Electronic Project Office (EPO)

The Electronic Project Office ™ (EPO) Version 11.0 is a fully integrated ‘out-of-the-box’ toolkit to manage projects, programs and portfolios (or set up a PMO). 

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Version 11.0 of the EPO includes all of the following great content and features:

Templates

Why start with a blank sheet of paper?  EPO Version 11.0 provides 116 easy to use templates - all the templates you need to manage your project, program or portfolio!  Here are some key features of the EPO templates that set them apart from other template sets:

  • Every template is accessible through links in the EPO Desktop Application and EPO reference tools,

  • Comprehensive instructions for every EPO template are provided in the EPO e-Books,

  • Every Word and Excel template includes a statement of purpose and reference to EPO e-Book instructions

  • ‘How to’ instructions for opening and saving templates are provided,

  • EPO Word and Excel templates include ‘help’ text in the form fields.

EPO templates use the MS Office suite including:  Word, Excel, PowerPoint and MS Project. Click here for a full list of templates.

eBooks

EPO Version 11 contains 59 e-Books: instructional documents with comprehensive, yet easily understood, descriptions of project, program and portfolio management processes.  Each e-Book contains detailed ‘how-to’ instructions on related EPO templates.

The EPO e-Books are excellent educational reference material and are being used in project management courses at academic institutions and PMI Professional Development Conferences in the USA and Canada.

EPO Version 11.0 e-Books are fully aligned with the newest PMI standards:  PMBOK Edition 4 and the Practice Standards for Program and Portfolio Management.

 Click here for a full list of e-books.

EPO Training (PMO Edition Only)

EPO Training consists of 75 training modules organized into 12 series for easy reference.  These training modules can be used to:

  1. Train project, program or portfolio manager candidates on processes and deliverables,

  2. Provide a refresher for experienced project, program or portfolio managers to upgrade their skills,

  3. Compliment the instructions provided in EPO e-Books and templates,

  4. Provide a Project Management Office training to help roll-out the EPO,

  5. Provide a foundation for corporate or academic training programs.

EPO Tools

The EPO includes a comprehensive set of PM tools:

  • EPO Desktop application with hyperlinks to open EPO components,

  • EPO Lite – shortcuts to EPO contents for managing small projects,

  • EPO Flowcharts – complete project management methodology laid out in flowchart format.  Each flowchart shows where every EPO template and e-Book is used! (PMO Edition Only)

  • PMI reference tools to access EPO contents based on PMBOK knowledge areas,

  • Repositories to store project, program and portfolio management deliverables,

  • EPO Project Management checklists

The EPO is available in 4 editions – select the one that best suits your needs:

  • Project Management Edition - Single use copy designed for project managers.  The Project Management Edition is fully compliant with PMBOK® Edition 4 and includes templates, e-Books, EPO PM Tools, Desktop application and project management repository. All the templates, e-Books and EPO Tools you need to manage your projects! Click here to purchase.

  • Software Applications Edition - Intended for the management of software development projects.  Included are all the components of the Project Management Edition plus additional business analysis and software development templates and e-Books, a software configuration management framework and the software applications repository. Click here to purchase.

  • Program & Portfolio Edition - The EPO Program & Portfolio Management Edition contains all the components of the Project Management and Software Applications Editions plus additional e-Books, templates and tools to support program and portfolio management. The Program and Portfolio Management Edition is based on the knowledge areas and processes contained in the newest PMI Practice Standards for Program and Portfolio Management. Click here to purchase.

  • PMO Edition - Our best-selling EPO! The PMO Edition includes the complete suite of EPO components to support the development of a Project Management Office and the corporate roll-out of the EPO methodology.  The PMO Edition includes all the Project Management, Software Applications and Program & Portfolio Management Edition components plus EPO training modules and EPO project management flowcharts. Click here to purchase.

EPO Templates

Planning the Project

  • Defining Requirements - Requirements Specification, Requirements Traceability Matrix

  • Charter & Scope Definition - Project Charter, Project Scope Statement, Constraints & Assumptions Checklist, Scope Management Plan

  • Work Breakdown Structure - WBS Planning View, WBS Assignment View, Work Package

  • Project Planning - Project Management Checklist, Integrated Project Plan, Project Quick-Plan, Project Plan Summary

Developing the Schedule

  • Activity Planning & Estimating - Activity Plan, Activity Planning View, Activity Estimating View

  • Activity Sequencing & Scheduling - Activity Sequencing View, Activity Scheduling View, Resource Leveling View

  • Schedule Management - Schedule Management Plan, Schedule Update View

Managing Project Costs

  • Estimating & Budgeting - Chart of Accounts, Project Cost Estimate, Project Budget

