The core function of the Programme Office is to provide an information hub for the programme. Be sure communication is down as well as up. Use a wall board to post the latest information available. If you want a team, involve and inform all people in your team.
The Programme Office Manager is specifically accountable for the following:
- Tracking and reporting:
- Tracking measurements
- Reporting progress
- Information management:
- Holding master copies of all programme information
- Generating all necessary quality management documentation
- Maintaining, controlling and updating programme documentation
- Establishing and maintaining the index to an electronic library of programme information
- Owner of the following Governance Baseline Components:
- Programme Controls Definition
The Programme Office Managerís specific responsibilities include:
- Providing a strategic overview of all programmes and interdependencies, and reporting upward to senior management.
- Providing consultancy-style support to project delivery teams at initiation and throughout the lifecycle of the programme; ensuring a common approach is adopted and sharing good practice.
- Carrying out health checks and advising on solutions during the lifetime of the programme and individual projects, for example, facilitating workshops involving project teams, stakeholders and members of the programme team.
- Change control:
- Registering changes for subsequent investigation and resolution
- Monitoring items identified as requiring action
- Prompting timely actions
- Financial accounting:
- Assisting the Programme Manager with budget control for the programme
- Maintaining status reports on all projects in the programme
- Risk and issue tracking:
- Analysing interfaces and critical dependencies between projects and recommending appropriate actions to the Programme Manager.
- Maintaining the list of stakeholders and their interests.
- Quality control:
- Establishing consistent practices and standards adhering to the programme governance arrangements, including project planning, reporting, change control, analysing risks and maintaining and updating the Risk Register for the programme.
- Reporting on whether required actions have been carried out.