PMIS technologies have existed for 20 plus years, but what is the state of PM today?
Typically only the highest maturity organizations (engineering, product development, etc.) have good process and project management systems. HOWEVER, more and more departments and workgroups are being asked to provide detailed reporting and analytics. These folks are often left on their own to find and implement solutions…
The results are that even today, the most common tools for project management are email and collaboration tools (onedrive, dropbox, sharepoint, etc. for collaboration and excel, word, powerpoint, and project desktop for reporting and analytics.
Leave data fragmented and stale. Creates tremendous amount of manual work.
What you want vs what your boss wants Top Down Visibility (Dashboards & Reporting) Accountability & Control Speed and agility ROI
Bottom up Adoption (least impact on users) Project Control Actionable information
Studies show that have most knowledge work is project related. It’s not just your classic PMS who are managing projects. The value of implementing robust project management systems are well documented. Not going to spout a lot of analyst statistics…
This is REAL – Examples: A major government organization found a management overhead spend of $1M 30% into the project whereas it should be $1M for the whole project. Identifying this early helped mitigate hundreds of thousands in additional spend.
A Healthcare provider found that some large portfolios were running over budget and schedule by hundreds of percentage points. Better portfolio management and reporting will help identify risks and conflicts up front before overcommitting resources.
Better decisions – being proactive vs reactive
How many have heard all that before? Are you thinking, yeah, but it’s too complicated!
Over the years, we’ve found that the complexity of the software and processes will lead organizations to avoid using them.
Do nothing or use Ad Hoc processes and tools is an acceptable strategy for many. However, when it too much manual time is spent on information management that yields inconsistent or incorrect results. If this is the case AND there the resources involved (people, money, materials) are significant, the something must be done…
Stop gap or incomplete tools only make it worse. We have been drawn into helping clients try to use SharePoint, 3rd Party PM tools, Cloud PM tools, etc. only to find that customers keep driving more and more development to fill gaps in these. This leads to higher costs for development and support including upgrades over time.
Is the system ready to deliver value immediately on go live? In other words, does it have pre-configured governance, templates, artifacts, technology, reports, processes? Can it be changed quickly?
Can it be deployed quickly – as it days or a few weeks instead of months?
Does it support employ security best practices and frameworks? Does it provide for more uptime and fewer maintenance outages?
Is the overall cost structure more flexible and lower to maintain?
Quick intro of this approach…
In the past, these solutions were months or years to get infrastructure up and running….
Can be available in one day for simplistic Microsoft Project Online solutions. More robust solutions can be deployed in days or weeks.
Lower cost to deploy – we’ve seen costs for the environment AND effort to develop (internal or external resources) go down
Vastly better reliability than on premise. We’ve been delivering cloud/hosted solutions through partners for 9 years. Could solutions downtime is probably 90% less than on prem.
Environment users are familiar. This solution was modeled from the CIO dashboard – ITDashboard.gov except this version provides actual project data rather than spreadsheet or xml loads.
Also perserves some of the key processes already in place such as Project Managers doing updates rather than forcing users into that level of data management on day one.
Allows for KPIs to be calculated or self attested.
Provides some artifacts and collaboration methods familiar to the users.
In this solution, we focused on a few key dimensions of project management – Schedule, Cost, and Risk
Moved their self assessed maturity from 1.3 to 2.8 representing estimated annual savings of $1.9M
Application Management includes building roadmap for how the system will be used day one and how it will be expanded.
Also includes keeping the system running and enhancing as needs grow over time.
Organizational Adoption is aligning the processes and people components. Our tiltled egg is loosely based on gartners project management maturity model.
Through intentional education, process refinement, job aids, and consultative support and guidance, PMIS usage and adoption grows.
Can be deployed quickly - days or a few weeks instead of months Ready deliver value immediately with pre-configured governance, templates, artifacts, technology, reports, processes. Easily changed… Builds on processes already in place – i.e. if PMs manage task updates, perhaps that stays the same initially.
Solves immediate needs to get Wins - (key reports, dashboards) without adding too much overhead to Project Managers and Team Members.
The PMIS is an Application. Application management processes and practices are in place to keep it going and growing over time. Adoption resources and processes are in place (job aids, how to artifacts (videos, FAQs, etc.), consultative support framework established (power users, and SMEs)
My sister is a high school teacher and has a masters in education. When I told her what we were doing, she said it sounds like you’re mirroring scaffolding theory.
The data entry on the left is a great example of how PMIS adoption might be addressed.
Proximal development on the right. Mistake many (most) organizations make is slamming in technology and trying to get users to use everything so they get maximal value from day one. This clearly puts users in the ‘what I can’t do’ region.
Industry Recognized Thought Leaders World Class Team Seasoned Senior Management PMPs, Agile/Scrum, ITIL, COBIT, RUP, MSCDs, KanBan SW Dev. Multi-discipline SharePoint team (BA/Arch, Dev, QA) Microsoft sponsored Case Studies & Whitepapers Uniquely Positioned with Microsoft Gold Partner, SharePoint MVP Program, V-TSP, Product Advisory Council (PAC), & TAP Routinely work with Redmond TPMG, M&O, and Engineering
Mention other offerings such as assessment, Adepta, etc.
Accelerate Your Project Management for Agility, Adoption, and Control of Your Projects!