify risk and carry out effective risk assessment (Desmond, 2015). The PMO staffs must then focus on finding out several methods for dealing with the risk. The best solution must be selected for handling the risk. The last step of the risk management plan must be to review and close the risk. The risks related to previous projects can be documented for taking help in similar projects and enhancing the speed of the risk management process.
The business processes of Digital Guardian can be integrated with the PMO processes by effective planning. The initial step of PMO business integration must begin with identifying the organizational differences of PMO. The PMO can be implemented and integrated in the business of Digital Guardian by incorporating project management techniques and practices into the organizational strategy. PMO business integration can be done by developing and linking strategic and operational plans for the various kinds of projects. Participative decision making and effective flow of communication will enable Digital Guardian to enable PMO business integration.
There is no doubt in the fact that implementation of PMO can benefit the organization in a number of way. However, in order to implement PMO within an organization successfully, it is essential to have a proper project management skills in managing the implementation procedure of PMO that will benefit the organization. The implementation process needs establishment of proper role scope and outcomes for successful PMO implementation. The organization should plan the process according to the needs in order to successfully implement project management office in Digital Guardian.
Conclusion
Therefore, from the above discussion, it can be concluded that implementation of PMO will be beneficial for Digital Guardian as it will ensure the use of a standard process in handling and managing their projects. The report gives an overview of the organization and discusses the need of implementation of PMO. The use of project management process provides cost effective and strategic project management and implementation. The reports concludes with the discussion about the perceived benefits of PMO implementation in the organization. The report further recommends the process of successful implementation of PMO within the organization. It gives an overview of the mission and vision of PMO and its benefits if implemented in Digital Guardian.
References
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Cuthbert, A. (2012). The role of the project management office. PM World Journal, 1(4).
Desmond, C. (2015). Project management office. IEEE Engineering Management Review, 43(1), 15-16.
Digital Guardian. (2018). About . Retrieved 7 January 2018, from https://digitalguardian.com/about
Hill, G. M. (2013). The complete project management office handbook. CRC Press.
Kerzner, H. (2013). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
Larson, E. W., & Gray, C. (2013). Project Management: The Managerial Process with MS Project. McGraw-Hill.
Lawrence, A. T., & Weber, J. (2014). Business and society: Stakeholders, ethics, public policy. Tata McGraw-Hill Education.
Lock, M. D. (2014). The essentials of project management. Ashgate Publishing, Ltd..
Mir, F. A., & Pinnington, A. H. (2014). Exploring the value of project management: linking project management performance and project success. International journal of project management, 32(2), 202-217.
Pemsel, S., & Wiewiora, A. (2013). Project management office a knowledge broker in project-based organisations. International Journal of Project Management, 31(1), 31-42.
PMI, P. (2012). Project Management Institute. A Guide to the Project Management Body of Knowledge.
Pmi.org. (2018). The Project Management Office . Retrieved 7 January 2018, from https://www.pmi.org/-/media/pmi/documents/public/pdf/white-papers/value-of-pmo.pdf
Salameh, H. (2014). A framework to establish a project management office. European Journal of Business and Management, 6(9), 19-26.
Schwalbe, K. (2015). Information technology project management. Cengage Learning.
Snorradóttir, J. K. (2014). TO PMO OR NOT TO PMO: TO PMO OR NOT TO PMO: A PROJECT MANAGEMENT OFFICE CASE STUDY.
Spalek, S. (2012). The role of project management office in the multi-project environment. International Journal of Management and Enterprise Development, 12(2), 172-188.
Tasic, V. (2014). Project management office–typology and benefits. Informatyka Ekonomiczna, 1, 173-182.
Wells, H. (2012). How effective are project management methodologies? An explorative evaluation of their benefits in practice. Project Management Journal, 43(6), 43-58.
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