Project Management as a Service: Three Phases of Integration

March 20, 2024 | by Carrie Capili

Lacking flexibility and adaptability in project management is a major cause of unsuccessful projects, long timelines, and budget overruns, especially in times of change and major business shifts. A new, scalable solution is Project Management as a Service (PMaaS). PMaaS manages all of the challenges of staffing, resource allocation, and remote work communication. 

While there is no standard definition or framework for PMaaS implementation, through experience PM Solutions has developed a three-phase process. 

Phase 1: Alignment and Proof of Concept Design
Understand Organizational Goals and Objectives. In the initial phase of PMaaS integration, the focus is on fostering collaboration and gaining a deep understanding of the organization's goals and objectives. Here are the steps we take to do this:

1. Assimilate to the Organization’s Culture. We start with an active collaboration to assimilate with an organization's culture, ensuring a seamless integration process. This involves learning the nuances of the work environment, aligning our approach with the client’s values, and adapting to the unique aspects of organizational culture.

2. Adopt Client PMO Processes and Tools. Our approach involves incorporating and adapting to specific Project Management Office (PMO) processes. By aligning with existing tools and methodologies, we ensure a smooth integration that complements the established workflow and project management practices.

3. Design Proof-of-Concept Model and Measure. Together, we co-create a proof-of-concept model designed to align with organizational objectives. This includes defining key performance measures that will be used to evaluate the success of the PMaaS integration, ensuring that the chosen model is not only feasible but also aligns with the organization’s strategic goals.

4. Establish PMaaS Onboarding Process. We work collaboratively to develop a structured onboarding process for PMaaS. This involves establishing a framework to smoothly integrate PMaaS into your existing processes and systems, ensuring that the transition is efficient and minimally disruptive.

5. Provide Initial Project Management Resources. To kickstart the integration process, we introduce initial project management resources. These resources are carefully selected to align with your specific project requirements, ensuring that the foundation of the PMaaS integration meets the immediate needs of your organization.

Phase 2: PMaaS Proof of Concept and Operational Ramp-Up

Provide More Project Management Resources

Pipeline of resources: We establish a resource pipeline designed to efficiently address evolving project requirements. This proactive approach allows us to maintain flexibility and adapt to changing resource needs, ensuring that the organization has access to a diverse pool of skilled professionals.

Monitor portfolio demand:  Implementation of a robust system to monitor and assess demand across project portfolios. This ensures that the provision of resources aligns dynamically with the evolving needs of all projects, optimizing resource allocation for maximum efficiency.

Work with leaders to select the right resources for each request: For a major, fast-paced project, hiring a junior project manager who needs training isn’t the right choice. Collaborating closely with project leaders, we identify and select resources that are best suited to meet the specific requirements of each project. This ensures that the right skill sets are deployed for optimal project outcomes.

Conduct onboarding and manage ramp-up of resources: PM Solutions executes structured onboarding processes for new resources and manages their ramp-up into project environments. This includes ensuring a smooth integration of resources, facilitating quick adaptation to project requirements, and minimizing any disruptions to project timelines.

Refine PMaaS Structure and Processes. We continuously refine the PMaaS structure based on operational insights and your feedback. This involves:

1. Optimizing processes to enhance overall efficiency and effectiveness.
2. Ensuring that the PMaaS framework aligns seamlessly with your evolving organizational needs.

Reinforce Relationships with PMO or Delivery Leaders: Strengthening relationships with PMOs or delivery leaders is a crucial aspect of this phase. We actively foster open communication channels to enhance collaboration, and address any concerns, and reinforce our commitment to supporting project management objectives.

Phase 3: Ongoing PMaaS Delivery and Continuous Support

Provide Project Managers to Scale: As the organization's project needs continue to evolve, we adapt our approach to scaling the provision of project managers accordingly. This involves implementing a responsive strategy to accommodate changing demands and ensuring a consistent level of support.

1. Intake Screening and Selection. Implementing a comprehensive screening process for project intake ensures that resources are selected based on their suitability for specific projects. This is a proactive approach that ensures that the right resources are allocated to meet project requirements efficiently.

2. HR Onboarding. The initial onboarding process ensures new resources entering your organization are already up to speed and well-prepared to contribute effectively as soon as they start. This includes:

• Providing all the necessary training
• Salary and negotiations for each PM
• Insurance and benefits for each PM
• Employment packages for each PM

3. Resource Offboarding. We develop a structured process for efficient offboarding of resources upon completion of projects or when they are no longer needed. This ensures a smooth transition as resources conclude their engagements, minimizing any potential disruption to ongoing project activities.

Ongoing Service Refinements: Our continuous improvement involves actively refining PMaaS services based on new data, experiences, and feedback provided by the client organization. We adapt to emerging challenges and opportunities through iterative enhancements, ensuring that the PMaaS framework remains agile and responsive to your organization's evolving needs.

Because PMaaS is an on-demand service, once integrated, you do not need to use resources provided by PMaaS on every project if it is not necessary. You can enlist PMaaS on an as-needed basis, depending on current project needs, without putting pressure on your business’s resources. Need to know more? Visit our PMaaS resources here.

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