PMO support services

We support project management.

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A project is a unit that is primarily organized and goal-oriented to achieve an objective, and is often built to accomplish tasks that would be difficult to be reached in a regular departmental basis. A variety of projects are launched and ran in companies constantly, including new product development, store development, and knowledge management, on top of IT implementation.

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Each project is initiated and executed with its own objectives, but there are interrelationships and constraints, and it is not always possible to proceed independently.

Therefore, a PMO is needed as a unit (function) to help projects to stay on course by sorting out dependencies, solving problems, and coordinating among multiple projects.

HOYA Digital Solutions supports the implementation of these PMO services (tasks) from a corporate standpoint. Depending on the number and size of your project, we can assist you with individual or multiple PMO tasks.

In general, as the number and scale of concurrent related projects increases, the number of man-hours required for information sharing and coordination among individuals, teams, and projects increases, and the output in proportion to the input man-hours decreases, and the coordination and communication functions of the PMO become important.

Scope change management

We determine the scope of work, deliverables, etc. for the success of the project, and respond to scope changes during the project execution phase. Especially when multiple projects are in progress, the PMO organization will prevent duplication between projects and gaps that no one is considering, which will lead to trouble later.

スコープ変更管理

Also, when you're working on a project, it's often difficult to make decisions for a variety of reasons, or you're putting off making decisions, and as a result, you're narrowing the scope. In response to these issues, we will coordinate and consider from various perspectives, such as whether the original business objectives of the project will be achieved even if the scope is changed, whether there will be no impact on other projects, and when areas outside the scope will be implemented, and will assist in decision making.

Issue management

Issues are things that can affect or hinder deliverables, project execution, budgets, project schedules, organizations, and more.

In the process of identifying, prioritizing, monitoring, and resolving issues that have occurred, we support the following measures as PMO problem management.

  1. Solving challenges across projects / Coordination of responsible projects
  2. Support for solving problems that fell between projects
  3. Mutual coordination when one project's decisions or activities constrain another project
  4. Monitoring progress and facilitating resolution of these escalation issues
課題管理

Communication management

This is a management activity to communicate various management plans, progress data collection, reports, etc. to members who need them in a timely manner. What, when, to whom, and how to communicate will be managed.

コミュニケーション管理

In the PMO activities, communication between projects and communication with project owners, sponsors, steering committees, etc. that are common to projects are are included in the scope. In addition, depending on the project, we will also support company-wide announcements and project publicity activities, as well as communication with a wide range of stakeholders, including suppliers, customers, and shareholders.

Risk management

In risk management, we identify, analyze, and prioritize risks in advance in order to prevent the occurrence of unnecessary and material losses or incomplete situations associated with various risk events that may occur in a project, and continuously consider and formulate measures to minimize losses and maximize opportunities.

リスク管理

Among these risk management items, we support the identification and sorting out of possible risks within individual projects and intertwined among projects, and the identification, analysis, and consideration of countermeasures for risk events that are difficult to anticipate within a project and do not belong to the scope of any project but that may occur and may affect each project.

Status management

PMO status management follows up on the progress of individual projects including phase completion, and communicates with related and inter-dependent projects as needed.

ステータス管理

The progress and status of an individual project may affect other projects and the overall business effect to be generated. In such cases, you may need to make important decisions, such as increasing project budget or reviewing the time frame to recover investment, which requires special attention.

Deliverable management

Deliverable management is usually implemented for each project, including the definition of deliverables at the start of each project, delivery control, and quality control.

PMO unifies formats, levels of description, items used in all projects, and defines quality plans including quality standards.

We usually do not check the quality of all the deliverables of an individual project, but we may check whether the key deliverables that are directly linked to the creation of business effects meet the quality plan (standards).

成果物管理

Work plan management

The work plan of a project is usually broken down as a WBS in each project at the beginning of the project, and SOW is defined as necessary.

