A solid administrative infrastructure is essential to the success of a program. The task of program administration and management support falls to the program management office, a division of program management not found in project management. The program management office, also known by the acronym PMO, is a temporary fixture that provides administrative and management support until the completion of the program. In certain cases, an enterprise PMO may be instituted as a permanent operation, which serves programs as they come online and throughout their lifetimes. The typical PMO, however, is intended to serve a function for the time frame of the program.
The Function of the Program Management Office
Within the task of program administration, the PMO has a large number of tasks that fall under its jurisdiction.
The coordination and distribution of program resources to maintain work processes and efforts. This also involves defining the roles and goals of these work efforts within the larger context of the program.
Budget Administration and Procurement
General administration of the budget and overseeing procurement of necessary resources.
Training of staff in necessary disciplines and specialized areas of expertise.
Administration of the communications needs of the program.
These examples constitute just a few of the roles of the program management office. Additional roles include:
- Facilities administration
- Contracts administration
- Technical support
- Risk Assessment
- Methodology and process support
- Issues management
- Status reporting
The Administrative Process of the PMO
How does the project management office go about administration of one of these roles? The following example covers the role of communications management administration.
First, the PMO would work with the overall program manager to determine what communications encompasses and what the needs of the program will be relative to communications. The PMO must then create a communications plan that details how the necessary communications infrastructure will be acquired, put in place, maintained, and used. Third, the PMO must see that this plan is put into action and works as intended. Throughout the program, the program management office must work with the communications director to ensure that this area is functioning as it should.
Program success hinges on the strength of the program management office and strong program administration. To learn more about program administration and the program management office, contact DHA Group today. An award-winning management consulting and contracting firm primarily serving federal, civilian and defense agencies, DHA group supports clients’ mission-critical work by delivering expert professional services. Follow us on social media on Facebook, LinkedIn, Twitter or Google+.