Global Pharmaceutical - PMO Implementation

The Ask:

A global pharmaceutical company was looking to setup a Project Management Office (PMO) to support their external manufacturing business.

Scale:

  • 100+ live projects
  • 102 products/3000+SKUs
  • 183 external network sites

Challenges:

  • Extremely large and growing project portfolio
  • No definitive source of transparency on the capital investment & resource demands
  • No executive view for portfolio status
  • Highly diverse range of projects:
    • Extremely large and growing
    • Complex technical transfers
    • New market introductions
    • Equipment and facility upgrades
    • Business continuity projects
  • Project managers experience and training varied greatly
  • No effective budget tracking/reporting against projects
  • Key internal processes such as technical transfers not mapped to the project lifecycle

Implication

  • Significant company revenue tied to the project portfolio, not visible
  • Repeated questions & confusion surrounding project finances
  • Business risk: Lack of clarity surrounding business continuity projects
  • Over reporting, frustration, lost time and risk due to lack of transparency

Objective

  • Develop a standardised tool kit to support the project requirements
  • Develop a reporting structure to facilitate clear project status reporting
  • Roll out project management training to the internal team and across the divisions
  • Setup portfolio governance – Decision making and prioritisation forums
  • Minimise the amount of direct reporting required
  • Establish appropriate project portfolio metrics to support management
  • Develop resource management capability

The Approach:

case study pmo aproach

Toolkit

  • Voice of the Customer
  • PMO User Requirements Specification
  • Project Approval & Communications Plan
  • Process Mapping
  • Project Charter
  • Project Work Breakdown Structure (WBS)
  • Project Budget Template
  • Project Dashboard
  • Project Risk Register
  • Project Management Training
  • Business Unit Programme Reports
  • Resource Management Template
  • Resource Management Tracker

Results and Benefits

  • Dashboard developed for live, up to date clarity on project status 
  • Portfolio metrics, clarity on project status & reduced project report meetings
  • Standardised project tool kit developed for each phase of the project lifecycle
  • Budget management and reporting process developed
  • Portfolio governance board & Business Unit forums setup
  • Roles and responsibilities developed across the project lifecycle
  • PMO governance policies developed
  • Project managers trained to the same standard and ongoing PM support installed
  • Project portfolio reporting capability – Quarterly reports submitted to the executive team
  • Guideline documents and templates developed for each phase of the project lifecycle
  • Clarity for internal management on resource utilisation and approval