This document discusses project portfolio management, project management, and resource management capabilities of P6 Enterprise Project Portfolio Management software. It outlines challenges such as lack of alignment between projects and business strategy, inconsistent project decisions, and inability to quickly respond to changing priorities. The software provides solutions like configurable project scoring and weighting, interactive Gantt charts, and dashboards. Benefits include aligning projects and resources to business strategy, identifying underperforming projects, ensuring governance over project initiation, and speeding decision making with real-time key performance indicators.

1. Introduction to P6 Enterprise Project Portfolio Management
Nancy Allen
Faith Bevitz

2. Advantages
• Project Portfolio Management
• Project Management
• Resource Management
• Risk and Issue Management
• Cost and Earned Value Management
• Progress Reporting
• Pulling It All Together: Project Collaboration
• Pulling It All Together: Program Management
• Pulling It All Together: Enterprise Project Portfolio
Management
• Customer Examples – PPM Benefits
2

3. Project Portfolio Management
Companies utilizing project portfolio
management can expect a 78% decrease in
redundant projects.
-- IDC, industry analyst firm

4. Project Portfolio Management
Summary
Challenge
• Lack of alignment of projects and resources to the business
• Inconsistent project decisions
• Inability to respond quickly to changing priorities and incoming demand
Solution
•Configurable project scoring, weighting and portfolio waterlining
•Interactive Gantt chart and resource capacity planning
•Dashboards
Benefits
• Align projects and resources with business strategy
• Identify poorly performing projects
• Ensure governance over project authorization and initiation
• Balance risks and potential return
• Speed decision-making with real-time KPIs showing demand and current
commitments
4

5. <Insert Picture Here>
Gartner Group
Organizations utilizing a strategic
project prioritization process/solution
will more effectively address
business needs and reduce failed
projects by 25%, thereby
improving the bottom line.
5

6. Project Portfolio Management
6

7. Project Portfolio Management
What do we
have to do?
1
Do we have the
Root cause
analysis 5 2 money?
and
course
correction
3
Do we have the
Are there 4 people?
problems?
7

8. Project Portfolio Management
What do we
have to do?
1
8

9. Project Portfolio Management
What do we
have to do?
1
Single Source of the Truth
Reduce Wasted Time
9

10. Project Portfolio Management
What do we
have to do?
1
Do we have the
Single Source of the Truth
Reduce Wasted Time 2 money?
10

11. Project Portfolio Management
What do we
have to do?
1
Do we have the
Single Source of the Truth
Reduce Wasted Time 2 money?
Objective Not Subjective
Aligned Projects
Increased Profits
11

12. Project Portfolio Management
What do we
have to do?
1
Do we have the
Single Source of the Truth
Reduce Wasted Time 2 money?
Objective Not Subjective
Aligned Projects
Increased Profits
3
Do we have the
people?
12

13. Project Portfolio Management
What do we
have to do?
1
Do we have the
Single Source of the Truth
Reduce Wasted Time 2 money?
Objective Not Subjective
Aligned Projects
Increased Profits
Lower Contractor Costs
Better Use of Resources
Reduce Wasted Money
3
Do we have the
people?
13

14. Project Portfolio Management
What do we
have to do?
1
Do we have the
Single Source of the Truth
Reduce Wasted Time 2 money?
Objective Not Subjective
Aligned Projects
Increased Profits
Lower Contractor Costs
Better Use of Resources
Reduce Wasted Money
3
Do we have the
Are there 4 people?
problems?
14

15. Project Portfolio Management
What do we
have to do?
1
Do we have the
Single Source of the Truth
Reduce Wasted Time 2 money?
Objective Not Subjective
Aligned Projects
Increased Profits
Lower Contractor Costs
Better Use of Resources
Reduce Wasted Money
Manage by Exception
Early Warning Indicators
Better Use of Management Time
3
Do we have the
Are there 4 people?
problems?
15

16. Project Portfolio Management
What do we
have to do?
1
Do we have the
Root cause Single Source of the Truth
analysis 5 Reduce Wasted Time 2 money?
Objective Not Subjective
and Aligned Projects
Increased Profits
course Lower Contractor Costs
correction Better Use of Resources
Reduce Wasted Money
Manage by Exception
Early Warning Indicators
Better Use of Management Time
3
Do we have the
Are there 4 people?
problems?
16