  • Cost Management - Cost Management Plan, Project Cost Tracking

  • Earned Value Reporting - Earned Value Performance Calculator, Project Performance Report, Performance Report View

Tracking & Reporting

  • Project Tracking - Tracking View, Time Report, Team Tracking Meeting

  • Status Reporting - Project Progress Report, Project Status Report, Status View, Status Presentation

Project Execution & Control

  • Change Management - Change Management Plan, Change Request, Change Request Log

  • Issue Management - Issue Notice, Project Issue Log, Decision Request, Decision Request Log, Action Item, Action Item Log

  • Project Closure - Project Closure Report, Project Closure Presentation

Developing the Project Team

  • Human Resource Planning - Project Human Resource Plan, Responsibility Assignment Matrix

  • Team Development - Team Charter, Team Kick-Off Meeting, Team Kick-Off Presentation

  • Team Management - Team Communications Plan, Team Directory

Communicating with Stakeholders

  • Communications Planning - Stakeholder Analysis, Project Communications Plan

  • Stakeholder Management - Project Steering Committee, Meeting Agenda, Meeting Minutes

Managing Project Risks

  • Identifying Risks - Risk Identification Checklist, SWOT Analysis

  • Risk Analysis - Risk Assessment, Risk Event Scenario, Decision Tree

  • Risk Management - Risk Response Plan, Risk Management Plan, Risk Register, Risk Occurrence

Managing Contracts & Procurement

  • Procurement Planning - Procurement Management Plan, Statement of Work

  • Request for Proposals - RFP Contents, RFP Requirements

  • Bid & Proposal Evaluation - Alternative Selection, Readiness Footprint, Pairwise Ranking

  • Contract Management - Contract Management Plan, Contract Closure Report

Managing Product Quality

  • Quality Planning - Quality Management Plan

  • Quality Control - Pareto Diagram, Control Chart

  • Software Inspections - Inspection Report, Deliverable Acceptance, Deliverable Acceptance Log

  • Software Testing - Software Testing Plan, Acceptance Criteria, Test Case, Acceptance Test Tracking, Defect Report, Defect Tracking Log

Business Analysis (Software Applications, Program & Portfolio, and PMO Editions only)

  • Business Objects - Object Specification, Attribute Specification

  • Business Events - Business Event List, Business Event Specification

  • Use Case Modeling - Use Case Description, Use Case Matrix

  • Workflow Modeling - Workflow Specification

Software Development (Software Applications, Program & Portfolio, and PMO Editions only)

  • Iterative Development - Deliverable Evolution, Iteration Framework

  • Configuration Management - Configuration Management Plan

  • Implementation Planning - Implementation Plan, Implementation Schedule, User Training Plan

Managing the Project Portfolio (Program & Portfolio and PMO Editions only)

  • Business Case Preparation - Project Business Case, Cost Benefit Analysis

  • Strategic Planning - Strategic Plan, SWOT Analysis

  • Project Approval Submission - Potential Project Identification, Project Approval Submission

  • Portfolio Investments - Portfolio Investment Tracking, Portfolio Investment Report

Managing Programs of Related Projects (Program & Portfolio and PMO Editions only)

  • Program Coordination - Program Governance Checklist, Assumptions Matrix, Project Dependency Tracking, Program Summary Report, Human Resource Forecast

  • Project Reviews - Project Review Report, Project Review Presentation

EPO EBooks

Planning the Project

  • Project Initiation and Scope Planning - Preparing the project charter, scope statement and scope management plan

  • Requirements Definition - Define and specify business requirements

  • Scope Management Planning - Prepare project scope and change management plans

  • Work Breakdown Structure Planning - Preparing a Work Breakdown Structure (WBS)

  • Work Package Planning – Preparing and assigning WBS Work Packages

  • Project Plan Integration - Preparing core management plans (scope. time and cost) and planning subsidiary management processes (quality, human resources, communications, risk and procurement)

 Developing the Schedule

  • Schedule Management Planning – Preparing a plan to manage the project schedule

  • Activity Planning - Preparing a project activity list

  • Activity Estimating - Estimating activity durations and resource effort

  • Activity Sequencing – Defining activity sequence and dependencies

  • Activity Scheduling – Preparing and optimizing the project schedule based on activity sequence and durations

  • Project Schedule Management - Tracking and reporting schedule progress and updating the schedule baseline with approved changes

Managing Project Costs

  • Cost Management Planning – Establishing project cost accounts and preparing a plan to track project costs

  • Project Estimating and Budgeting - Estimating project costs and establishing a project budget

  • Earned Value Performance Reporting - Preparing and reporting earned value performance forecasts

