GallanDigital™

PMO rebuild playbook

90-day structured framework for rebuilding a PMO that has lost sponsor confidence. From activity reporting to outcome control — with governance gates that enforce accountability.

Immediate start. No discovery phase. Week 1 begins on Day 1.

90-day rebuild tracker Phase 2 / 3

Completed: Phase 1 Active: Phase 2 Upcoming: Phase 3

Phase	Focus	Duration	Gate	Status
Phase 1	Diagnostic & baseline	Weeks 1–4	Pass/Fail	Cleared
Phase 2	Architecture installation	Weeks 5–8	Pass/Fail	In progress
Phase 3	Outcome control & cadence lock	Weeks 9–12	Pass/Fail	Pending

3 phases, 12 weeks Governance gates enforced No tools required Immediate deployment

Three phases, three governance gates

Each phase has pass/fail criteria. Advancing without clearing the gate replicates the accountability gap the rebuild is designed to fix.

Weeks 1–4

Diagnostic

Inventory projects. Interview stakeholders. Document gaps.

Gate 1

Baseline validated

Sponsor confirms current-state picture.

Weeks 5–8

Architecture

Install governance, reporting, escalation paths.

Gate 2

Architecture live

New systems operational and producing output.

Weeks 9–12

Outcome control

Lock cadence. Prove the system holds without PMO lead intervention.

✓ From activity reporting to outcome control in 90 days

What's included

A complete implementation playbook — not a methodology deck

Week-by-week milestones

Every week has specific deliverables, owners, and done-when criteria. No ambiguity.

Governance gates

Binary pass/fail gates between phases. No partial credit. No moving forward without clearing.

Stakeholder interview framework

Structured interview guides for CEO, CFO, site GMs, and PE sponsor contacts.

Reporting architecture

Templates for project register, status reports, steering decks, and escalation logs.

Escalation paths

Defined escalation criteria, ownership rules, and resolution cadences for blocked projects.

Cadence lock protocol

Phase 3 proves the system holds without intervention. Weekly, monthly, and quarterly rhythms documented.

Is this for you?

This playbook is designed for operators who need to rebuild a PMO that has lost credibility.

Built for

PMO Leads tasked with rebuilding a failed or underperforming PMO
COOs who need to install project governance at a PE-backed platform
PE operating partners deploying PMO discipline across portfolio companies
Ops Directors inheriting a project portfolio with no control architecture

Not designed for

Organizations building a PMO from scratch with no existing project portfolio
Software development PMOs (Agile/Scrum — this is operational PMO)
Teams looking for a project management tool (this is a rebuild framework)

What you walk away with

A documented diagnostic of the current PMO state (Phase 1 output)
Installed governance architecture — reporting, escalation, and decision rights
A proven cadence that produces outcomes, not activity reports
Sponsor confidence restored through structured visibility and governance gates
A repeatable framework you can deploy at any portfolio company

Pricing

One playbook. Two license types.

Most common

Internal Use License

$299

Use within one legal entity. Deploy at one PMO.

Complete 90-day PMO rebuild playbook (PDF)
Week-by-week milestones with owners
3 governance gates with pass/fail criteria
Stakeholder interview framework
14-day refund window

Best for: PMO Leads, COOs, Ops Directors at PE-backed platforms.

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Consulting License

$999

Deploy at client sites. White-label permitted.

Everything in Internal Use
Deploy at up to 10 client sites
White-label rights
Editable Word source file

Best for: Consultants, fractional COOs, PE operating advisors.

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The problem this solves

Without this playbook	With this playbook
PMO rebuild starts with a blank page and no structure	90-day framework with week-by-week milestones from Day 1
New processes installed on top of undocumented old ones	Phase 1 diagnostic documents current state before anything changes
PMO reports activity — "we had 12 meetings" — not outcomes	Governance gates enforce outcome delivery, not activity volume
Sponsor loses confidence because visibility never improves	Structured sponsor reporting cadence built into every phase

Frequently asked questions

What if my PMO is new, not being rebuilt?

The playbook works for both scenarios. If you are building from scratch, Phase 1 is faster (less legacy to document), but Phases 2 and 3 apply identically. The governance architecture does not depend on a prior PMO existing.

Does this require specific tools?

No. The playbook runs on email, Excel, and a shared drive. Do not delay the rebuild for tool procurement. Phase 2 identifies tool needs, but the architecture activates before tools are selected.

What if we cannot clear a governance gate?

The gate criteria are binary — pass or fail. If you fail a gate, you stay in the current phase until the criteria are met. This is by design. Advancing without clearing the gate replicates the accountability gap the rebuild is fixing.

Can this be compressed into less than 90 days?

Phases can be compressed if you have dedicated resources and minimal legacy complexity. 60 days is possible for a small, focused team. Below 60 days risks installing architecture that does not stick.

Who built this?

A former Big-4 consultant and Managing Director who rebuilt PMO functions at PE-backed industrial platforms. The framework reflects real rebuild deployments under PE sponsor oversight — not academic methodology.