17. Project Portfolio Management
What do we
have to do?
1
Do we have the
Root cause Single Source of the Truth
analysis 5 Reduce Wasted Time 2 money?
Objective Not Subjective
and Aligned Projects
Increased Profits
course Lower Contractor Costs
correction Better Use of Resources
Reduce Wasted Money
Manage by Exception
Early Warning Indicators
Better Use of Management Time
Understand Project Issues & Causes
Better Decision
Reduce Project Failure 3
Do we have the
Are there 4 people?
problems?
17

18. Project Portfolio Management
What do we
have to do?
1
Do we have the
Root cause Single Source of the Truth
analysis 5 Reduce Wasted Time 2 money?
Objective Not Subjective
and Aligned Projects
Increased Profits
course Lower Contractor Costs
correction Better Use of Resources
Reduce Wasted Money
Manage by Exception
Early Warning Indicators
Better Use of Management Time
Understand Project Issues & Causes
Better Decision
Reduce Project Failure 3
Do we have the
Are there 4 people?
problems?
18

19. Project Portfolio Management
Summary
Challenge
• Lack of alignment of projects and resources to the business
• Inconsistent project decisions
• Inability to respond quickly to changing priorities
Solution
•Configurable project scoring, weighting and portfolio waterlining
•Interactive Gantt chart and resource capacity planning
•Dashboards
Benefits
• Align projects and resources with business strategy
• Identify poorly performing projects
• Ensure governance over project authorization and initiation
• Balance risks and potential return
• Speed decision-making with real-time KPIs showing demand and current
commitments
19

20. Project Management

21. Project Management
Summary
Challenge
• Can’t predictability forecast cost and schedule for all projects
• Slow to identify and resolve problems
• Inconsistent and inaccurate communication of project performance
Solution
• Methodologies
• Critical-path method scheduling
• Interactive Gantt Chart
• Configurable views and role-based project management dashboards
Benefits
• Consistently plan, execute and deliver all projects – large and small – on time and
within budget
• Quickly identify the root cause of problems, adjust plans and immediately assess
the impact
• Easily evaluate alternatives to find better, faster, cheaper ways to deliver projects
and programs
Reduced construction times by approximately 40%, saving millions of
dollars annually 21

22. Project Management
22

23. Project Management
Kicking it off
the right way
1
How is this
project
4 2 unique?
How are we
doing?
3
Do we all agree?
23

24. Project Management
Kicking it off
the right way
1
24

25. Project Management
Kicking it off
the right way
1
Consistency & Standardization
Reduce Project Ramp Up Time
25

26. Project Management
Kicking it off
the right way
1
Consistency & Standardization
Reduce Project Ramp Up Time
How is this
project
2 unique?
26

27. Project Management
Kicking it off
the right way
1
Consistency & Standardization
Reduce Project Ramp Up Time
Easy to Use
Low Training Costs How is this
project
2 unique?
27

28. Project Management
Kicking it off
the right way
1
Consistency & Standardization
Reduce Project Ramp Up Time
Easy to Use
Low Training Costs How is this
project
2 unique?
3
Do we all agree?
28

29. Project Management
Kicking it off
the right way
1
Consistency & Standardization
Reduce Project Ramp Up Time
Easy to Use
Low Training Costs How is this
Buy-in from Stakeholders project
Accurately Measure Project Performance
Increased Accountability 2 unique?
3
Do we all agree?
29

30. Project Management
Kicking it off
the right way
1
Consistency & Standardization
Reduce Project Ramp Up Time
Easy to Use
Low Training Costs How is this
Buy-in from Stakeholders project
Accurately Measure Project Performance
4 Increased Accountability 2 unique?
How are we
doing?
3
Do we all agree?
30

31. Project Management
Kicking it off
the right way
1
Consistency & Standardization
Reduce Project Ramp Up Time
Easy to Use
Low Training Costs How is this
Buy-in from Stakeholders project
Accurately Measure Project Performance
4 Increased Accountability 2 unique?
Leading and Lagging Performance Indicators
Team Visibility into Project Performance
How are we Increase On Time, On Budget Projects
doing?
3
Do we all agree?
31

