TPMO tools and templates

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TPMO Methodology

What is the TPMO Methodology?

The TPMO methodology is a 4 phase process that encapsulates all the necessary end-to-
end activities to ensure the proper planning, execution, transfer, and close of a successful
program/project.
Monitor and
Propel Execution Transfer and Close
Status Reporting

► Identify resources and ► Ensure work plan activities ► Collect, review and conduct ► Agree with client and
economics are executed against weekly status update engagement team on
established dates expected end date
► Create program charter ► Provide update on budget
► Verify pre-meeting vs. actual ► Provide TPMO procedures
► Gain approval from client preparations (e.g., agenda, documentation
on program approach room, etc.) ► Collect, review and conduct
regularly scheduled ► Provide TPMO close-out
► Tailor tools and templates ► Conduct after meeting steering committee documentation
► Identify document activities (e.g., publish meetings
notes, action items, items ► Obtain client sign-off
management and ► Provide upward/outward against SoW and
collaboration protocols needing attention, etc.)
reporting as identified deliverable completion
► Develop program ► Maintain action item list
► Track and report on issue ► Transfer all documents,
escalation procedures and ► Identify issues, escalate resolution and items templates, tools, and
governance model and resolve following the requiring attention deliverables
► Identify/create work plan for defined governance model
► Follow-up with program ► Finalize engagement
program execution ► Execute communications team on necessary items economics
and change mgmt. plans

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TPMO tools and templates

TPMO kick-off deck

The TPMO Kick-off deck is co-developed with the client and engagement team to establish
the procedures for successful program/project execution. This deck should be completed
as part of the Propel phase and delivered to the program/project team, Executive/Steering
Committee, and key stakeholders. The deck should contain the following:
► Program/project charter highlighting the goals, objectives, timeline and budget
► Both program/project structure and governance model with roles and responsibilities
► High level review of existing work plan or plan to create custom work plan
► Weekly/monthly cadence of status reporting, report outs and other key activities
► Identification of collaboration and document management platform and protocols
► Templates to be used for status reporting, report out, agenda setting and note taking
► Templates to be used for action items, escalation, and budget tracking
► Overview of communications and change management plan/execution
► Details on administrative and logistical protocols (e.g., badges, team location tracker,
network access, etc.)

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TPMO tools and templates

Project charter
The project charter is a guiding document used to outline the goals and objectives, timeline
and budget for the project. It is vital for defining scope as well as identifying the benefits of
the project/initiative. In some cases, the project charter must be approved in order for the
project/initiative to begin. It also provides a tool to course correct while in-flight against
scope creep.

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Charter
As of <m/d/y>
Goal Key Milestones
• <> • <>
• <> • <>
• <> • <>

Dependencies (other initiatives required to achieve Goal)

• <>
• <>
• <>
Scope
In scope
• <> Team
Function Name (lead)
Out of scope
• <> <> <>
<> <>
<> <>
<> <>
<> <>

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TPMO tools and templates

Program structure
The diagram below outlines how a typical program is structured. Use this to describe the program
members and what roles they are responsible to perform. Some common variations include listing a
steering committee chairperson, key stakeholders box, or a box containing strategic advisors or SMEs to
the project. Program roles will include both client and EY resources.

Steering Committee

Name #1 Name #2 Name #3 Name #4 Name #4

TPMO
Name #1

Name #2

Work Stream #1 Work Stream #2 Work Stream #3 Work Stream #4

Name #1 Name #1 Name #1 Name #1

Name #2 Name #2 Name #2 Name #2

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TPMO tools and templates

Program Workstream structure

The Workstream structure will define in more detail who is leading the workstream and the
specific identified members that will participate. There are typically anywhere from 2-8
workstreams in a program. Each workstream will have specific goals (e.g., Technology,
SALT, International, etc.) The combination of these goals will accomplish the goals of the
program. The workstreams can be a mix of client and EY resources.

Work Stream #1 Work Stream #2 Work Stream #3 Work Stream #4

Leader Name #1 Name #1 Name #1 Name #1

Team Members Name #1 Name #1 Name #1 Name #1

Name #2 Name #2 Name #2 Name #2
Name #3 Name #3 Name #3 Name #3
Name #4 Name #4 Name #4 Name #4

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TPMO tools and templates

Program workstream goals and objectives

This tools describes the workstream activities, goals and objectives. Each workstream will
have their own work plan, manage to that workplan, and will be responsible for providing
the weekly status slide to the TPMO required for the weekly report-out meeting. The TPMO
works closely with the workstreams to facilitate activities on behalf of program leadership.

