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General Information

Project Title: Galaxy Industries-Project Management Office Implementation

Project Working Title: Galaxy PMO

Proponent Secretariat: Mr. Smith, CEO

Proponent Agency: Galaxy Industries

Points of Contact

Project Sponsor: Mr. Smith, CEO Galaxy Ind (916)555-5554

Program Manager: Mr. Brown, CIO Galaxy Ind (916)554-4532

Project Manager: Mr. Beausoleil, PMP PMC (916)443-4434

Customer User: Mrs. White Galaxy Ind. (916)442-9876

Executive Summary

A Project Management Office (PMO) is a group or department within an enterprise that defines and maintains standards for project management. The PMO main objective is to standardize and introduce economies of repetition in the execution of projects. The PMO is the source of documentation, guidance and metrics on the practice of project management and execution.

Project purpose: The purpose of this project is to establish a PMO for Galaxy. Currently the company is not being very proficient in the current projects they have established and most importantly the project managers on staff are not properly trained or certified. Therefore they do not have the skills to make sure all the areas required to start, manage, and complete the projects are being taken care of. Also the project managers are not centrally located so they can collaborate on issues.

The Aim of this project is to:

· Relocate the 3 project managers so they are centrally located.

· Have the three project managers become PMP certified

· Install a software suite to manage projects.

· Install an IS Intranet so that members of Galaxy Industries will have access to project reports.

· Change the project management methodologies so that they are in line with PMI Global standards (http://www.pmi.org/PMBOK-Guide-and-Standards.aspx

· Transition the company from legacy Project management methodologies to the Project Management Office.

Project Purpose

Business Problem

Galaxy Industries has grown because of the recent increase in International sales instead of only US Sales as in the past. The growth rate and subsequent staffing has led to performance problems in several areas of the business process:

· Inability to process orders within 24 hours.

· Rising transportation costs because of increasing cost of fuel.

· Inadequate employee training.

· Greater demand for internal IT services related to the website, sales, financial reporting, and warehousing/shipping.

· Inability to keep up with changing IT trends.

· Excessive staff turnover in IT, marketing, and sales.

Project Business Objectives

Commonwealth or Agency Strategic Plan – Initiative or Critical Issue	Project Business Objectives
Development of PMO	Methodic approach to identifying and resolving problems in business processes as identified in the Business Problem statement.
Project Management Intranet Site	Provide a means for employees to stay well informed regarding the status of project information. Intranet will include: Progress, Problems, Risks and any Outstanding Issues.

Assumptions

· Scope changes must go through a formal review.

· Galaxy industries is willing to change all of its legacy systems to the new system.

· Galaxy industries will freeze any new projects from going online till the PMO is implemented.

· Current live Projects will continue on the old system till completion.

· The old system will remain live till the new system is live and certified and all pre-PMO projects are complete (system will be implemented side-by-side).

· Galaxies 3 project managers will pass the PMP certification.

· The Project Team has authority to make business decisions.

· There will be available functional resources provided by Galaxy industries to the project team.

· Executive support will continue through the project.

· The project sponsors will make timely decisions in order to facilitate a smooth transition.

· Plan to go live in 90 days from project start.

Project Description

The Implementation of a Project Management Office is a strategic challenge considering its uses in internal and ongoing projects. The approach utilized must be very straightforward, evolving and favorable. It should utilize the required tools and methods to implement a Project Management Office that helps the firm order mobility, manage employees and their training requirements by way of assessments and is helpful in time and budget management.

As pointed out by the CEO, Mr. Smith, the PMP Certification should be required to start with the project and the involvement of each of the three Galaxy’s Project Managers along with PMC’s Project Manager must be initiated. Each of these must create a combined strategic framework to complete the project and achieve the desired results. The top down approach seems to be favorable here. Implementing the work-management and informational system integrated with the PMO would help the firm to track the projects employee records. This will manage the issue of order mobility, save time & money and will also help in minimizing the employee (IT) personnel turnover. This easy and user friendly interface based PMO will help the firm to capitalize on increasing sales and manage the IT services in an improved and effortless manner.