32. Project Management
Kicking it off
the right way
1
Consistency & Standardization
Reduce Project Ramp Up Time
Easy to Use
Low Training Costs How is this
Buy-in from Stakeholders project
Accurately Measure Project Performance
4 Increased Accountability 2 unique?
Leading and Lagging Performance Indicators
Team Visibility into Project Performance
How are we Increase On Time, On Budget Projects
doing? Trend Analysis
Learn from Past Experiences
Increase likelihood of successful projects
3
Do we all agree?
32

33. Project Management
Kicking it off
the right way
1
Consistency & Standardization
Reduce Project Ramp Up Time
Easy to Use
Low Training Costs How is this
Buy-in from Stakeholders project
Accurately Measure Project Performance
4 Increased Accountability 2 unique?
Leading and Lagging Performance Indicators
Team Visibility into Project Performance
How are we Increase On Time, On Budget Projects
doing? Trend Analysis
Learn from Past Experiences
Increase likelihood of successful projects
3
Do we all agree?
33

34. Project Management
Summary
Challenge
• Can’t predictability forecast cost and schedule for all projects
• Slow to identify and resolve problems
• Inconsistent and inaccurate communication of project performance
Solution
• Methodologies
• Critical-path method scheduling
• Interactive Gantt Chart
• Configurable views and role-based project management dashboards
Benefits
• Consistently plan, execute and deliver all projects – large and small – on time and
within budget
• Quickly identify the root cause of problems, adjust plans and immediately assess
the impact
• Easily evaluate alternatives to find better, faster, cheaper ways to deliver projects
and programs
34

35. Resource Management
Effective matching of the right skills to
projects enables companies to cut project
completion times by 10% to 40% and overall
resource requirements by 24% to 40%.
-- from a study by Projects at Work magazine

36. Resource Management
Summary
Challenge
• Poor understanding of what resources are currently working on
• Difficult to find the best people to staff a project
• Too many resource conflicts across and within projects
Solution
• Resource Planning Dashboard
• Resource roles and skills
• Project, WBS and activity level resource assignments
• Configurable graphics and reports
Benefits
• Complete resource visibility
• Maximize use of resources
• Quickly find and assign resources based on role, skill level, location, availability,
and more
• Easily determine whether there are sufficient resources with the right skills to take
on future work
Savings of US$21 million per year, with US$3 million coming from
manpower reduction; 7% reduction in shutdown duration
36

37. Resource Management
37

38. Resource Management
Who is in
house?
1
What do we
need to
4 2 succeed?
Is anyone
over or under
worked?
3
Who is going to do the work?
38

39. Resource Management
Who is in
house?
1
39

40. Resource Management
Who is in
house?
1
Easily Indentify Resources and their Skill Sets
Single Source of the Truth
Accurate Resource Inventory
40

41. Resource Management
Who is in
house?
1
Easily Indentify Resources and their Skill Sets
Single Source of the Truth
Accurate Resource Inventory
What do we
need to
2 succeed?
41

42. Resource Management
Who is in
house?
1
Easily Indentify Resources and their Skill Sets
Single Source of the Truth
Accurate Resource Inventory
Visibility into Project Resource Requirements What do we
Lower Risk need to
2 succeed?
42

43. Resource Management
Who is in
house?
1
Easily Indentify Resources and their Skill Sets
Single Source of the Truth
Accurate Resource Inventory
Visibility into Project Resource Requirements What do we
Lower Risk need to
2 succeed?
3
Who is going to do the work?
43

44. Resource Management
Who is in
house?
1
Easily Indentify Resources and their Skill Sets
Single Source of the Truth
Accurate Resource Inventory
Visibility into Project Resource Requirements What do we
Lower Risk need to
Quickly Find the Right Resource
Reduce Wasted Time 2 succeed?
3
Who is going to do the work?
44

45. Resource Management
Who is in
house?
1
Easily Indentify Resources and their Skill Sets
Single Source of the Truth
Accurate Resource Inventory
Visibility into Project Resource Requirements What do we
Lower Risk need to
Quickly Find the Right Resource
4 Reduce Wasted Time 2 succeed?
Is anyone
over or under
worked?
3
Who is going to do the work?
45

