Utilizing Software Solutions to Support Project and Portfolio Processes 2009 PMI-SAC Professional Development Conference
Agenda Why Project Portfolio Management is important Why use PPM software solutions? Where to use PPM software solutions? Benefits of using PPM software solutions Summary
Why PPM is important The only way organizations Innovate Change Offer new products and services Change is happening faster and faster
How do we use technology today? Why use PPM Software Solutions?
Necessary elements for successful PPM Organizations need: The right people Supported by the right technology Following the right processes
Each area has their own goal Complete project on-time, within budget and with the highest quality Optimize outcomes from a related group of projects To optimize the use of organizational resources
But They Cannot Be Separated There is a high degree of interaction between these three areas. Resource and financial assets are used at the project level but managed at the portfolio level.
Difficulty selecting the right investments
Inability to manage increasing demand
Deciding how to manage costs
Addressing These Challenges WHAT IS ENGAGEMENT?Do the Right Things WHAT IS EFFICIENCY?Do Things Right IT’s ability to make the best use of its people, budgets and assets IT’s ability to partner with the business to maintain alignment and maximizereturn from IT investments WHAT IS ENABLEMENT?Ease of Deployment and End User Empowerment Ability to cost effectively map PPM automation tool to specific business and end user needs with minimum risk and maximum value
Where to use PPM tools What PPM processes should be part of a PPM tool initiative?
Idea Management Portfolio Management Idea Management Resources Financial Ideas Good Ideas Not so good Ideas Approved Projects
Idea Management How does your organization ensure that: A single list of possible future projects exists? Collected in a easy manner? With a common way to evaluate each one? So that the “good” ideas can move forward in the process?
Portfolio Management Portfolio Management Idea Management Resources Financial Ideas Good Ideas Not so good Ideas Approved Projects
Portfolio Management How does your organization ensure that Decisions about project selection: Lead to projects that align with organizational objectives? Lead to projects that optimize human resources? Lead to projects that optimize financial resource? Decisions about what-if scenarios?
Project Management Project Cost Management How do you ensure that: Various cost plans can be created easily and accurately from the schedule?
Project Management Project Human Resource Management How do you ensure that: Resource requests are tracked properly? The correct resources are working on each project? Understand the impact of changes to resource assignments?
Project Management Project Time Management How do you ensure that: There is one schedule that all team members can view and update? Impacts on late deliverables from other project’s are understood? That actual time spent is captured?
Project Management Project Communication Management How do you ensure that: Those who should see project information have access to it?
Project Management Project Document Management How do you ensure that: All new project use the correct templates? Documents are properly versioned? All team members have access to the latest document versions? All document deliverables have proper approval?
Project Management Project Process Management How do you ensure that: All process are properly governed so that; Proper authority is provided for Project approvals? Phase Gate review & approvals? Change Request approvals? Document review & approvals?
The Ideal Scenario
Lower demand on IT
Align projects with company goals 87%* of the time
Increase the quality of IT services delivered
Drop project failures by 59%*
Lower the TCO of each investment
Reduce costs per project by 37%*
Improve investment decision-making
Increase the number of projects delivered by 35%*
Improve resource utilization
Reduce IT staff costs by $18,600 per 100 employees*
Benefits of Using Software Solutions
557% Average Return on Investment
Summary We know PPM is important… So we need to do it right… But it is complex… Means support from a PPM Software Solution