Holiday PPM Checklist

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Holiday PPM Checklist
Name of Presenter| January 25th, 2018

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DANNY GANS
TODAY’S PRESENTER
Danny brings over 15 years of experience in the PPM space, working to help customers identify
and solve complex business problems. Danny’s experience working closely with PPM leaders and
project teams allow him to understand the unique needs of each customer and helping them
optimize their operations by selecting and strategically deploying enterprise software solutions.
At KeyedIn, Danny leads the Solutions Consulting Team in the US and is focused on helping PMO
leaders and project teams to overcome their business challenges with innovative solutions.

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Instead of starting with your list you might want to end with it
Checking boxes vs. understanding the purpose
CREATING FUNCTIONAL LIST OF REQUIREMENTS
Common reasons for shopping and things to consider
Who are you shopping for and what do they care about
WHY YOU ARE SHOPPING
Categorizing requirements and aligning them to business needs
Identifying the impact of what you are looking for
ALIGNING TO THE BUSINESS
Don’t get caught in the trap of shopping before you’re ready
Also don’t wait to shop until you’ve gotten too far and need to redo everything
AVOIDING PITFALLS

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WHY ARE YOU
SHOPPING IN THE FIRST
PLACE?
“I spend all my time in spreadsheets and I’d rather be
sitting by the fire sipping cocoa”
“Our projects always go over budget and we have no
money leftover for buying ourselves something”
”Our resources are always over utilized and everyone just
thinks they are out shopping”
“Projects get approved based on who requested it and
we are never working on the highest priority stuff”
“My in-laws are in town so I need to look busy”

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End Users / PMs
Leadership
Head of the PMO
Enabling Every Level of the Organization
Gaining support from the right people

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Considering A Lot More Users!
Shopping requires a lot more input!
End Users / PMs
Leadership
Head of the PMO
Developers
Contractors
Finance
Business Analyst
Resource Manager

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THERE’S A LOT TO
CONSIDER!
“We need something that can give me daily status reports.”
“I want to know how accurate our forecast is.”
“What is the impact of taking on all these projects?”
“Everyone is really busy but I have no idea what people are
working on.”
“This is an exploratory project so I don’t have a timeline for it.”
”How many people will we need to complete all the projects in
flight?”

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Operational
Efficiency
Spend less money on projects
that don’t warrant investment
Resource
Management
Put the right people on the right
projects at any given time
Business
Agility
Be able to pivot and address
changing business demands
Customer
Success
Get better stakeholder
satisfaction from projects
Aligning PPM With the Business
Starts with knowing the IMPACT

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GOING SHOPPING

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Avoid Common Pitfalls
Stay off the naughty list!
Top down or bottom up, agile vs. waterfall – don’t pigeonhole into a methodology that isn’t sustainable or
scalable
Don’t use methodology as a criteria
If you have processes in place that are working, make sure you can preserve that.
There is a balance between adapting to changes and overhauling your
organization and don’t get distracted by bells and whistles.
Don’t let software dictate your business
It might seem like changes all at once is better but you will
need to adjust and grow into the system. Be patient.
Don’t take the big bang approach
Just because you want to become more agile doesn’t mean
you forego any process or structure.
Don’t trade governance for agility (and vice-versa!)
Just because you have access to something doesn’t mean it is the best for your
business. You will be investing time to setup and use, so don’t mistake ‘free’ for ‘easy’
Don’t just use what’s on the table

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Portfolio Management
Project Management & Execution
Resource Management
Financial Management
List of Functionality
Categorizing into functional areas
Security
Project Planning
Role-Based AccessWork Management
Analytics
Usability

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Prioritize Initiatives
Value based scoring and
prioritized backlogs keep
portfolio functioning at its
maximum
Dashboards & Reports
Create different views for
different users and use
cases. Track key milestones
and KPIs for optimal
portfolio performance
Top Down Alignment
Visibility into projects and
programs at every level.
Ensure portfolio is aligned
with business objectives and
measure impact.
Portfolio Insights
Evaluate risk, anticipate
delays and make decisions
based on accurate, up to date
information
Portfolio Management
Getting the best of your portfolio

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Project Planning
Schedule, assign, and execute against project
goals with intuitive gantt charts. View
dependencies, deadlines, and key deliverables
for all project work from a single screen.
DEADLINES
KEY DELIVERABLES
DEPENDENCY TRACKING

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Project Management & Execution
Manage the full lifecycle of projects from ideation and request through
execution and measurement. Never lose sight of tasks and project details and
monitor projects every step of the way.
Keep PMs happy with seamless project management tools that empower them
to do more.
DELIVERABLES STATUS REPORTSGANTT CHARTS

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Resource Managers and Project Managers Unite
Ensure resource managers and projects managers are on the same page about resource assignments.
Resource Management
Maintain visibility into your most valuable assets
Role-based Planning
Search resources by skill or
role for easy planning
What-If Scenarios
Model scenarios to see
which course of action will
provide the best case
scenario
Drag and Drop
Assignments
Simple drag and drop allows you to
assign resources and move them
from project to project
Easy Time & Expense
Tracking
Mobile time and expenses
allow for accurate, up to
date information from any
type of user

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Collaborate on projects with team
members and keep project
documents centralized
Manage tasks and deliverables across
the organization
Easily track time and expense
against projects for accurate, up to
date information
Hit targets through better project
execution and work management
Work Management
Keep up to date on project work and status

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Financial Management
Capture project costs and centralize information. Track time and
expense data against projects and improve financial forecasts.
Project financial management is a critical success element and
business driver for project investment. Ensure your finance team
gets the data they need for project details.
Manage Multi-Currency Projects and Portfolios
Integrate With Financial Systems or Auto Generate Reports
Forecast and Track Budgets Vs. Actuals

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Role-Based Access
Permissions for every user type
CIO Dashboards
Configure executive dashboards
to show what’s relevant
User Based Access
Request and assign resources. View updates
and get notifications at every stage
Accessible Reporting with Drilldown
View information at the portfolio, program, project, or
task level to find information and make decisions

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Usability
Drive Adoption. Realize Value.
Configurable
Setup solution to it works to
your needs
Administration
Self-service administration
that doesn’t require
technical resource to update
Mobile Accessibility
Make it easy to update and
add data so you always have
the info you need
Notifications
Proactive notices for
updates and on the go

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Data Encryption User Provisioning
Secure Cloud Access SSAE 16 Compliance
Security
Key considerations to not compromise security

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PPM can help your PMO have a significant impact on the
business – but finding the right one can be challenging
Enlisting requirements from all relevant parties will help
in your shopping
Keep in mind the “must haves” and the ”nice to haves”
so you can check off every
Have fun shopping!
Wrapping Up

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Holiday PPM Checklist

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