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PPM Challenge #3: Providing Value to All Levels – 2012 PPM Challenge and Opportunity Webcast Series
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PPM Challenge #3: Providing Value to All Levels – 2012 PPM Challenge and Opportunity Webcast Series

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Challenge: Meeting stakeholder expectations is a challenge for most organizations. How do you keep stakeholders in the know with the current status of work and how do you prevent team members from......

Challenge: Meeting stakeholder expectations is a challenge for most organizations. How do you keep stakeholders in the know with the current status of work and how do you prevent team members from making assumptions and more often than not, causing rework, due to a lack of project awareness? Keeping teams informed provides a healthy environment and reduces risks. Click through this webinar slide deck to see how EPM Live's SharePoint-based Project Management solution can help you meet your project deliverables.

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  • Capability Perspective
  • Throughout our experience with deploying Enterprise Project Management systems, we’ve seen organizations fail time and again attempting to roll out EPM solutions across the enterprise. This is mainly due to the inflexibility and rigid structure most EPM solutions force across the entire enterprise. There is not a “one size fits all” silver bullet approach to managing different types of projects. By leveraging the EPM Live solution, you can have a 100% Microsoft based solution that allows you not only re-use best practices across your organization, but will also support multiple methodologies such as PMBOK, SCRUM/Agile, MSF, etc and project management maturity levels. We are currently working with several customers that are setting their EPM Live platform up as a Shared Service model that benefits the entire enterprise.

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  • 1. PPM Challenge #3Providing Value to All Levels2012 PPM Challenge and OpportunityWebcast Series
  • 2. PPM Challenge & Opportunity SeriesChallenge #1– Prioritizing DemandChallenge #2– Project Communications and ReportingChallenge #3– Providing Value to All LevelsChallenge #4– Improving PPM Maturity
  • 3. Recap – Prioritizing DemandDemand ManagementPortfolio ManagementResource ManagementFinancial ManagementWhat-if Modeling
  • 4. Recap – Project Communication and Reporting Project Communication Tools – Keeping teams informed – Alerts and Notifications – Announcements – Discussion Boards – Wikis – Publish project plans to the web – Comments – Reminders – RSS Feeds
  • 5. Recap – Project Communication and Reporting Performance Reporting – Workspace metrics – Portfolio visibility of health/status – Dashboards – Automated status reports – Subjective/narrative status – Use common/familiar tools Issue and Risk Reporting Change Management Resource Reporting
  • 6. PPM ChallengesChallenges:– Enterprise tools and processes can cause resistance • Purpose not well communicated– Often defined without considering all users– Often defined with only executives in mind • Users feel tool does not help them– Information either misused or not used at all for decision making
  • 7. PPM OpportunitiesOpportunities:– To take steps that ensure all stakeholder needs are met– Get users to feel ownership of the tool/process– Provide system that meets users’ needs– Take an “all work”, “all users”, “all processes” approach to PPM
  • 8. Enterprise vs. User NeedsExecutive, PMO, Project Manager,Functional Manager, Team MemberThe value proposition for PPM is not the same for alllevels of the organization. To be successful, andsustainable, the PPM process and solution mustprovide real benefits at all levels of participants andusers.
  • 9. Focused on Productivity Business Needs Managers Effective program, project and work management • When will we really finish and what will it cost? • How can I decrease the project cycle time? • How can I collaborate with suppliers, vendors, etc?ExecutiveStakeholdersQuality project selectionand outcome Team Members Better coordination within the team • Which projects • What am I supposed to deliver this week? and work best align with our • How can I coordinate with people in my team? business objectives • How to have control over the Resource Managers project execution Skills-based and efficient resource management and finances? • Who is available to staff our new projects? • Whos working on what and do they have the skills?
