1.
Projects, Programmes and
Portfolios
Merys Hopkins

2.
Agenda
 Portfolios
 Programmes
 Projects
 Differences
 Key to Success
 APM Qualifications
 Q&A
2

3.
What is a Portfolio?
 ‘A grouping of an organisation’s projects and programmes, can be
managed at an organisational or functional level’ (APM Body of Knowledge 6th
edition)
 Why group?
 Groupings can be based on, for example : geography, capability, market
placement
 Portfolios should be designed to maximise return on investment
 To aid control of costs and benefits: mix of high and low risk, mix of novel and
repeat projects; balance
3

4.
Portfolio Management
 ‘The selection, prioritisation and control of an organisation’s projects and
programmes in line with its strategic objectives and capacity to deliver. The
goal is to balance change initiatives and business as usual while optimising
return on investment.’ (APM Body of Knowledge 6th edition)
 Decision Maker – what project or programme?
 Resource Manager – maximise resources
 Productivity Driver – are we delivering efficiently and effectively?
 Benefit Chaser – realise all the benefits
4

5.
Portfolio Roles
5

6.
What is a Programme?
 ‘A group of related projects and change management activities that
together achieve beneficial change for an organisation’ (APM Body of
Knowledge 6th edition)
 Why group?
 Allows oversight and prioritisation of resources
 Potential for economies of scale
 Better placed to manage interdependencies
 Coordinated senior stakeholder management & communication
 Easier propagation of lessons learned
6

7.
Programme Management
 The coordinated management of projects and change management
activities to achieve beneficial change. (APM Body of Knowledge 6th edition)
 Overall planning of the programme
 Coordinate, manage and control all the required activities
 Prioritise and re-prioritise resources
 Senior Stakeholder Management
 Support and communication of risks
 Support of Project Managers
 Deliver the benefits
 Sponsor
7

8.
What is a Project?
 ’A project is a unique, transient endeavour, undertaken to achieve
planned objectives’ (APM Body of Knowledge 6th edition)
 Key Attributes of a Project
 Unique
 Timebound
 Specific Costs
 Scope
 Uncertainty
 Dynamic Team with specialist roles
 Acceptance Criteria
8

9.
PROJECT
TIME
QUALITY(Scope)COST
STAKEHOLDERS GOVERNANCE
RISK
Project Influences
9

10.
Project Management
 ‘The application of processes, methods, knowledge, skills and experiences
to achieve the project’s objectives.’ (APM Body of Knowledge 6th edition)
PROCESSES
METHODS
TRAINING
PROJECT
OUTPUTS
10

11.
Project Board
Project Manager
Project Team
Project
Sponsor
EndUser
Typical Project Organisation
• Perform project tasks as instructed by
Project Manager
• Support Project Manager with input into the
planning documentation
• Provide regular updates on progress
• Help identify project risks/issues/changes
• Work with the Project Manager to deliver
project
• Provide requirements
• Provide consultation and
feedback throughout the
project
• Provide quality expectations
• Define acceptance criteria
• Guide the project
• Accountable for success of project
• Provide Strategic Direction
• Influence and Manage Key Stakeholders
• Authorisation of major changes
• Go/No-go Decision at Phase review
• Review of Project Reports
11

12.
Managing a project within a programme
- good or bad?
 Timescales
 Costs
 Quality
 Resourcing
 Change Control
 Communication
 Risk
 Stakeholder Management
12

13.
Programme
 Focus is on outputs
 Less Complex
 Defined start and end dates
 Agreed total budget
 Defined Scope
 Less Risk
 Focus is on outcomes
 Higher Complexity than projects
 Longer Timescales
 Higher Budget
 Scope is less defined
 Higher Risk
Project
 Strategic Grouping
 Focus on maximising return on
investment
 Balanced mix of projects and
programmes
 Ongoing
 Higher risk
Portfolio
13

14.
Key to Success
Portfolio
Direction
The right
Sponsorship
Project Management
Effectiveness
Disclosure
& Reporting
PROJECTS
Portfolio
Manager
Programme
Manager
SPONSOR
14
Governance of Projects

15.
Projects, Programmes and Portfolios
 Portfolio
Do the right projects
 Programmes and Projects
…and do the projects right!
15

16.
APM - Qualifications
16

17.
Q&A
17