WorkStream Description/Goals and Objectives

Workstream #1

Workstream #2

Workstream #3

Workstream #4

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TPMO tools and templates

Program structure roles and responsibilities

The roles and responsibilities clearly defines the key activities for each of the roles in the
program structure. The below is a standard chart and can be modified to meet specific
program needs.

Role Responsibilities
Steering Committee ► Approve charter, roadmap, and program milestones
► Assist in resolving program level priority conflicts and issues
► Assist with resourcing and coordination across functions as necessary
► Set the tone of the program, provide guidance and feedback on program approach
TPMO ► Provide assistance with day to day execution and established program cadence
► Manage risks, dependencies and collect and report on program progress
► Quarterback program governance with the escalation of issues, risks, and dependencies
► Assist with the development and execution of the communications and change plans
Workstream Leads ► Establish workstream strategy and operating model
► Ensure the execution of the workstream workplan
► Collect and prepare status reports, sending to the TPMO in accordance with cadence
► Assist with the resolution of workstream issues at the workstream level, escalate as needed
SMEs ► Attend identified workstream/program meetings to provide specific area of expertise
► Review deliverables, provide guidance and feedback as required
► Provide strategic guidance to program and workstreams as required

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TPMO tools and templates

Governance model
The program governance model is designed and established to identify the paths and
procedures to ensure the most efficient resolution of program issues, risks, dependencies
and communications. The purpose of the model is to:
► Establish constructive program measures to proactively identify and manage risks
► Provide an agreed upon process to take dependencies, risks and decision escalation to
the most efficient means of resolution
► Design a communication protocol with functions outside of tax to ensure they are
planned, coordinated and executed
► Mitigate program impacts and manage them across all functions of the organization

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TPMO tools and templates

Governance model
With any developed governance model, the main objective is resolve program issues at the
lowest possible level. About 70% should be resolved at the workstream level, 20% resolved
after escalation to the TPMO, and only 10% should require resolution at the Steering
Committee Level. Below is an example governance model.

► For any item that remains unresolved

through the process, it will be
Steering escalated to the Steering Committee
Committee
► The committee has the final decision
rights and will determine resolution
► For items not resolved at the
workstream level, it is escalated to the
Strategic TPMO
TPMO SMEs
Advisors ► The TPMO will work with SMEs, Strategic
Advisors and Stakeholders to obtain
resolution
► The workstreams will attempt to
resolve any issues, obstacles, risks,
Workstream #1 Workstream #2 Workstream #3 decisions or dependencies at this level

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TPMO tools and templates

Work plan
A workplan is an inventory of activities that are necessary to be completed in order to meet
the program goals and objectives. The workstreams complete each of their workplans and
submit to the TPMO for consolidation into the program workplan. The TPMO will
incorporate program wide activities and begin to monitor against the activities. At a
minimum, the workplan should contain the following fields:
► Workstream name, task ID number, and name of the task
► Start date, planned end date and actual end date
► Who is accountable for completing the task and status (e.g., not started, in progress,
etc.)
► Dependencies and comments
► Major milestones that are monitored and reported should be the first task in the
numbering (e.g., 1.0, 2.0, 3.0, etc.)
Other fields could be:
► If there is a workshop needed for the task and when it scheduled for execution
► Can be tailored to meet program/client specific needs

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TPMO tools and templates

Work plan
Below is an example of an Excel based work plan. Every client is unique and so are the
work plans they choose to use. Work plans can be in a SharePoint workflow, Microsoft
Project, Database, etc. Be flexible and more importantly, ensure the program is capturing
the right level of detail and has verified and received sign-off on the identified major
milestones

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TPMO tools and templates

Weekly/monthly program cadence

One of the most important agreements with the client will be the program cadence. This will
determine when status slides are due, when the status meetings occur, when reports are
due out, etc. It is critical to co-develop and obtain sign-off on the cadence. It is a living
document as timing could change or new activities are added to the routines. The following
page contains an example program cadence that can be tailored to meet your client’s and
program’s specific requirements.

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TPMO tools and templates

Weekly/monthly program cadence example

Monday Tuesday Wednesday Thursday Friday

• Steering • Weekly IT and • Identify topics • Identify topics • Follow-up

Committee Risk and and create and create questions
Meeting Controls agenda for agenda and resolved
• Send agenda touchpoint Workstream content for • Send agenda
and content for meeting Leader Status Steering and materials to
the IT and Risk Call Committee workstream
and Controls meeting leaders
touchpoint • Workstream • Workstream
meeting status slides due Leader Status
to the Program Update meeting
Management & (Afternoon)
Ops team by • Steering
CoB Committee
• Follow-up sent to Agenda and
workstreams with deck sent to
questions on participants
status reports

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TPMO tools and templates

Program platform, collaboration and document management

The TPMO Kic

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TPMO tools and templates

Program Workstream status report

The workstream status report is a tool used to track a workstreams progress towards the
successful execution of their approved workplan.