46. Resource Management
Who is in
house?
1
Easily Indentify Resources and their Skill Sets
Single Source of the Truth
Accurate Resource Inventory
Visibility into Project Resource Requirements What do we
Lower Risk need to
Quickly Find the Right Resource
4 Reduce Wasted Time 2 succeed?
Know who is doing what
Better Use of Resources
Is anyone Align the Best Resources with Critical Projects
over or under Reduce Wasted Money
worked?
3
Who is going to do the work?
46

47. Resource Management
Who is in
house?
1
Easily Indentify Resources and their Skill Sets
Single Source of the Truth
Accurate Resource Inventory
Visibility into Project Resource Requirements What do we
Lower Risk need to
Quickly Find the Right Resource
4 Reduce Wasted Time 2 succeed?
Know who is doing what
Better Use of Resources
Is anyone Align the Best Resources with Critical Projects
over or under Reduce Wasted Money
Indentify Resource Bottlenecks
worked? Trend Analysis
Indentify Needed Headcount
3
Who is going to do the work?
47

48. Resource Management
Who is in
house?
1
Easily Indentify Resources and their Skill Sets
Single Source of the Truth
Accurate Resource Inventory
Visibility into Project Resource Requirements What do we
Lower Risk need to
Quickly Find the Right Resource
4 Reduce Wasted Time 2 succeed?
Know who is doing what
Better Use of Resources
Is anyone Align the Best Resources with Critical Projects
over or under Reduce Wasted Money
Indentify Resource Bottlenecks
worked? Trend Analysis
Indentify Needed Headcount
3
Who is going to do the work?
48

49. Resource Management
Summary
Challenge
• Poor understanding of what resources are currently working on
• Difficult to find the best people to staff a project
• Too many resource conflicts across and within projects
Solution
• Resource Planning Dashboard
• Resource roles and skills
• Project, WBS and activity level resource assignments
• Configurable graphics and reports
Benefits
• Complete resource visibility
• Maximize use of resources
• Quickly find and assign resources based on role, skill level, location, availability,
and more
• Easily determine whether there are sufficient resources with the right skills to take
on future work
49

50. Cost Management

51. Cost Management
Summary
Challenge
• Projects consistently over budget
• Difficult to reconcile high-level budgets with project actuals
• Unable to report cost and schedule variances, and estimates to complete
Solution
• Cost-loaded schedules and baselines
• Estimate to Complete
• Earned Value Management (EVMS)
• Integration with ERP for capturing actual costs
Benefits
• Bottom-up actual reconciliation with top-down budgets
• Establish high-level budgets and refine as projects are planned in detail
• Early warning signs of projects going over budget with EVMS KPIs
• One version of the truth
Increased project success rates and aligned IT with the business amid
huge IT budget cuts 51

52. Cost Management
52

53. Cost Management
How much we
think it will cost
1
It costs how
much?
4 2
Will we go
over budget?
3
What it actually costs
53

54. Cost Management
How much we
think it will cost
1
54

55. Cost Management
How much we
think it will cost
1
Single Source of the Truth
Consistency & Standardization
Reduce Wasted Time
55

56. Cost Management
How much we
think it will cost
1
Single Source of the Truth
Consistency & Standardization
Reduce Wasted Time
It costs how
much?
2
56

57. Cost Management
How much we
think it will cost
1
Single Source of the Truth
Consistency & Standardization
Reduce Wasted Time
Accurate Costs It costs how
Reduce Project Failure much?
2
57

58. Cost Management
How much we
think it will cost
1
Single Source of the Truth
Consistency & Standardization
Reduce Wasted Time
Accurate Costs It costs how
Reduce Project Failure much?
2
3
What it actually costs
58

59. Cost Management
How much we
think it will cost
1
Single Source of the Truth
Consistency & Standardization
Reduce Wasted Time
Accurate Costs It costs how
Reduce Project Failure much?
Visibility into Project Expenditures
No Surprises 2
Adjust Project Plans and/or Expectations
3
What it actually costs
59

60. Cost Management
How much we
think it will cost
1
Single Source of the Truth
Consistency & Standardization
Reduce Wasted Time
Accurate Costs It costs how
Reduce Project Failure much?
Visibility into Project Expenditures
4 No Surprises 2
Adjust Project Plans and/or Expectations
Will we go
over budget?
3
What it actually costs
60