The website for Project Management will help in tracking the performance of projects which will assist in better assessment, implementation and analyzing the factors for improvement. The inclusion of informational and tracking system in the PMO will also help the firm complete a daily/weekly basis report of progress on projects. The location has to be decided with required infrastructure made available quickly to implement the PMO soon. This way, the firm will be more responsive to its customers, able to track delivery faster, provide efficient operations that lead to cost management. The inclusive training package (anytime training with videos) will also be able to manage the training related issues for the firm and help employee management in efficient methods. The inclusive marketing module of PMO will also boost the firm’s marketing capacity and planning with analytics. Therefore including PMO in Galaxy Industries’ Project Management processes will help the firm to expand and grow.

Project Scope

This project has been established to provide an effective project management office space, trained individuals and an Information Technology (IT) solution for our client, Galaxy. In this project there will be specific objectives tied to strict resources to ensure we meet the goal of both our organization and provide a quality product to our client.

This project is essential for Galaxy to move forward with automating their business and providing a more efficient overall organizational reliability and effectiveness.

Our project has the following objectives and requirements:

· Training and test vouchers for three project managers to achieve their Project Management Professional (PMP) certification

· PMP boot camp location, times and costs

· Testing location, times and costs

· Analyze available options for office space and requirements to convert the space for functionality, co-locating three project manager

· Acquire and provide logistics for the new office space (phones, computer equipment, office furniture, power, utilities, etc.)

· Ensure functionality to support the sales, marketing, accounting and warehouse components

· Obtain or create Information Technology (IT) solutions for project management functions

· Develop or acquire project management software (i.e. MS Project)

· Develop a Project Management intranet site (i.e. MS SharePoint, etc.) allowing centralized data and information collaboration and retention

· Create formal project management methodology that outlines policies and procedures

· Create a schedule and prioritize the objectives outlining clear deliverables for the client

· Establish conservative compensation packages for the project managers

Project considerations and restrictions

· Ensure the project maintains effective levels of progress

· Avoid project stalls and pitfalls

· Ensure the project remains within the budgeted allotment

Create a consistent schedule for meetings to keep projects on task and effective

Project Authority

Authorization

Galaxy CEO: Mr. John Smith

Galaxy CIO: Mr. Joe Brown

Galaxy COO: Ms. Sue White

Project Manager

Matthew Beausoliel, PMP. His role is to develop a plan for the project coordinate meetings with the stakeholders, provide meaningful updates, and make any changes that may be necessary. He is also responsible for tasking his support team and make sure they have a clear understanding of the assigned tasks.

Oversight

The Oversight Agency is Galaxy. Galaxy has control of the funding and controls the timeline in which they want the project to be complete. The company is in a solid financial situation and has partnered with CISCO, FedEx, and HP/IBM/Microsoft

Project Organization

The PMO project is being implemented by the PMC organization. The PMC organization is using the standard vertical hierarchical structure for the project. This will maximize the standards strengths due to the small size of the project.

The benefit of this organization is the balancing of objectives and coordination. This works because the support just report vertically to the project manager and then we can coordinate with program manager. Then vertically up to the Oversight of the whole project.

Project Sponsor	John Smith - CEO, Galaxy Industries
Project Director	Matthew Beausoleil - PMC
Project Manager	Matthew Beausoleil - PMC
Team Members	Jequetta Collier, Timothy Chatfield
Customers	Galaxy Industries
Customer Representatives	John Smith, CEO; Joe Brown, CIO; Sue White, COO
Stakeholders	All of the above, plus Galaxy department heads as follows: Sales & Marketing, Shipping & Receiving, IT, HR, Accounting & Finance

Resources

Resources	Allocation and Source
Funding	Source: General Fund	Amount: $ 170,275.00
	Source:	Amount: $
	Savings: $ 350,000+	Cost Avoidance Savings: $
Project Team (Full and Part Time Staff)	250 per hour, 1 PM plus two support $62,500 Galaxy 3 PM’s in training lost productivity salaries for 1 week $5200.00
Customer Support	$25,000 additional support cost while Project management is changed over to new system. After deliverables (Approx. 100 hrs)
Facilities	$5,000 Office Equipment
Equipment	$50,000 IS upgrades to support Intranet construction $5,000 Phone , Fax, network services $10,000site licenses for various software products
Software Tools	Wrike 15 users 99/mo 1 year $1188.00
Other	PMI Bootcamp to get the 3 project managers certified in 5 days 3885.00 http://www.theknowledgeacademy.com/us/courses/pmp-certification/pmp-exam-prep-boot-camp/Sacramento/ Hotel located in Sacramento, CA $2502.00 for 6 nights for three rooms

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