SOW (Statement of Work) usually describes the purpose of the project, (intermediate) deliverables, specifications, duration and context of the task, contents of work, roles, authorities, etc. Since the deliverables of the task may affect other projects such as succeeding tasks or input of peripheral projects, we check and adjust the relation, output timing, level, etc.

Work plan management

Also, if the work plan needs to be changed during the project, PMO will consider and adjust the impact on other projects such as output timing, resource constraint, and cost.

Operation and cost management

All work tasks in a project must be managed and accomplished within the set timeframe. PMO will check and manage the operation (time) including safety and health aspects to prevent the occurrence of a failure and serious delay.

稼動・コスト管理

Cost management is carried out for the execution and completion of a project to meet the objectives within the approved budget. Personnel, equipment, and other expenses are all subject to it. Costs will be managed for each project as an important factor to determine the continuation and effectiveness or return on investment of the project.

IT investment cost management support service

We provide total support from planning service, system implementation, maintenance and operation after introduction.

IT investment and cost control for each fiscal year may seem to bring short-term effects, but we will help with a perspective of an operating company to measure how it looks like in mid- to long-term, strategically, and direction-wise.

IT投資コスト管理支援サービス

We evaluate, verify, and make proposals regarding IT technologies that are evolving day by day, such as whether the system (technology base) you are going to adopt can contribute to the future growth of your business, and its potential.

As for IT investment, we recognize that many companies scrutinize estimates offered by IT vendors based on various criteria, such as the ones unique to the person in charge, and the ones based on expert skills and experience. We provide support so that your company can conduct price negotiations effectively.

In particular, in IT investment cost management, it is necessary to consider factors other than the conventional concept of calculating the cost of IT system implementation at a rate based on the number of years of amortization and comparing the cost with the benefits generated in units such as single year, quarterly, and monthly. Examples below:

  • Additional costs⇒ Infrastructure cost of IaaS/PaaS type, increase in network cost due to increased traffic
  • Network security monitoring and related costs
  • Responding to harmful rumors about your own brands and products on social media
  • Changes due to the shift to the cloud ⇒ IT costs converted to operating costs (OPEX)
  • Use of packaged software ⇒ Risk of continuing to use the system after maintenance has expired, and increase of maintenance fees due to vendor's reasons

(especially mission-critical core systems)

Support for improvement of IT department's capability

In terms of IT human resources, there is always a shortage of IT human resources, with job openings five times greater than job seekers. Furthermore, given that this situation is unlikely to improve in the future, and that all things will be connected to the Internet, IT human resources are expected to be required for companies that handle hardware services and products that have already become commoditized and did not previously require IT human resources.

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In response to this situation, we support the formulation and implementation of policies and plans related to IT human resources at your company in order to make effective use of your existing resources instead of relying solely on external recruitment, based on our experience and achievements in improving the service level of maintenance services within the HOYA Group and expanding services outside the Group, which are derived from the internal IT departments of the HOYA Group, through training, motivating and developing skills of IT personnel.

  • Formulation of a plan to address the shortage of human resources
  • Formulation of Human Resource Management Process Improvement Plan
  • Support for establishing a system for human resources allocation management and enabling processes such as application for projects to be properly executed by only employees of your company
  • Define the organizational structure to be aimed at, formulate an action plan for human resource management (personnel acquisition/compensation system/transfer/promotion/career track, etc.), and support for construction / establishment of each system
  • Support for reassignment and talent development, particularly in the manufacturing industry

etc.

Support for IT process improvement and optimization

This service enhances standardization, visualization, and control of the entire IT process, from budgeting to construction, maintenance, and operation, and promotes the use of internal assets by sharing internal know-how as best practices.

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In addition, we unify the work methods that are scattered in each system / group, and support the improvement of communication efficiency, productivity and quality within the organization.

By establishing a common framework and consolidating existing assets, we support the optimization of IT-related management resources at the corporate level.