Project support office

The project support office (PSO) is a separate part of the company's organizational structure aimed at supporting the project team and reducing the risk of failures during its implementation. The project support office is composed of experienced specialists in the field of project management, possessing high skills, competences and extensive knowledge in this field.

In the literature, many other terms are used interchangeably in relation to this link of the organization. It stands out therefore:

• project management office - is constructed on a permanent basis and covers all projects created by the company
• project office
• center for project management improvement
• program office - it is established for a limited time, supports smaller projects that make up one large project
• development management office
• a group of project management practitioners
• IT project support

Based on the PRINCE2 standard, it can be assumed that the project support office is a central pool of specialized resources to support the project in the form of, inter alia, administrative assistance, configuration management and, if possible, consultation on the use of the PRINCE2 methodology.

The reasons for the creation of project support offices

Among the most general and most important reasons for appointing PSO in an enterprise, you should provide:

• high probability of losing acquired knowledge gained during the implementation of a given project, caused by its non-permanent nature (structure of a temporary nature, time constraint)
• project team and project managers often do not have sufficient experience to implement a project with a given scope, so they need support
• appearance of inaccuracies and incoherence of methods used in the implementation of projects in a given enterprise, which results in discrepancies and problems during implementation as well as exposure to a greater risk of project failure
• rotation of people belonging to project teams that is not conducive to their learning and general development.

Features of the project support office

Preparation of effective methods and standards

This is the most important task for each PSO. The enterprise must define specific standards and methods of project implementation according to which they will be implemented. These include: development, monitoring and improvement of general project management standards, segregation of projects implemented in the company, preparation of WBS and project network diagram, risk determination, documentation and change management.

Assistance in the implementation of the project

This function concerns the provision of services to project teams, in particular to the project manager. The office then aims to support them in administrative terms. These services include: assistance in creating and changing the schedule as well as progress reports along with their archiving.

Conducting consultations

People who belong to such an office can help all interested persons at any time. Thanks to this, the project manager has access to specialists at any time during project implementation. PSO has the possibility of advising on the following issues: initiating new innovative project proposals, organizing meetings on planned projects, advising during project development, staff training.

Help in selecting people for the project team

PSO together with the HR department equipped with a system supporting human resources management, cooperate in the selection of people to work on the project. The task of the support office is to have information about people who can take part in the project, evaluate them and create opportunities for their development.

IT support for projects

The project support office has knowledge of the most modern and effective tools and programs that can significantly help in the implementation of projects. They obtain information from the market, test new software, search for the best offers from producers, prepare training in their scope for members of the project team and take care of the correct operation of programs.

Benefits of PSO activities

There are many benefits of work done by a project support office. The most frequently mentioned in the literature are:

• unification of standards, methods and project management procedures
• effective selection of appropriate resources needed to implement the project
• archiving information on implemented projects with the possibility of using them in future projects
• project administration support
• improvement of communication
• the ability to quickly get help and advice in a problematic situation

Examples of Project support office

• Project Support Officers: These are the people who manage the project support office and provide day-to-day support to project teams. They are responsible for ensuring that the project is successful and that issues are resolved quickly and efficiently. They also provide advice and guidance on the project’s progress and are responsible for tracking and reporting on the project’s progress.
• Project Managers: These individuals are responsible for managing the project and ensuring that it is completed on time and within budget. Project managers monitor the project’s progress, handle any issues that arise, and manage the resources needed to complete the project.
• Project Analysts: These people are responsible for analyzing the data collected from the project and providing insights into the project’s progress. They also provide advice on how to improve the project’s performance.
• Project Coordinators: These people are responsible for coordinating the activities of the project team, as well as ensuring that the project is running smoothly and on schedule. They are also responsible for communicating with stakeholders and ensuring that the project is meeting its goals.
• Project Support Specialists: These individuals are responsible for providing technical and administrative support to the project team. They may be responsible for developing project plans, drafting documents, and providing general support to the project team.

Limitations of Project support office

The Project Support Office (PSO) is a separate part of the company's organizational structure aimed at supporting the project team and reducing the risk of failures during implementation. However, it is important to note that the PSO has certain limitations, including:

• Limited resources. The PSO is typically limited in terms of the resources it can access and the expertise it can bring to the table. This can limit the scope of the help it can provide.
• Limited influence. The PSO can only provide guidance and advice, and cannot make decisions on behalf of the project team. This can make it difficult for the PSO to effectively influence the project.
• Limited access to information. The PSO may not have access to all of the information needed to provide comprehensive guidance. This can lead to gaps in the advice it provides.
• Limited ability to monitor progress. The PSO is typically not involved in the day-to-day management of the project, which limits its ability to monitor progress and identify potential risks.
• Limited budget. The PSO is typically limited in terms of the budget it has available to provide assistance and resources. This can limit the types of services it can provide.

Other approaches related to Project support office

One approach to supporting the project team is to create a Project Support Office (PSO). Other approaches include:

• Building a professional team: A project support office can provide resources and advice to ensure the project team is made up of the right professionals to ensure the success of the project.
• Ensuring quality control: The PSO can provide a dedicated quality assurance team to ensure that the project meets the required quality standards.
• Developing project plans: The PSO can develop project plans to ensure that the project is completed on time and within budget.
• Monitoring progress: The PSO can provide regular reports to ensure the project is progressing as planned.
• Providing solutions to problems: The PSO can provide solutions to any problems that arise during the project, helping to ensure its completion.

In conclusion, the Project Support Office is an essential part of any successful project, providing the necessary resources and expertise to support the project team and reduce the risk of failure.

Project support office — recommended articles

Project steering committee — Quality manager — Job scope — Skills development — Preparation of project — Internal training — Outsourcing project — Nomination Committee — Process owner

References

• Dai, C. X., & Wells, W. G. (2004). An exploration of project management office features and their relationship to project performance. International Journal of Project Management, 22(7), 523-532.
• Artto, K., Kulvik, I., Poskela, J., & Turkulainen, V. (2011). The integrative role of the project management office in the front end of innovation. International Journal of Project Management, 29(4), 408-421.
• Unger, B. N., Gemünden, H. G., & Aubry, M. (2012). The three roles of a project portfolio management office: Their impact on portfolio management execution and success. International Journal of Project Management, 30(5), 608-620.