In today’s dynamic business environment, organisations are challenged to execute multiple projects efficiently while lacking the dedicated structure, expertise, or resources of a formal Project Management Office (PMO). Establishing an in-house PMO is often a costly, time-consuming, and complex endeavour.
Smart Resource Solutions offers a transformative solution: PMO as a Service (PMOaaS). This service provides your company with a fully functional, expert-level PMO for a single, fixed monthly fee, completely independent of the number of projects you run. We embed our seasoned PMO professionals and best-practice frameworks into your organisation, delivering the strategic oversight and execution rigor of a Fortune 500 PMO without the overhead and complexity.
2. The Smart Resource Solutions Advantage: Key Benefits
Cost Predictability & Significant Savings: Eliminate the high costs of recruiting, training, and retaining senior PMO staff. Our fixed monthly fee provides complete budget certainty, transforming a significant capital expenditure into a manageable operational expense.
Immediate Capability & Accelerated Time-to-Value: Bypass the 6-12 month setup phase of a traditional PMO. We deploy our established frameworks from day one, ensuring your projects benefit from proven methodologies immediately.
Access to Elite Expertise: Tap into a team of certified PMP, PRINCE2, and Agile practitioners with deep industry cross-knowledge. You get senior-level strategic guidance without the senior-level price tag.
Unbiased, Objective Governance: As an external partner, we provide candid, data-driven insights into project health, portfolio performance, and resource allocation, free from internal politics or biases.
Scalability and Flexibility: Our service scales with your needs. Whether you have five projects or fifty, the fixed fee remains the same, allowing you to flex your project portfolio without renegotiating PMO costs.
Focus on Core Business: Free up your internal leadership to focus on strategic initiatives and core business operations, while we manage the complexities of project governance and execution.
3. Core Service Offerings (Included in Fixed Fee)
Our PMOaaS is built on four foundational pillars:
Pillar 1: Strategic Governance & Portfolio Management
Portfolio Prioritisation: We help establish and facilitate a scoring model to prioritise projects based on strategic alignment, ROI, risk, and resource capacity.
Project Intake & Gating Process: Implement a standardised process for requesting, reviewing, and approving new projects, ensuring only the most valuable initiatives are funded.
Governance Framework: Establish and run Project Steering Committees and governance boards, providing the secretariat function and ensuring clear decision-making.
Benefits Realisation Management: Define key benefits upfront and track them post-project to ensure delivered value aligns with strategic goals.
Pillar 2: Project Execution Support & Methodology
Standardised Toolkit: Provision of our proprietary library of templates, including Project Charters, RAID Logs, Status Reports, Change Request Forms, and Closure Reports.
Methodology Establishment: We will implement a hybrid, tailored project management methodology that fits your culture—whether it is Waterfall, Agile, or a blend of both.
Project Health Monitoring: Continuous monitoring of project timelines, budgets, scope, and resources, with proactive intervention when deviations occur.
Quality Assurance: Conduct regular quality reviews of project deliverables and processes to ensure they meet defined standards.
Pillar 3: Reporting, Analytics, and Communication
Single Source of Truth: We establish and maintain a central Portfolio Dashboard, providing real-time visibility into the status of all projects for executives and stakeholders.
Stakeholder Communication: Develop and execute a comprehensive communication plan, ensuring the right messages are delivered to the right people at the right time.
Performance Metrics (KPIs): Track and report on key performance indicators such as On-Time Delivery, On-Budget Performance, Portfolio Value, and Resource Utilisation.
Pillar 4: Resource & Risk Management
Capacity Planning: We provide visibility into the demand vs. capacity of your key resources (people, budget, technology), preventing burnout and bottlenecks.
Enterprise Risk & Issue Management: Facilitate the identification, analysis, and mitigation of cross-project risks and issues. We maintain a consolidated risk register and ensure owners are assigned.
Dependency Management: Map and monitor critical dependencies between projects and other business units to prevent cascading delays.
4. Detailed Reporting Suite
You will receive a comprehensive set of reports designed for different audience levels:
Executive Portfolio Dashboard (Monthly):
Content: Red/Amber/Green (RAG) status of the entire portfolio, financial summary (budget vs. actual), milestone tracking, top five risks/issues, and strategic alignment overview.
Audience: C-Suite, VP Level.
Project Health & Status Report (Weekly/Bi-Weekly):
Content: Detailed RAG status per project, key accomplishments, next steps, milestone progress, budget burn-down, and updated RAID items.
Audience: Project Sponsors, Steering Committee Members, Department Heads.
Resource Capacity & Utilisation Report (Monthly):
Content: Overview of resource allocation across projects, highlighting overallocation/underutilisation, and forecasted demand.
Audience: Functional Managers, Resource Managers, PMO.
RAID Log Master (Live Document):
Content: A consolidated, real-time view of all significant Risks, Assumptions, Issues, and Dependencies across the portfolio, with owners and mitigation actions.
Audience: Project Managers, Sponsors, PMO.
5. Project Consultancy & Advisory Services
Beyond the ongoing service, our embedded experts function as your strategic partners. This includes:
Project Rescue & Recovery: If a project is in “Red” status, we will conduct a deep-dive health check, identify root causes, and develop a pragmatic recovery plan to get it back on track.
PM Mentoring & Coaching: We upskill your internal project managers and team members through side-by-side coaching, mentoring sessions, and targeted training on best practices.
Strategic Planning Sessions: Facilitation of workshops for annual portfolio planning, project kick-offs, and complex problem-solving sessions.
Tool Selection & Implementation Support: Provide expert guidance on selecting and implementing the right PPM (Project Portfolio Management) tool for your organisation (e.g., Jira, Asana, Monday.com, MS Project Online).
6. Our Engagement Model
Discovery & Assessment: We begin with a complimentary assessment of your current project landscape, maturity, and strategic goals.
Customisation & Onboarding: We tailor our standard PMOaaS framework to your specific needs and integrate with your teams.
Service Delivery: Your dedicated PMO Director/Manager and supporting analysts integrate into your rhythm of business, delivering the core services and reports.
Continuous Improvement: We hold quarterly business reviews (QBRs) with your leadership to review performance, demonstrate value, and adapt our services to your evolving needs.
Ready to transform your project delivery with the power of a PMO, but without the overhead? Contact Smart Resource Solutions today for a complimentary portfolio assessment and a tailored proposal.
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