61. Cost Management
How much we
think it will cost
1
Single Source of the Truth
Consistency & Standardization
Reduce Wasted Time
Accurate Costs It costs how
Reduce Project Failure much?
Visibility into Project Expenditures
4 No Surprises 2
Adjust Project Plans and/or Expectations
Early Warning Indicators
Will we go Accurate Forecast
over budget? Better Decisions
3
What it actually costs
61

62. Cost Management
How much we
think it will cost
1
Single Source of the Truth
Consistency & Standardization
Reduce Wasted Time
Accurate Costs It costs how
Reduce Project Failure much?
Visibility into Project Expenditures
4 No Surprises 2
Adjust Project Plans and/or Expectations
Early Warning Indicators
Will we go Accurate Forecast
over budget? Better Decisions
Trend Analysis
Learn from Past Experiences
Accurate Cost Estimates
3
What it actually costs
62

63. Cost Management
How much we
think it will cost
1
Single Source of the Truth
Consistency & Standardization
Reduce Wasted Time
Accurate Costs It costs how
Reduce Project Failure much?
Visibility into Project Expenditures
4 No Surprises 2
Adjust Project Plans and/or Expectations
Early Warning Indicators
Will we go Accurate Forecast
over budget? Better Decisions
Trend Analysis
Learn from Past Experiences
Accurate Cost Estimates
3
What it actually costs
63

64. Cost Management
Summary
Challenge
• Projects consistently over budget
• Difficult to reconcile high-level budgets with project actuals
• Unable to report cost and schedule variances, and estimates to complete
Solution
• Cost-loaded schedules and baselines
• Estimate to Complete
• Earned Value Management (EVMS)
• Integration with ERP for capturing actual costs
Benefits
• Bottom-up actual reconciliation with top-down budgets
• Establish high-level budgets and refine as projects are planned in detail
• Early warning signs of projects going over budget with EVMS KPIs
• One version of the truth
64

65. Risk and Issue Management

66. Risk and Issue Management
Summary
Challenge
• Inadequate identification and management of risks and issues
• Unrealistic expectations from stakeholders
• Identification of trends across projects
Solution
•Risk and issues portlet
•Qualitative risk management
•Issue forms
Benefits
• Proactively manage issues to keep projects moving forward
• Understand the impact of risk and uncertainty on project schedule and cost
• Higher confidence in ability to deliver project(s) as promised
$1.3M saved by eliminating manual data entry; 88% reduction in time to
report and resolve issues; Expect additional savings of $70M
66

67. Risk and Issues Management
67

68. Risk and Issues Management
What?
Me Worry?
1
Trend 2
3
Identification
What is going
wrong?
68

69. Risk and Issues Management
What?
Me Worry?
1
69

70. Risk and Issues Management
What?
Me Worry?
1
Indentify Risks
Visibility of Risks
Collaboration
Reduce Home Grown Applications / Excel
70

71. Risk and Issues Management
What?
Me Worry?
1
Indentify Risks
Visibility of Risks
Collaboration
Reduce Home Grown Applications / Excel
2
What is going
wrong?
71

72. Risk and Issues Management
What?
Me Worry?
1
Indentify Risks
Visibility of Risks
Collaboration
Reduce Home Grown Applications / Excel
Indentify Issues
Visibility of Issues
Collaboration
No Surprises
Measure Project Health
Better Decisions
2
What is going
wrong?
72

73. Risk and Issues Management
What?
Me Worry?
1
Indentify Risks
Visibility of Risks
Collaboration
Reduce Home Grown Applications / Excel
Indentify Issues
Visibility of Issues
Collaboration
No Surprises
Measure Project Health
Better Decisions
Trend 2
3
Identification
What is going
wrong?
73

74. Risk and Issues Management
What?
Me Worry?
1
Indentify Risks
Visibility of Risks
Collaboration
Reduce Home Grown Applications / Excel
Indentify Issues
Visibility of Issues
Collaboration
No Surprises
Measure Project Health
Better Decisions
Spot Trends
Evaluate Risks & Possible Mitigation
Trend Document Common Problems & Solutions 2
3
Identification Increase Project Success Rate
What is going
wrong?
74

75. Risk and Issues Management
What?
Me Worry?
1
Indentify Risks
Visibility of Risks
Collaboration
Reduce Home Grown Applications / Excel
Indentify Issues
Visibility of Issues
Collaboration
No Surprises
Measure Project Health
Better Decisions
Spot Trends
Evaluate Risks & Possible Mitigation
Trend Document Common Problems & Solutions 2
3
Identification Increase Project Success Rate
What is going
wrong?
75