  • 10. Value Proposition – Senior Management Increased visibility into status of proposed and active projects Organization resources applied to the highest value investments Clear linkage from strategy to investment and execution Portfolio balanced to reflect priorities, risks and resource capabilities/capacity Projects delivered on time and on budget, with scope required, and good quality
  • 11. Value Proposition – Senior Management Investment governance enables agility in response to change and uncertainty Higher probability that benefits will be realized – More proactive scrutiny of investment/project performance – Avoid sunk costs in investments not delivering promised benefits
  • 12. Value Proposition – Middle ManagementProject and Portfolio Managers Save time and effort by consolidating all investment information in one place – Can analyze easily and consistently Better coordination with functional organizations in securing the right resources at the right times Save time and effort in providing information and reporting to executives Streamlined and automated work processes provide more efficient execution
  • 13. Value Proposition – Middle ManagementFunctional/Resource Managers Resource usage will be optimized Amount of work in the pipeline will not exceed capacity to deliver Tangible justification for staffing levels Better visibility and control of how their resources are supporting projects Better team morale and lower turnover Increased on time/on budget delivery %
  • 14. Value Proposition – Team MembersImproved visibility into what is expected of themEstablishment of priorities when conflicts occurMore manageable workloadsAutomation provides less labor intensive processcomplianceMore time available for development– Non-productive meeting time reduced– More efficient status and progress reporting
  • 15. Work ManagementAll Work In One SolutionTo obtain the full value of PPM processes, all types ofwork and resource demand must be considered. Ifonly some of the resource investment factoredin, then some of the benefit and value is lost.
  • 16. Work is Everywhere Initiate Plan Execute Control Close To dos ApplicationProject Tasks Issues Backlog Documents Defects Approvals User Recurring Stories Maintenance Incidents Changes Deliverables Testing Bugs
  • 17. Disconnected Systems & Processes Service Application ProjectManagement Management Management • Requests • User Stories • Tasks • Problems • Defects • Issues • Changes • Tasks • Changes • Testing • Actions • Maintenance • Work is managed by parallel processes • Multiple entry points of work that is associated • Departmental silos enforcing their own processes, priority and deployment
  • 18. All Work in One Solution Enterprise Work Portfolio Schedule Resource Cost Time Work Management Management Management Management Management Management Capabilities Portfolio Project Agile ServiceManagement Management Management Management Build Your Own Applications (Work Processes) Tasks Actions Approvals Changes Bugs Procurements BacklogsIssues Applications Deliverables Documents Service Requests Defects Work Features
  • 19. Business Value Proposition No need for separate, expensive applications Generate increased value from the investment in SharePoint Increased efficiency by workers getting all work in a single solution Opportunity to retire multiple solutions that can be handled in one
  • 20. Project Management MaturityConsiderations and ToolsPPM process and system implementations shouldconsider the maturity and readiness of theorganization to execute and sustain what is deployed.
  • 21. 6% - Level 151% - Level 242% - Level 3 1% - Level 4 Gartner
  • 22. 6% - Level 151% - Level 242% - Level 3 1% - Level 4
  • 23. Project Management Maturity PPM Expectation GOAL: PM Capability RiskProcess/System Complexity
  • 24. Solutions For EveryoneProject, Portfolio & Work Management Solutions For Everyone Strategic Portfolio, Project & Work Management Enterprise Project & Work Management  Demand Management  Portfolio Management Web-based Project Collaboration  Project Visibility  Financial Management  Resource Management  Capacity Planning  Schedule Management  Time Management  Enterprise Governance  Team Collaboration  Work Management  Program Management
  • 25. Project Roles and ToolsNot the same for everyonePPM solutions should address the varied needs ofdifferent audiences and constituencies.
  • 26. Requests and Business Case Capture key business drivers that matter most to the business Standardize data capture and enforce consistency Ensure strategic alignment by capturing data such as proposed benefits and ROI. Consistent Capture and Definition of Projects and Work
  • 27. Portfolio Visibility Demand takes many forms including large investment requests, simple project requests and large program requests All are vying for the same resources You can classify, evaluate, prioritize work to allocate resources to the highest value See All Current and Potential opportunities. Project Demands
  • 28. Portfolio Financial Planning Standardize financial planning by leveraging pre- defined, configurable cost categories such as labor, hardware, software, overheads and contingency to easily plan your project budgets Detailed Line Item Budgets and Financial Plans
  • 29. Financial Visibility Leverage unique roll up components to aggregate all project cost data across your portfolio Built-in cost dashboards provide key performance indicators to drive awareness of cost status Financial Dashboards and Reporting
  • 30. Project Scoring and Prioritization Key measures included in evaluating all investments Flexible models to meet criteria and weighting for all types of organizations Weighted Scoring and Priorities
