What does a PMO Analyst do?

Most people have heard about the work that Project Managers do, orchestrating the planning, execution, and completion of a project, ensuring it meets its objectives, deadlines, and budget, whilst overcoming challenges and coordinating the team's efforts. But what about the role that actively supports the Project Manager in their endeavours?

The PMO Analyst role is one that not only supports the delivery of projects and programmes, it is also one which helps the organisation to get better at delivery whilst meeting their strategic goals. It is a role that is often behind the scenes, keeping projects ticking like a well-oiled machine.

In this article we bring the PMO Analyst into the spotlight and find out what it is the PMO Analyst does, the knowledge and skills required to be a PMO Analyst and how to become one.

There are many definitions available for what a ‘PMO’ is and what it does. At the House of PMO we prefer the definition of, “a PMO is any individual, team or department that supports portfolio, programme, and project delivery within an organisation.”¹

PMO as an acronym can mean, ‘project management office’, ‘programme management office’ or ‘portfolio management office’ therefore a PMO Analyst is a role which can be found in many different types of PMOs.

The role of a PMO Analyst is described as one which: “Supports the Project, Programme or Portfolio Manager and their team in delivery including co-ordination, planning, control, reporting, analysis, and insights. The role also supports the PMO Manager in the delivery of PMO initiatives”.²

The purpose of the PMO Analyst role falls into two different camps – the first is providing support to the project or programme manager and the team.

The roles and responsibilities here are about providing support in the core areas of delivery. PMO Analysts can be expected to provide some of the following activities, for example:

• Maintaining schedules and plans;
• Financial monitoring;
• Decision-support;
• Benefits tracking;
• Maintaining risks, actions, issues and change registers;
• Dependency management;
• Resource management;
• Supporting communication mechanisms; and
• Developing documentation.

The PMO Analyst spends a lot of their time with data and information to provide insights that enable others to make important decisions on progressing the project successfully. This analytical side of the role means PMO Analysts are competent in using PPM tools and spreadsheets, however there is another side to the role. PMO Analysts are excellent relationship builders and communicators, core skills required when working with a whole host of stakeholders, senior executives, clients and customers.

The second area of their role – working with the PMO Manager to ensure the PMO remains fit-for-purpose means they are often working on initiatives or projects of their own. For example, the organisation needs a new PPM tool (project portfolio management). It is the role of the PMO to successfully identify, plan, source, implement and manage the ongoing use of the tool. Other initiatives can include activities such as introducing new processes, devising training programs, embedding new delivery methods – anything which helps the organisation to keep delivering their projects and programmes successfully.

The competences, knowledge, skills and behaviours required in PMO Analysts are laid out in the PMO Competency Framework (one of the core texts for the Essentials for PMO Analyst qualification).

Working within a PMO function has often been seen as a great step into the world of project management. Within a PMO, the role of the PMO Administrator is often seen as the starting place, and after gaining experience, the next step of PMO Analyst becomes attainable.

Becoming a PMO Analyst is also possible if you are already working in a business related role – for example as a Business Administrator, Personal Assistant or team-based administration role. After gaining knowledge in project management (the Praxis qualification is a good option) there are many transferable skills which make the transition into the PMO Analyst role possible.

Eileen Roden and I (Founders and Directors of House of PMO) explain the role of a PMO Analyst. In this webinar we guide viewers through:

• Insights into the day-to-day responsibilities of a PMO Analyst
• Explanation of the key knowledge, skills and behaviours required to perform well in the role
• The development opportunities that exist for PMO Analysts and possible career paths – including introducing the Essentials for PMO Analysts training course and certification.

Looking back at the definition for PMOs, “any individual, team or department that supports portfolio, programme, and project delivery within an organisation” PMOs have become increasingly common in organisations where there is a lot of change activity and where projects and programmes have become increasingly complex and complicated. Using a PMO to help manage a large portfolio of change is one of the major factors in helping organisations become more consistent in the way they deliver projects, and with consistency comes gains in performance, efficiency and ultimately success. Without PMOs, and by extension the role of the PMO Analyst, there is no central point of oversight and control for managing these complexities.

PMO Analysts bring critical expertise in areas like risk management, scheduling, resource allocation, and process standardisation, playing a pivotal role in enhancing project delivery. Their analytical skills not only help in identifying potential issues before they become problems but also in leveraging data-driven insights to improve decision-making across the board. In essence, the value of PMO Analysts in maximising project outcomes cannot be overstated; they are the glue that holds the diverse aspects of project management together, ensuring that even in the midst of change and complexity, efficiency and success remain within reach.

The variety of tasks and responsibilities means that no two days are the same – one day, you might be deep-diving into data analysis to forecast project outcomes, and the next, you could be facilitating a retrospective.

For those new to a PMO Analyst role it can take a few months to get settled into the role, that’s perfectly normal! To help you ease in, here’s five tips for new PMO analysts:

• The role of a PMO Analyst can vary from organisation to organisation – make sure you have a clear understanding about what is expected from you in the role from the offset.
• A PMO Analyst needs to know who’s who in the organisation so make sure, in the first few days and weeks, to get to know as much as you can – from the main point of contact for booking meeting rooms, to the contact in the finance department.
• Find a buddy – working in a PMO is a team endeavour so there will be someone you can depend on for support and guidance in the first few months.
• An important part of the PMO Analyst role is understanding what the reporting cycles are – this the delivery cadence of what information is required and when, this will be your guiding star as you get started in the role.
• Understand what your measures are – these are the things that tell the organisation you’re doing a good job. If your new role has a 6-month probation period, it’s crucial to know that you’re on the right lines and fitting into your new team and role.

At the House of PMO, the membership organisation for people working in PMO’s, we are big advocates of utilising your profession's community and network too. A busy new role like that of the PMO Analyst will mean you come across new things to learn about, or need ideas and guidance from other sources outside of your PMO. For your longer-term PMO career, it’s also about keeping abreast of new developments in the field which you can utilise back in your PMO.

Visit the House of PMO website for more information.

If you would like to gain a comprehensive understanding of the areas you need to develop further, join Lindsay Scott for a free 45-minute webinar. Lindsay will explain how to conduct a self-assessment using the PMO Competency Framework, providing invaluable insights and guidance.

Title: Unlocking PMO Potential: A Guide to Self-Assessment for PMO Professionals
When: 9 May 2024, 12 PM BST.
Register.

In summary, the PMO Analyst plays a crucial yet often understated role within organisations. This article has shed light on the PMO Analyst's role, highlighting their responsibilities, the skills and knowledge required, and pathways to entering this profession. The PMO Analyst's work is dynamic, involving a balance of analytical ability and interpersonal skills to help overcome the complexities of project management and help drive successful outcomes.

For anyone considering a career as a PMO Analyst or those looking to understand the value they bring to an organisation, it's clear that this role is more than just support; it's about helping organisations to become more mature in their approaches to delivering change and with maturity comes higher project success rates.

As we continue to work in a world where change is the only constant, the role of the PMO Analyst will undoubtedly become even more significant. Those stepping into this role can look forward to a career filled with opportunities for growth, learning, and significant rewards. With the right approach and dedication, the journey of a PMO Analyst can be both fulfilling and transformative, not just for the individual but for their entire organisation.

Essentials for PMO Analysts is a practical five-day course designed to equip learners with the knowledge required to excel in a PMO Analyst role. This qualification targets both current PMO Analysts and those transitioning from project management into a PMO role. Candidates should possess foundation-level knowledge of project, programme, or portfolio management.

The training details the responsibilities associated with a PMO Analyst and emphasises the essential knowledge, skills, and behaviours needed to be effective in this role.