---
artifact_id: A23
name: PMO Improvement Backlog
template_version: "1.0.0"
status: "Template · Active"
category: PMO Governance
authority: "PMO-Guide — PMO governance and structural components; PMO continuous improvement practices"
source_type: organization-defined
file_path: artifacts/pmo/A23-pmo-improvement-backlog-template.md
---

## [A23] — PMO Improvement Backlog | Template

> **Usage note:** This is a blank template. Replace every `[FIELD: ...]` placeholder with PMO-specific content. Static text, legend entries, governance notes, and checklist items are pre-filled and should be retained as written. Remove this usage note before publishing.

---

## Section 1 — Header / Identification

| Field | Value |
|---|---|
| PMO Name | [FIELD: name of the PMO] |
| PMO Leader | [FIELD: name and title of the PMO leader] |
| Review Date | [FIELD: YYYY-MM-DD] |
| Version | [FIELD: e.g. 1.0] |
| Status | [FIELD: select from Draft / Under Review / Approved / Superseded] |
| Linked Artifacts | A36, A30 |

---

## Section 2 — Backlog Register

*Each row represents one improvement item. Complete all columns at intake. Update status and outcome as items progress.*

| Item ID | Description | Category | Priority | Source | Owner | Target Date | Status | Outcome |
|---|---|---|---|---|---|---|---|---|
| [FIELD: unique item ID, e.g. IMP-001] | [FIELD: clear description of the improvement item] | [FIELD: select from Method / Template / Tooling / Coaching / Standard / Capability / Governance — see Section 3] | [FIELD: select from Critical / High / Medium / Low] | [FIELD: source of the improvement idea, e.g. lessons learned, audit finding, retrospective, PMO leader initiative] | [FIELD: name or role responsible for implementing this item] | [FIELD: YYYY-MM-DD] | [FIELD: select from Proposed / Approved / In Progress / On Hold / Complete / Rejected] | [FIELD: describe outcome or result once complete; leave blank if not yet complete] |
| [FIELD: item ID] | [FIELD: description] | [FIELD: category] | [FIELD: priority] | [FIELD: source] | [FIELD: owner] | [FIELD: YYYY-MM-DD] | [FIELD: status] | [FIELD: outcome] |
| [FIELD: item ID] | [FIELD: description] | [FIELD: category] | [FIELD: priority] | [FIELD: source] | [FIELD: owner] | [FIELD: YYYY-MM-DD] | [FIELD: status] | [FIELD: outcome] |
| [FIELD: item ID] | [FIELD: description] | [FIELD: category] | [FIELD: priority] | [FIELD: source] | [FIELD: owner] | [FIELD: YYYY-MM-DD] | [FIELD: status] | [FIELD: outcome] |

*Add rows as required.*

---

## Section 3 — Category Reference

The following category definitions are static. Do not replace with [FIELD: ...] placeholders.

| Category | Definition |
|---|---|
| Method | Improvements to project management methods, frameworks, or lifecycle processes used by the PMO. |
| Template | Development or revision of standard templates, forms, or document structures. |
| Tooling | Changes to tools, systems, or technology platforms that support PMO operations. |
| Coaching | Initiatives to build capability through mentoring, coaching, or embedded PMO support for project teams. |
| Standard | Development or revision of organizational standards, policies, or mandatory procedures. |
| Capability | Training, certification, or learning programs to build PMO or PM community competency. |
| Governance | Improvements to governance structures, decision rights, escalation paths, or oversight mechanisms. |

---

## Section 4 — Backlog Summary

*Update this summary at each formal review cycle. Pull counts from the Backlog Register (Section 2).*

**By Category**

| Category | Item Count |
|---|---|
| Method | [FIELD: count] |
| Template | [FIELD: count] |
| Tooling | [FIELD: count] |
| Coaching | [FIELD: count] |
| Standard | [FIELD: count] |
| Capability | [FIELD: count] |
| Governance | [FIELD: count] |
| **Total** | **[FIELD: total count]** |

**By Priority**

| Priority | Item Count |
|---|---|
| Critical | [FIELD: count] |
| High | [FIELD: count] |
| Medium | [FIELD: count] |
| Low | [FIELD: count] |
| **Total** | **[FIELD: total count]** |

**Activity Summary**

| Metric | Value |
|---|---|
| Items currently In Progress | [FIELD: count] |
| Items completed this review period | [FIELD: count] |
| Items added this review period | [FIELD: count] |
| Items rejected or placed On Hold this period | [FIELD: count] |

---

## Section 5 — Governance Notes

The following governance rules apply to this backlog. These notes are static — do not replace with [FIELD: ...] placeholders.

1. **Approval authority:** All backlog items must be approved by the PMO Leader before moving to In Progress. Items with organizational-wide impact (affecting multiple business units or requiring executive sponsorship) must receive approval from the governing body identified in A30.
2. **Priority escalation:** Critical-priority items must be reviewed within five business days of intake. High-priority items must be reviewed within fifteen business days.
3. **Rejection policy:** Rejected items must retain their row in the register with status set to Rejected and an outcome note explaining the rejection rationale. Items may not be deleted.
4. **Completion criteria:** An item is complete only when the outcome is documented, the change has been communicated to affected project teams, and any related templates, standards, or artifacts have been updated.
5. **Review cadence:** The full backlog must be reviewed at least quarterly. Individual item owners are responsible for providing status updates before each review.
6. **Integration with lessons learned:** Improvement items sourced from lessons learned (A36) must retain a cross-reference to the originating lessons learned entry.

---

## Section 6 — Waste Test

Before finalizing this backlog, confirm that each element passes the following waste test. These items are static guidance — do not convert to [FIELD: ...] placeholders.

- [ ] Every item has a clear, actionable description — not vague language like "improve processes."
- [ ] Every item is assigned a category from the defined reference (Section 3) — no free-text categories.
- [ ] Every item has a named owner, not a team or committee.
- [ ] Priority is assigned based on impact and urgency — not defaulted to Medium for all items.
- [ ] Items sourced from audits or lessons learned have a cross-reference to the originating document.
- [ ] Items approved and In Progress have a realistic target date.
- [ ] Completed items have documented outcomes — the outcome column is not left blank.
- [ ] Rejected items are retained with a rationale note — not silently deleted.
- [ ] The Backlog Summary (Section 4) matches the counts in the Backlog Register (Section 2).
- [ ] The backlog is reviewed at the required cadence — not updated only when issues arise.
- [ ] The backlog is proportionate — it captures meaningful improvements, not every minor suggestion.

---

## Change Log

| Version | Date | Author / Phase | Notes |
|---|---|---|---|
| 1.0.0 | 2026-05-31 | Phase B2 Batch A | Initial template |

---

*Template for: PMO Improvement Backlog*
*Authority: PMO-Guide — PMO governance and structural components; PMO continuous improvement practices*
*See definition file: artifacts/pmo/A23-pmo-improvement-backlog-template.md*