  • 31. Evaluation and Selection Capture and determine the right mix and sequencing of proposed projects and ideas to best achieve the organizations overall goals. View various reports to evaluate which projects bring the most value to the business Consistent Valuation and Prioritization of Projects
  • 32. What-if Financial Modeling Analyze your proposed portfolio against defined financial targets to determine alignment and overall financial impact Compare defined budgets and capacities against proposed projects and make adjustments Assess Financial Demands where needed. and Trade-Offs
  • 33. Portfolio ManagementPortfolio Prioritization and Selection
  • 34. Project Workspaces
  • 35. Publish Plans and Schedules Via EPM Live’s web- based Project Planner Bi-directional integration with MS- Project via our Project Publisher Project workspace templates designed to support waterfall process and methodology. Web-based visibility of plans and schedules
  • 36. Online Schedules
  • 37. Automated Status Reports On-demand status reports View online or export to common formats Eliminate manual report production SSRS or other reporting tools of your choice Rich reporting database Push-button Reports
  • 38. Narrative/Subjective Status Reports Online status reports Content in a database instead of documents and emails Leverage content in automated reports and dashboards Online Status Reporting
  • 39. Automated/Streamlined Process Streamline project and change requests by leveraging workflow for review and automated approvals Request Review Approved Active Automated Approval
  • 40. Resource Management Gain Greater Control of Project Resources Resource Planning Across All Work Resource Capacity Planning Resource Workload and Availability & Gain Visibility into All Resource Demands
  • 41. Resource Capacity Planning Create resource capacity plans to get a true picture of resource demand across all work Estimate role-based resource hours or FTEs to ensure the resource plan can be fulfilled given current resource workload and availability Resource Capacity vs. Demand
  • 42. Capacity Planning
  • 43. Resource Workload by Role
  • 44. Resource Negotiation and Matching Create resource requirements and compare resource availability to identify resource shortages and surpluses Easily match available resources to resource requirements to ensure the right resources are assigned to the right Turn Role-Based work at the right time Requirements Into Named Assignments
  • 45. Resource Allocation Create resource views for allocation Interactive what-if views available Availability vs. Allocation
  • 46. Work Management Initiate Plan Execute Control Close Actions Risks Updating Task Status ECM Issues Documents on All Work Assigned To You Punch Lists Contracts Tasks Meetings Defects Sign Up for Task Status Bugs Approvals Deliverables Alert Emails Changes Invoices Procurements Create New Work Items From a Single View Manage and Track All Work Demands on Your Organization
  • 47. Time Management Report time-phased actual work on any SharePoint Work item Save, Submit, Select Period, Add, Remove Timesheet Items Capture special time categories such as billable, non- billable, regular, overtime, and more Understand what it really takes to do work in your organization
  • 48. Easier Participation Streamline project and change requests by leveraging workflow for review and automated approvals Request Review Approved Active Automated Approval
  • 49. All Processes and MethodologiesSupport for AllProcesses and solutions should be flexible enough toaccommodate all of an organization’s work types, andtheir associated processes and methodologies.
  • 50. Workspaces Across the Enterprise Project Services Software DevWorkspace Product Workspace Construction Workspace Workspace Workspace
  • 51. Flexible For Enterprise Level Deployments• Create Simple and ComplexProgram and Project Department EnterpriseWorkspaceHierarchies Program 1 Project 1 Project 2 Project 3 IT Workspace Operations Workspace Finance Workspace Engineering Workspace Project A Project B • Re-use Best Practices Workspace Workspace Software Infrastructure while Still Supporting Varying Development Methodologies Across the Enterprise Sub Project 1 Sub Project 2 Sub Project 2 Workspace Workspace Workspace • All Data can be rolled up Based mapped to Organization
  • 52. Pre-built Solution TemplatesKeep your entire team informed, accountable and connected in acentralized, web-based environment that is easy-to-use and rapidto deploy PMI (PMBOK) Agile (SCRUM) MSF Prince2 CMMI Professional Services Project Management Office Program Management Construction WorkEngine provides prebuilt project workspace templates to help get project teams up and running quickly
  • 53. Value Proposition – OverallIncreased understanding of the contribution tobusinessIncreased visibility and transparency of theinvestment portfolioIncreased quality of the investment portfolioIncreased opportunity to take corrective actionon investmentsDecreased likelihood of investment failureDecreased level of business riskIncreased responsiveness to economic eventsand trends
  • 54. Value Proposition – OverallImprove business impact of project investmentsthrough consistent, objective scrutiny andprioritization of the demand queue.Improve overall organizational effectivenessthrough improved project visibility and historicalinsights.Improve productivity through the removal ofmanual administrative processes.
  • 55. Value Proposition – OverallImprove staff utilization through accurateexposure of staff workloads.Improve project quality through consistentproject management processes & full designconsideration of project dependencies.Increases the predictability of project delivery: ontime, on budget.
  • 56. Try us outwww.epmlive.com