Tim Short, VP of Customer Experience at KeyedIn and customer Chris Ryba from VHT present 5 areas of project success- capacity planning, forecasting, measuring budget vs. actuals, utilization, and project management.

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5 Pillars of Project Success
A KeyedIn Webinar| July 25th, 2018

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TIM SHORT
VP Professional Services, KeyedIn
As the VP of Professional Services at KeyedIn, Tim brings over eighteen years of project and
portfolio management, employee, business leadership and overall customer success
experience. He has a track record of proven success in growth oriented and change needed
organizations through knowledge and implementation of best practices, strategy, process
improvement and change management.
CHRIS RYBA
Director of Professional Services, VHT
Chris Ryba, PMP, is the Director of Professional Services at VHT (Virtual Hold Technology).
As a seasoned technology professional with over 20 years’ experience in the IT/Telecom
industry, Ryba has been actively involved in formulating processes, procedures and guidelines
intended to streamline project lifecycles from post-sale integration kickoff through production
deployment. In his current role, he manages a team of 10 employees comprised of both
Project Managers and Integration Engineers.

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Meets stakeholders expectations
…
PREDICTABILITY
!
Supports goals of organization
Delivered on time and on budget
WHAT MAKES A
PROJECT
SUCCESSFUL?

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Don’t make decisions based on last quarter’s data
GATHERING DATA IN A TIMELY MANNER
Get buy-in on a platform people will agree upon and use
GETTING THE TEAM TO LEVERAGE THE TOOLS
IN WHICH WE’VE INVESTED
Don’t get caught in the latest fire drill
SEPARATING WHAT’S URGENT FROM WHAT’S
IMPORTANT
WHAT GETS IN THE
WAY OF
PREDICTABILITY?

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5 Pillars of
Project Success

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• Starts with Resource Management
• Factors in realistic expectations and actual
working hours
• Doesn’t stop there!
#1 Capacity
Planning
Capability
and skill
management
Resource
management
Capacity
planning

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#1 Capacity Planning
TIME MANAGEMENT
PROJECT MANAGEMENT
RESOURCE ASSIGNMENT
77 %
71 %
57 %
REPORTING AND DASHBOARD
PROJECT MANAGEMENT
RESOURCE ASSIGNMENT
94 %
76 %
65 %
Professional and Consulting Services Enterprise IT
What are the top 2 reasons PSOs and PMOs feel they need automation tools?
REPORTING AND DASHBOARD
54 %
TIME MANAGEMENT
65 %
FINANCIAL MANAGEMENT
37 %
FINANCIAL MANAGEMENT
41 %
Source: RMI Automation Tools Survey, Dec. 2017

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Resource
Management
Change
Tolerance
Impact
Duration
Timing &
Sequencing
• True capacity planning that enables you to
know what you are able to take on
• The ability to say “no”
• Understand and communicate the impact of
taking on additional work outside the scope
#1 Capacity
Planning

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Become more predictable
Prepare the organization for
what’s to come and create a
repeatable pattern
It’s Not Easy!Limited tools, manual processes, and moving
targets can make forecasting challenging.
Form a Commitment
with the Organization
Accurate forecasting builds
CREDIBILITY and TRUST with the
business
Forecast intermittently
and continuously
Forecast at the project level, resource
level, portfolio level and at risk
#2 ForecastingBetter planning leads to better execution

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Understand
Bandwidth
Getting accurate work in
progress and current
resource’s workload to
determine potential
bandwidth
Communication
Awareness of the enterprise-
wide demand helps set
realistic expectations and
allows for more accurate
forecasts
Frequent communication
between pms requesting the
same resource
Learn from Experience
History and experience to
improve precision
Assessment of resources
skill level
Use complexity of work to
adjust timelines and set
deliverable schedules
Prioritize Focus
Allow stakeholders to
determine priority of work
when there is a conflict
Encourage negotiation
among stakeholders
Removing Obstacles
Identifying potential delays
early minimizes or avoids
Brainstorming alternatives
helps identify the potential
cost/benefit of any action
Are you telling me it will
improve the forecast?
#2 ForecastingWhere do I begin?
-Every executive, ever.

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#3 Budget Vs. Actuals
What is the status of the project?
What is the impact of adding/reducing a
resource?
What would we need to do to get the project
finished faster?
What is the budgeting process? How
does this compare with actual
spend?
Become more predictable.
Ensure projects are aligned to
strategic goals.
How does this impact the business?
What changes can we make to keep the
project from failing? Do we need to abort?
How can we use this to create a better forecast
for the next time?

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Appropriate Resource Assignment
• Ensure that the right resource is assigned to the right job
• It may acceptable to have a lower billable utilization with
higher billable resource
Working on the Right Thing at the Right Time
• High level or enterprise-wide planning helps maximize
utilization
• Delays in project activity can adversely affect this metric
• Resource managers must also allow for “downtime”
#4 Utilization

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#4 Utilization
Billable Vs. Non-Billable (or “Productive”) Utilization
• There are activities that are required that may not be billable or
“productive”
• Internal support and consultation
• Sales support
• Training
• Internal projects
Utilization as a Tradition
• Some organizations are moving away from utilization as a
practice

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For every $1 billion invested
in the United States, $122
million was wasted due to
lacking project performance.
PMI.org
NEED FOR PM
Project management is in the
top 5 skill shortages for CIOs.
State of the CIO report
SKILL SHORTAGE
Only 58% of organizations fully understand the
value of project management. The importance of fully
valuing project management cannot be emphasized enough;
organizations that undervalue project
management as a strategic competency for driving change
report an average of 50% more of their
projects failing outright.
PMI.org
#5 Project Management
THE BUSINESS IMPACT

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High-performing organizations successfully complete
89% of their projects, while low performers
complete only 36%.(Source: PMI.org)
Which one are you?

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Beyond resource management, capacity planning takes into account
what can an d can’t be done, as well as the impact of taking on more
Manage capacity
At the project, resource, and portfolio level
Track actuals against the forecast and improve forecasts
Forecast
Leads to improved outcomes. Period.
Project management and resource management equally important
Efficient project management
Continuous planning and feedback enables you to get
better at predicting what project outcomes will be
Become more predictable
SummaryTying it all together

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Specializing in Project/Portfolio
and Resource Management
PPM / PSA
Founded by George & Lauri
Klaus (Epicor CEO & SVP)
FOUNDED 2011
Acquired Atlantic Global
now (KeyedIn Projects)
ACQUIRED SAAS SOLUTIONS - 2012
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Work Smarter. Not Harder.
KeyedIn simplifies and
automates the work of PS and
PMO teams, so they can be
more efficient and deliver
better results

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information@keyedin.com
1-866-662-6820
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THANK YOU