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Discover the right tools for your Project Management Office (PMO)

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No matter what the domain, having the right tools at our disposal can make a significant difference.

In relevance to the PMO, it dictates the shift in our focus from management to administration.

Project/Program Managers often find themselves scrambling around to collect pertinent and accurate information to update their statuses, while Resource Managers may have to connect with several people to determine if they efficiently staffed their resources and have sufficient bench to staff upcoming initiatives.

These are some of the reasons to compel PMOs to surround themselves with the right tools. But what are the right tools? How did we end up with the not-so-right-tools? Why are the right tools so important?

Learn all this (and more) in "Discover the right tools for your Project Management Office (PMO)"

Published in: Business
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Discover the right tools for your Project Management Office (PMO)

  1. 1. Discover the right tools for your Project Management Office (PMO) Hussain Bandukwala Mar 2015
  2. 2. What are PMO tools?
  3. 3. ResourceSchedule Financial Time Risk / Issue Commu- nication Project Priority Support management of: 3 of 59
  4. 4. Enabler #1 – the blueprint Processes: 4 of 59
  5. 5. Enabler #2 – the fuel Data: 5 of 59
  6. 6. Enabler #3 – the drivers People: 6 of 59
  7. 7. Govern DrivePower Processes Data People Tools 7 of 59
  8. 8. Why are PMO tools (& their enablers) so important?
  9. 9. Help get the job done! with efficiency & accuracy 9 of 59
  10. 10. 3. Inform 4. Decide 1. Know 2. Predict Support PMO to: 10 of 59
  11. 11. What happens the right PMO tools? without 11 of 59
  12. 12. How do we end up with the “not-so-right” tools?
  13. 13. 1. Not the right fit 2. Dysfunctional for the organization enablers 13 of 59
  14. 14. 1. Not the right fit for the organization Choices & Situations Tool Challenges 14 of 59
  15. 15. • Complicated • Requires coordination • Time intensive • Not standardized • Not published 2. Dysfunctional enablers Processes 15 of 59
  16. 16. Data • Doesn’t exist • Inaccurate • Can’t be populated in the tool • Sporadically located • Can’t be easily updated 2. Dysfunctional enablers 16 of 59
  17. 17. People • Not well-trained • Don’t have relevant PMO maturity • Consider tool to be a “burden” • Lack of support & incentives • Individual “IP” can get the job done faster 2. Dysfunctional enablers 17 of 59
  18. 18. How do we discover the “right” tools for our PMO?
  19. 19. [1] Know what you need 19 of 59
  20. 20. Definition  Ability to perform specific task or obtain information  How the task will be done Illustration  The ability to fly between two cities  Airplane Relevant Example  Ability to estimate the number of projects that can be managed based on existing resource ability  Database with resource information What is a business-capability? 20 of 59
  21. 21. [2] Know what success looks like 21 of 59
  22. 22. [3] Know who is behind you (and if you don’t have anyone, then get someone) 22 of 59
  23. 23. Guidance Support Ready!Awareness 23 of 59
  24. 24. Approach
  25. 25. (4) Tool Implementation (2) Requirements Validation (1) Requirements Identification (3) Tool Identification ResultActionIntent 25 of 59
  26. 26. • Current state • Future state • Gap analysis (1) Requirements Identification:: Intent RAI 26 of 59
  27. 27. • Liaise with key stakeholders • Conduct analysis • Determine business capabilities • Understand success factors (1) Requirements Identification:: Action RAI 27 of 59
  28. 28. • Finalized prioritized requirements • Metrics that gauge success (1) Requirements Identification:: Result RAI 28 of 59
  29. 29. Business capability >> Ability to estimate the number of projects that can be managed based on existing resource ability Relevant requirement >> System shall capture the resource requirements by project by month >> System shall capture the availability of resources by month What is a business-capability oriented requirement? 29 of 59
  30. 30. • Proof of Concept (POC) • Pilot (2) Requirements Validation:: Intent RAI 30 of 59
  31. 31. • POC & pilot management • Pilot results • Requirements verification • Business case preparation (2) Requirements Validation:: Action RAI 31 of 59
  32. 32. • Business case (2) Requirements Validation:: Result RAI 32 of 59
  33. 33. poc/pilottoolguidingforces pmo capability requirements suitability budget & time easy special requirements tool decision (build or try – free or limited trial) 1 2 3 4 5 6 33 of 59
  34. 34. Did the enablers fare well? 34 of 59
  35. 35. • Tool and/or vendor selection (3) Tool Identification:: Intent RAI 35 of 59
  36. 36. • Tool – Procure or Build? • Procure or Build support – External or internal? • Roll-out support – External or internal? (3) Tool Identification:: Action RAI 36 of 59
  37. 37. • Finalized tool • Finalized partner(s) for build and/or support (3) Tool Identification:: Result RAI 37 of 59
  38. 38. • Tool roll-out (4) Tool Implementation:: Intent RAI 38 of 59
  39. 39. • “Projectize” – POC & pilot – PMLC, SDLC & governance – Change management (4) Tool Implementation:: Action RAI 39 of 59
  40. 40. • Implemented tool • Enablers in sync • Benefits realized (4) Tool Implementation:: Result RAI 40 of 59
  41. 41. Who is this for?