76. Risk and Issue Management
Summary
Challenge
• Inadequate identification and management of risks and issues
• Unrealistic expectations from stakeholders
• Identification of trends across projects
Solution
•Risk and issues portlet
•Qualitative risk management
•Issue forms
Benefits
• Proactively manage issues to keep projects moving forward
• Understand the impact of risk and uncertainty on project schedule and cost
• Higher confidence in ability to deliver project(s) as promised
76

77. Progress Reporting

78. Progress Reporting
Summary
Challenge
• Poor understanding of project status
• Inaccurate reporting of time against projects
• Inadequate bi-directional communication between teams and stakeholders
• Unrealistic estimate to complete and early warning indicators
Solution
•Customizable dashboards
•Updates by activity spreadsheet
•Progress Spotlight
•Timesheets
•Optional activity and timesheet approval process
Benefits
• Teams are more accountable for achieving milestones
• Track, capture, and analyze the time team members spend on project-based work
• Gather status from those closest to the work and with first-hand details
• Proactive communication of accurate status so there are no surprises
78

79. Progress Reporting
79

80. Progress Reporting
I am doing what?
1
I approve! 2
3
See what I did?
80

81. Progress Reporting
I am doing what?
1
81

82. Progress Reporting
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
82

83. Progress Reporting
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
2
See what I did?
83

84. Progress Reporting
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
2
See what I did?
84

85. Progress Reporting
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
I approve! 2
3
See what I did?
85

86. Progress Reporting
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
Prevent Mistakes
Shared Responsibility for Schedule Updates
More Time Spent on Schedule Analysis
I approve! 2
3
See what I did?
86

87. Progress Reporting
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
Prevent Mistakes
Shared Responsibility for Schedule Updates
More Time Spent on Schedule Analysis
Early Warning Indicators
Better Decisions
I approve! Accurate Forecast
3 Prevent Project Failure 2
See what I did?
87

88. Progress Reporting
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
Prevent Mistakes
Shared Responsibility for Schedule Updates
More Time Spent on Schedule Analysis
Early Warning Indicators
Better Decisions
I approve! Accurate Forecast
3 Prevent Project Failure 2
See what I did?
88

89. Progress Reporting
Summary
Challenge
• Poor understanding of project status
• Inaccurate reporting of time against projects
• Inadequate bi-directional communication between teams and stakeholders
• Unrealistic estimate to complete and early warning indicators
Solution
•Customizable dashboards
•Updates by activity spreadsheet
•Progress Spotlight
•Timesheets
•Optional activity and timesheet approval process
Benefits
• Teams are more accountable for achieving milestones
• Track, capture, and analyze the time team members spend on project-based work
• Gather status from those closest to the work and with first-hand details
• Proactive communication of accurate status so there are no surprises
89

90. Pulling It All Together:
Collaboration

91. Collaboration
Summary
Challenge
• No one seems to know what the other team members are doing
• Decisions are constantly escalated to management when they could be made at
lower levels
Solution
• Project workspace and portlets
• Activity feedback between team members and project management
• Notebooks
• UCM integration
Benefits
• Unite project teams and stakeholders through collaboration and strong feedback
methods
• Team members have access to the most up-to-date project information and
schedules, eliminating communication gaps that cause project delays
• Facilitate team-based collaboration to improve decision-making, streamline project
coordination and improve team efficiency
Standardize on Primavera across 165 offices in 30 countries; Improve
collaboration between design and construction staff and subcontractors
91

92. Collaboration
92

93. Collaboration
What do I need
to know?
1
I approve! 2
3
What do I need
to tell you?
93

94. Collaboration
What do I need
to know?
1
94

95. Collaboration
What do I need
to know?
1
Self Service
Green Practices
Better Use of Project Management Time
95

96. Collaboration
What do I need
to know?
1
Self Service
Green Practices
Better Use of Project Management Time
2
What do I need
to tell you?
96

97. Collaboration
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
2
See what I did?
97

98. Collaboration
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
I approve! 2
3
See what I did?
98

99. Collaboration
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
Prevent Mistakes
Shared Responsibility for Schedule Updates
More Time Spent on Schedule Analysis
I approve! 2
3
See what I did?
99