  • Project Cost Management - Tracking and reporting project costs and updating the cost baseline with approved changes

Tracking & Reporting

  • Project Tracking - Gathering and reporting progress on activities and conducting team tracking meetings

  • Progress and Status Reporting - Reporting project accomplishments and milestone status for Executive, Business Management, and Project Sponsors

Project Execution & Control

  • Issue and Change Management - Resolving project issues and managing changes to project baselines

  • Project Closure Reporting - Documenting project closure and lessons learned

Developing the Project Team

  • Human Resource Planning - Planning human resource requirements on projects

  • Human Resource Assignment - Assigning responsibilities for Work Packages

  • Team Development – Developing the team and enhancing team performance through delegation and empowerment

  • Team Management - Planning project team communications and resolving conflicts in project teams

Communicating with Stakeholders

  • Stakeholder Identification and Analysis - Identification and analysis of project stakeholders and preparation of a communication strategy

  • Communications Planning - Preparation of a project stakeholder communications plan

  • Stakeholder Management - Using Project Steering Committees to approve issue resolutions and change requests; exerting influence on stakeholders to manage their expectations

  • Facilitation and Meeting Management – Effective facilitation and management of project meetings

Managing Project Risks

  • Risk Management Planning - Preparing a risk management plan based on stakeholder tolerances and thresholds

  • Risk Identification - Descriptions of project risk factors and risk identification techniques

  • Risk Assessment and Prioritization - Assessing the risk probability and impact and determining risk priority

  • Decision Analysis - Quantitative risk analysis using decision trees and influence diagrams

  • Risk Response Planning - Preparing risk response plans

  • Risk Monitoring and Control - Monitoring status of potential risk events

Managing Contracts and Procurement

  • Procurement Planning - Planning procurement processes and preparing a Statement of Work for prospective sellers

  • Request for Proposal Preparation - Plan and prepare a Request for Proposal

  • Bid and Proposal Evaluation - Establishing mandatory and optional criteria to evaluate proposals

  • Readiness Assessment - Identifying categories of organizational readiness and comparing attributes of alternatives

  • Contract Administration - Administrating contract performance, amendments and violations and documenting contract closure conditions

Managing Product Quality 

  • Quality Management Planning - Preparation of Quality Management Plan

  • Quality Assurance and Control - Establishing quality assurance and control processes

  • Software Inspections and Deliverable Reviews - Conducting and documenting deliverable reviews and software inspections

  • Software Test Planning and Execution - Preparing test plans, recording test execution and tracking acceptance of test cases and the resolution of test defects

Business Analysis (Software Applications, Program & Portfolio, and PMO Editions only)

  • Business Event Modeling - Identifying business events and using Data Flow Diagrams to model responses

  • Business Object Modeling - Modeling business object relationships; specification and normalization of attributes

  • Use Case Modeling - Preparing Use Case Diagrams and specifying use cases

  • Workflow Modeling - Preparing workflow and activity models and specifications

Software Development (Software Applications, Program & Portfolio, and PMO Editions only)

  • Iterative Lifecycle Framework - Iterative lifecycle model; Evolution and categories of software applications deliverables

  • Software Configuration Management - SCM concepts including configuration items, SCM baseline, promotion model and version management

  • Implementation Planning - Planning and scheduling the deployment of software applications

Managing the Project Portfolio (Program & Portfolio and PMO Editions only)

  • Strategic Planning - Define an organization’s strategic plan

  • Project Prioritization and Approval - Potential projects are identified, prioritized, justified and approved

  • Business Case Preparation - Preparing a project business case and cost/benefit analysis

  • Portfolio Management - Tracking project investments and benefits realization.

Managing Programs of Related Projects (Program & Portfolio and PMO Editions only)

  • Program Governance – Determining the governance structure and processes for programs

  • Program Management - Reporting status of projects within a program and tracking interdependencies

  • Human Resource Coordination – Coordinating resource forecasts and acquisition for projects in a program

  • Independent Project Reviews - Conducting project management reviews to assess project management processes used on projects

  • Project Management Office - Provide project management support to projects

The EPO also comes with set-up instructions for easy installation.

About the author

Gord Gibben, PMP, the copyright author of the EPO, has over 30 years project management experience including large-scale projects, enterprise applications and infrastructure upgrades.  He has established and managed Project Management Offices in the public and private sector.

Gord is a recognized expert in team building and project management soft skills; Retired from IBM, Gord is president of his own training company; he teaches project management courses in University continuing education programs, at PMI Professional Development conferences and for corporate clients. Gord is a regular speaker on project management topics at PMI conferences and chapter meetings in Canada and the USA.

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Purchase EPO V11.0 Project Management Edition - Just $59!

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