  42. 42. • Brand new PMOs 42 of 59
  43. 43. • Growing PMOs 43 of 59
  44. 44. • Mature PMOs 44 of 59
  45. 45. 5 tips for a rewarding discovery 5
  46. 46. Think big smallStart 46 of 59
  47. 47. Engaged & vocal executive sponsorship 47 of 59
  48. 48. Realistic adoption expectations 48 of 59
  49. 49. M E A S U R E 49 of 59
  50. 50. Interim solution is interim 50 of 59
  51. 51. Case Study
  52. 52. overview problem solution result • Ineffective resource staffing on initiatives due to limited visibility on resource capacity & demand • Platform for resource management strategy • Business case to customize PPM tool across the organization • Fortune 100 client • Resource capacity & demand planning • Using current PPM tool for time management • Exercised requirements based approach with POC & pilot to uncover and validate comprehensive future state requirements quick glance 52 of 59
  53. 53. • Lack of single view of resource assignments, availability and skills • Unable to create project schedules with relevant resource availability • Inability to gauge resource utilization • Ad hoc decision making by resource managers • Restricted view of SME shortages, resource conflicts and future hiring needs • Workforce flexibility • Speed & accuracy of resource staffing • Better resource forecasting • Broad view of resource constraints • Improved ability to meet business needs through quicker and relevant staffing resource management challenges benefits detailed challenges & benefits 53 of 59
  54. 54. thank you! hussain@parwaazcc.com www.parwaazcc.com @parwaaz03 | @parwaazcc presentation link: http://bit.ly/1HFDVz0 survey link: http://bit.ly/1EY3LJz
  55. 55. Appendix
  56. 56. Selective Tool Comparison – PMO Features Product Collaborative IssueTracking Scheduling ProjectPortfolioMgmt ResourceMgmt DocumentMgmt Workflow Reporting BudgetMgmt TimeTracking Invoicing Asana Y U U U U U U U N N N AtTask (now Workfront) Y Y Y Y Y Y Y Y Y Y N Basecamp Y N N N Y Y N N N N N Clarity Y Y Y Y Y U U Y Y Y Y Clarizen Y Y Y Y Y Y Y Y Y Y N Daptiv Y Y Y Y Y Y Y Y Y Y U HP Project & Portfolio Software Y Y Y Y Y Y Y Y N N N Huddle Y N N N N Y N N N N N Innotas Y Y Y Y Y U U Y Y Y U JIRA Y Y Y N N N Y Y N Y N Mavenlink Y N Y Y Y Y N N Y Y Y Microsoft Office Project Server Y Y Y Y Y Y Y Y Y Y N Pivotal Tracker Y Y Y N N Y Y Y N N N Planview Y Y Y Y Y U Y Y U Y U Trello Y Y U U U N N U N N N Wrike Y Y Y Y Y Y Y Y N Y N Zoho Y Y Y N Y Y Y Y N Y Y Y = Yes, N = No, U = Unknown (based on research conducted) All products are web-based Asana, AtTask, BaseCamp, Clarizen, Mavenlink, Pivotal Tracker, Trello, and Zoho offer SaaS-only service Rest offer both host- and SaaS-based service 56 of 59
  57. 57. Selective Tool Comparison – Pricing Product Pricing Visit Source for Latest Pricing Information Asana Free - 3 project cards and unlimited guests $21/mo starting price for paid versions https://asana.com/pricing AtTask (now Workfront) Free - trial available $30/user/mo starting price for paid versions http://www.workfront.com/pricing/ Basecamp Free - 60-day unlimited use trial $20/mo starting price for paid versions https://basecamp.com/start#prices Clarity Contact Clarity for more information http://www.ca.com/ca/en/intellicenter/ca-ppm.aspx Clarizen Free - 30-day unlimited use trial $29.95/user/mo starting price for paid versions http://www.clarizen.com/pricing/pricing-comparison.html Daptiv Contact Daptiv for more information http://www.daptiv.com/products.htm HP Project & Portfolio Software Contact HP for more information http://www8.hp.com/ca/en/software-solutions/project-portfolio- management-it-portfolio-management/ Huddle Free - trial available $20/user/mo starting price for paid versions http://www.huddle.com/huddle-prices/ Innotas Contact Innotas for more information https://www.innotas.com/ JIRA Free - 7-day trial $10/mo starting price for paid versions (cloud-based) $10 starting price for paid versions (host- based) https://www.atlassian.com/software/jira/pricing/?tab=cloud Mavenlink Free - 10-day trial $4/mo/user starting price for paid versions https://www.mavenlink.com/pricing/project-management-software- comparison Microsoft Office Project Server Contact Microsoft for more information https://products.office.com/en-us/project/enterprise-project-server Pivotal Tracker Free - 30-day unlimited use trial $15/mo starting price for paid versions http://www.pivotaltracker.com/why-tracker/pricing Planview Contact Planview for more information https://www.planview.com Trello Free - version available $5/mo starting price for paid versions https://trello.com/gold Wrike Free - 5 users for basic task management $49/mo starting price for paid versions https://www.wrike.com/price/?utm_expid=75732941-36.VXdXq7-vQ- esyVLgEUwGiQ.0&utm_referrer=https%3A%2F%2Fwww.wrike.com%2Ftour %2F Zoho Free - 1 project at 10GB $20/mo starting price for paid versions https://www.zoho.com/projects/zohoprojects-pricing.html
  58. 58. Selective Tool Comparison – Sources Wikipedia: http://en.wikipedia.org/wiki/Comparison_of_project_management_software#Monetary_features Asana: https://asana.com/product CA: http://www.ca.com/ca/en/intellicenter/ca-ppm/resources.aspx Daptiv: http://www.daptiv.com/products.htm Planview: https://www.planview.com/products/platform/ 58 of 59
  59. 59. Tool Research - Gartner Magic Quadrants Magic Quadrant for Cloud- Based IT PPM Services Magic Quadrant for Integrated IT Portfolio Analysis Applications 59 of 59

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