100. Collaboration
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
Prevent Mistakes
Shared Responsibility for Schedule Updates
More Time Spent on Schedule Analysis
Early Warning Indicators
Better Decisions
I approve! Accurate Forecast
3 Prevent Project Failure 2
See what I did?
100

101. Collaboration
I am doing what?
1
Self Service
Green Practices
Better Use of Project Management Time
Accountability
Timely Updates
Proactive…not Reactive
Prevent Mistakes
Shared Responsibility for Schedule Updates
More Time Spent on Schedule Analysis
Early Warning Indicators
Better Decisions
I approve! Accurate Forecast
3 Prevent Project Failure 2
See what I did?
101

102. Collaboration
Summary
Challenge
• No one seems to know what the other team members are doing
• Decisions are constantly escalated to management when they could be made at
lower levels
Solution
• Project workspace and portlets
• Activity feedback between team members and project management
• Notebooks
• UCM integration
Benefits
• Unite project teams and stakeholders through collaboration and strong feedback
methods
• Team members have access to the most up-to-date project information and
schedules, eliminating communication gaps that cause project delays
• Facilitate team-based collaboration to improve decision-making, streamline project
coordination and improve team efficiency
102

103. Pulling It All Together:
Program Management

104. Program Management
Summary
Challenge
• Lack of visibility into impacts among projects in the program
• Poor coordination of multiple contractors
• No early warning into projects that are over budget or behind schedule
• No consistency in how we manage projects
Solution
• Program portfolios and dashboards
• Security to limit access to projects and WBS nodes
• Cross-project dependencies, capacity planning, budgeting, cash flow
• Customized operational reports, dashboards and business intelligence
Benefits
• Manage the entire program lifecycle
• Effectively coordinate multiple projects, programs, and contractors
• Understand the real status of projects and programs; easily compare actual
progress to plan
• Capture and establish standards critical to repeatable project success
Managing projects totaling US$1.75 billion ― 85% of global
portfolio―within 18 months of go live 104

105. Program Management
105

106. Program Management
How are the
projects related?
1
How are we 2
3
doing?
How many
resources do
we need?
106

107. Program Management
How are the
projects related?
1
107

108. Program Management
How are the
projects related?
1
Understand Cross Project Impacts
Accountability
Enhanced Communication
108

109. Program Management
How are the
projects related?
1
Understand Cross Project Impacts
Accountability
Enhanced Communication
2
How many
resources do
we need?
109

110. Program Management
How are the
projects related?
1
Understand Cross Project Impacts
Accountability
Enhanced Communication
Accurate Headcount & Costs
Higher Likely of Project Success
2
How many
resources do
we need?
110

111. Program Management
How are the
projects related?
1
Understand Cross Project Impacts
Accountability
Enhanced Communication
Accurate Headcount & Costs
Higher Likelihood of Project Success
How are we 2
3
doing?
How many
resources do
we need?
111

112. Program Management
How are the
projects related?
1
Understand Cross Project Impacts
Accountability
Enhanced Communication
Accurate Headcount & Costs
Higher Likelihood of Project Success
Green Practices
Automatic Updates
Manage by Exception
No Surprises
Accurate Forecast to Complete
Eliminate Program Failure
How are we 2
3
doing?
How many
resources do
we need?
112

113. Program Management
How are the
projects related?
1
Understand Cross Project Impacts
Accountability
Enhanced Communication
Accurate Headcount & Costs
Higher Likelihood of Project Success
Green Practices
Automatic Updates
Manage by Exception
No Surprises
Accurate Forecast to Complete
Eliminate Program Failure
How are we 2
3
doing?
How many
resources do
we need?
113

114. Program Management
Summary
Challenge
• Lack of visibility into impacts among projects in the program
• Poor coordination of multiple contractors
• No early warning into projects that are over budget or behind schedule
• No consistency in how we manage projects
Solution
• Program portfolios and dashboards
• Cross-project dependencies, capacity planning, budgeting, cash flow
• Customized operational reports, dashboards and business intelligence
Benefits
• Manage the entire program lifecycle
• Effectively coordinate multiple projects, programs, and contractors
• Understand the real status of projects and programs; easily compare actual
progress to plan
• Capture and establish standards critical to repeatable project success
114

