Project Management Tools Activities Across the PMO Continuum

The progression of the "project management tools" function along the PMO competency continuum is characterized by an early capability to implement a standard toolset across projects, followed by increasing introduction and use of enterprise level business applications.

Table 2.1 presents an overview of the range of prescribed PMO project management tools activities according to each level in the PMO competency continuum.

Table 2.1: Range of Project Management Tools' Activities across the PMO Continuum

Project Office	Basic PMO	Standard PMO	Advanced PMO	Center of Excellence
Recommends new tools and applies available project management tools to achieve project oversight and control objectives	Introduces a set of fundamental project management tools Identifies the organization's need for tools Manages selection, acquisition, or development of tools Facilitates tool implementation Conducts training on the use of project management tools	Introduces more advanced project management tools Conducts tool research and comparison to ensure fit within project environment Monitors utilization of project management tools Evaluates performance of project management tools	Introduces a viable project knowledge management system and tools Establishes a project-by-project Web presence Structures a complete project-and business-information database Implements an executive dashboard	Oversees advanced business toolsets that extend into all business functions Designs and implements enterprisewide tool solutions Introduces external user access to project management tools Examines and implements personal digital assistants (PDAs) and wireless tool solutions

The project office is the primary user of the project management tools that a higher level PMO has selected and implemented. In the absence of a higher level PMO, it may independently acquire and use the tools it needs to conduct project management. However, tool acquisition and implementation decisions are usually made in collaboration with project and functional managers.

Mid-range PMO levels of the continuum have the responsibility of introducing progressively advanced project management toolsets based on project environment needs. One primary goal is to implement tools that bolster existing project management processes and practices or that otherwise support a deliberate decision to change processes and practices according to the new tool's guidance. The mid-range PMO distinctly performs tool management when recognizing that tool introductions inherently establish a common approach to project management that will be used across all projects. As the PMO introduces more advanced tools to integrate the business aspects of project management, that common approach is then extended across the enterprise. In particular, the standard PMO and advanced PMO provide comprehensive tools that comprise the hardware and software components of the organization's project management information system.

The center of excellence continues in its role as a business function responsible for integrating business performance in the project environment. It monitors project management tool selection and implementation with a concern for enterprisewide impacts and integration. It also determines the benefits and opportunities for the organization in connecting external users. As a result, it develops tool access rules and procedural guidance to bring customers and vendors into the organization's real-time project management information system.

The PMO's "project management tools" function provides project managers and project team members with timely access to pertinent information and guidance in the project environment. It also accommodates access to project information on a real-time basis per the individual needs of project stakeholders.