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 WS Status On Track

<Workstream Name> Trend Stable

(as of <m/d/y>)
Workstream Objectives: Accountable Lead:
► <> Dependencies:
► <>

Summary Update: Decisions/Issues/Risks:

► <> ► <>

Key Updates
# Milestone Start End Status
Last week Upcoming

Milestone #1
1 <date> <date> G

Milestone #2
2 <date> <date> NS

Milestone #3
3 <date> <date> NS

Milestone #4
4 <date> <date> NS

Milestone #5
5 <date> <date> NS

Milestone #6
6 <date> <date> NS

Milestone #7
7 <date> <date> NS

Legend R Delayed A Risk of Delay G On Track C Complete NS Not Started

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TPMO tools and templates

Program Steering Committee Status Report

The TPMO

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 WS Status On Track

Steering Committee Trend Stable

(as of <m/d/y>)
Program Objectives: Accountable Lead:
► <> Dependencies:
► <>

Summary Update: Decisions/Issues/Risks:

► <> ► <>

Key Updates
# Milestone Start End Status
Last week Upcoming

Milestone #1
1 <date> <date> G

Milestone #2
2 <date> <date> NS

Milestone #3
3 <date> <date> NS

Milestone #4
4 <date> <date> NS

Milestone #5
5 <date> <date> NS

Milestone #6
6 <date> <date> NS

Milestone #7
7 <date> <date> NS

Legend R Delayed A Risk of Delay G On Track C Complete NS Not Started

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TPMO tools and templates

Program meeting agenda template

The TPMO Kick-off deck is co-developed with the client and engagement team to establish
the procedures for successful program/project execution. This deck should be completed
as part of the Propel phase and delivered to the program/project team, Executive/Steering
Committee, and key stakeholders. The deck should contain the following:
► Program/project charter highlighting the goals, objectives, timeline and budget

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TPMO tools and templates

Program note taking template

The TPMO Kick-off deck is co-developed with the client and engagement team to establish
the procedures for successful program/project execution. This deck should be completed
as part of the Propel phase and delivered to the program/project team, Executive/Steering
Committee, and key stakeholders. The deck should contain the following:
► Program/project charter highlighting the goals, objectives, timeline and budget

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TPMO tools and templates

Program action item template

The TPMO Kick-off deck is co-developed with the client and engagement team to establish
the procedures for successful program/project execution. This deck should be completed
as part of the Propel phase and delivered to the program/project team, Executive/Steering
Committee, and key stakeholders. The deck should contain the following:
► Program/project charter highlighting the goals, objectives, timeline and budget

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TPMO tools and templates

Program issues, risks and dependencies template

This template captures the programs’ issues, risks and dependencies identified during the
execution of the program. They can be identified from status reports, critical meetings and
stakeholders. It ensures that identified issues/risks/dependencies are assigned an owner,
due date and resolution date and assists the team in tracking them to resolution. They can
also follow the program governance structure to drive to resolution.

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TPMO tools and templates

Program budget vs. actual template

This template is used to track actual time and expense incurred on a program to compare
against the time and expense budgeted for the program.

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TPMO tools and templates

Program communication plan

The Comms plan ensures that all program wide communications are adhering to
established protocols. It captures who is drafting, reviewing and approving a specific
communication. It also assigns: who is sending, draft and approval dates, when it gets
distributed, the medium and the recipients. Calendar invites can also be tracked using this
template.

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TPMO tools and templates

Program change management plan

The TPMO Kick-off deck is co-developed with the client and engagement team to establish
the procedures for successful program/project execution. This deck should be completed
as part of the Propel phase and delivered to the program/project team, Executive/Steering
Committee, and key stakeholders. The deck should contain the following:
► Program/project charter highlighting the goals, objectives, timeline and budget

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TPMO tools and templates

Program administrative and logistics

The TPMO Kick-off deck is co-developed with the client and engagement team to establish
the procedures for successful program/project execution. This deck should be completed
as part of the Propel phase and delivered to the program/project team, Executive/Steering
Committee, and key stakeholders. The deck should contain the following:

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TPMO tools and templates

Program member location tracker

This tracker assists in determining where program team members will be located during the
weeks of the project. It accounts for on-site, remote, working from other locations, training,
relevant holidays, and vacations. This is to ensure the right people are at the right place, at
the right time. There is also a room reservation tab to prompt reserving a team room when
critical mass of the program team will be located in one location.

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