Programme or Project Support Office (PPSO) Defined
A Programme or Project Support Office (PPSO) is a temporary or permanent resource businesses use to help support project-based initiatives. When utilised to its full potential and applied to the appropriate project management functions, it holds substantial benefits for enterprises of all sizes.
PPSO for a given business may differ from that of another depending on the business's size and the complexity of the business's needs.
The Scope of PPSO
PPSOs execute a wide variety of functions related to project coordination and support. They range from administrative support to compliance assistance to quality assurance and everything in between. With these everyday tasks taken care of, management personnel can focus on higher-level strategic planning and execution.
Though PPSO varies from firm to firm, the general scope includes the following:
- Project planning and scoping
- Financial management
- Process and compliance management
- Communication and coordination
- Risk and issue management
- Performance monitoring and reporting
- Resource management
Project Planning and Scoping – Involves assisting with setting objectives, requirements, and constraints at the start of a project. Some PPSO functions include project planning support, project scoping support, requirements gathering, scheduling, forecasting, and estimates.
Financial Management- Concerns overseeing and controlling financial aspects of projects. Related functions include budget tracking and reporting, invoice processing, expense processing, budget management support, and contract negotiation.
Process and Compliance Management - Encompasses tasks related to solidifying and enforcing project-related processes and requirements. Pertinent tasks include approval processing, compliance processes, change control processes, and quality assurance support.
Communication and Coordination – Focuses on establishing and maintaining sufficient, effective communication among the project team and ensuring smooth execution via meaningful coordination. Pertinent related tasks include meeting facilitation, project communications, stakeholder engagement, and team coordination.
Risk and Issue Management - Entails supporting management in pinpointing, resolving, and assessing project risks and issues. Functions may include risk management support, issue resolution support, and project risk analysis.
Performance Monitoring and Reporting – Involves the tracking and evaluation of project metrics and overall project performance. PPSOs may execute functions like decision support, task monitoring, tracking project status, project documentation and records, and project quality analysis.
Resource Management – Concerns allocating, overseeing, and optimizing resources, driving project success and timely delivery. Some related tasks include procurement planning, resource support/procuring software, and training and development planning.
To learn more about Programme or Project Support Offices (PPSOs) and how to access such services, contact Kompetenta. We take pride in delivering professional Project Support as a Service to boost project efficiency and overall success.