115. Pulling It All Together:
Enterprise Project Portfolio Management

116. Enterprise Project Portfolio Management
Summary
Challenge
• Difficult to determine whether we can take on new work
• Projects get authorized without appropriate governance and approvals
• Costs are not synched between accounting and project management
systems
Solution
• Project initiation workflow
• Scenarios for portfolio what-if analysis
• Enterprise Reporting Database
• Integration with ERP
Benefits
• Easily prioritize projects to create and deliver a resource-optimized, risk-
adjusted portfolio
• Track and communicate project and portfolio performance from a “single
source of truth” across the enterprise.
• Absolute alignment between strategy, execution, and results
116

117. Enterprise Project Portfolio Management
117

118. Enterprise Project Portfolio Management
I have an idea…
1
How are we 2
3
doing?
Comparing the
trade-offs &
costs
118

119. Enterprise Project Portfolio Management
I have an idea…
1
119

120. Enterprise Project Portfolio Management
I have an idea…
1
Project Governance
Adheres to Existing Processes
120

121. Enterprise Project Portfolio Management
I have an idea…
1
Project Governance
Adheres to Existing Processes
2
Comparing the
trade-offs &
costs
121

122. Enterprise Project Portfolio Management
I have an idea…
1
Project Governance
Adheres to Existing Processes
Packaged Integration with ERPs, EAMs, etc.
Single Source of Truth
Accuracy
Better Decisions
2
Comparing the
trade-offs &
costs
122

123. Enterprise Project Portfolio Management
I have an idea…
1
Project Governance
Adheres to Existing Processes
Packaged Integration with ERPs, EAMs, etc.
Single Source of Truth
Accuracy
Better Decisions
How are we 2
3
doing?
Comparing the
trade-offs &
costs
123

124. Enterprise Project Portfolio Management
I have an idea…
1
Project Governance
Adheres to Existing Processes
Packaged Integration with ERPs, EAMs, etc.
Single Source of Truth
Accuracy
Better Decisions
Green Practices
Automatic Updates
Manage by Exception
No Surprises
Accurate Forecast to Complete
How are we More Profitable Projects
3 2
doing?
Comparing the
trade-offs &
costs
124

125. Enterprise Project Portfolio Management
I have an idea…
1
Project Governance
Adheres to Existing Processes
Packaged Integration with ERPs, EAMs, etc.
Single Source of Truth
Accuracy
Better Decisions
Green Practices
Automatic Updates
Manage by Exception
No Surprises
Accurate Forecast to Complete
How are we More Profitable Projects
3 2
doing?
Comparing the
trade-offs &
costs
125

126. Enterprise Project Portfolio Management
Summary
Challenge
• Difficult to determine whether we can take on new work
• Projects get authorized without appropriate governance and approvals
• Costs are not synched between accounting and project management
systems
Solution
• Project initiation workflow
• Scenarios for portfolio what-if analysis
• Enterprise Reporting Database
• Integration with ERP
Benefits
• Easily prioritize projects to create and deliver a resource-optimized, risk-
adjusted portfolio
• Track and communicate project and portfolio performance from a “single
source of truth” across the enterprise.
• Absolute alignment between strategy, execution, and results
126

127. Customer Examples – Project Management Benefits
Reduced 84-day outages by 9 days; improved project management
maturity
$1.3M saved by eliminating manual data entry; 88% reduction in time to
report and resolve issues; Expect additional savings of $70M
Savings of US$21 million per year, with US$3 million coming from
manpower reduction; 7% reduction in shutdown duration
Standardize on Primavera across 165 offices in 30 countries; Improve
collaboration between design and construction staff and subcontractors
Increased project success rates and aligned IT with the business amid
huge IT budget cuts
Standardized on Primavera across all refineries; Can easily move
planners from one project to another and leverage experience
Governance over IT processes and projects; Improved resource
utilization; Better compliance with state and federal regulations
Global PMO can take on more projects than before; reduced project
durations by 15 to 20%; reduced project administration time by 25%
Managing projects totaling US$1.75 billion ― 85% of global
portfolio―within 18 months of go live
Reduced construction times by approximately 40%, saving millions of
dollars annually
127

128. Q&A
128

129. 129