1. Discover the right tools for your
Project Management Office (PMO)
Hussain Bandukwala
Mar 2015

2. What are PMO tools?

3. ResourceSchedule
Financial
Time
Risk /
Issue
Commu-
nication
Project
Priority
Support management of:
3 of 59

4. Enabler #1 –
the blueprint
Processes:
4 of 59

5. Enabler #2 –
the fuel
Data:
5 of 59

6. Enabler #3 –
the drivers
People:
6 of 59

7. Govern DrivePower
Processes Data People
Tools
7 of 59

8. Why are PMO tools (& their
enablers) so important?

9. Help get the job
done!
with efficiency & accuracy
9 of 59

10. 3. Inform 4. Decide
1. Know 2. Predict
Support PMO to:
10 of 59

11. What happens
the right PMO tools?
without
11 of 59

12. How do we end up with the
“not-so-right” tools?

13. 1. Not the right fit
2. Dysfunctional
for the organization
enablers
13 of 59

14. 1. Not the right fit
for the organization
Choices & Situations
Tool
Challenges
14 of 59

15. • Complicated
• Requires coordination
• Time intensive
• Not standardized
• Not published
2. Dysfunctional
enablers
Processes
15 of 59

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. 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. How do we discover the “right”
tools for our PMO?

19. [1]
Know what you need
19 of 59

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. [2]
Know what success
looks like
21 of 59

22. [3]
Know who is behind you
(and if you don’t have anyone, then get someone)
22 of 59

23. Guidance Support Ready!Awareness
23 of 59

24. Approach

25. (4) Tool
Implementation
(2) Requirements
Validation
(1) Requirements
Identification
(3) Tool
Identification
ResultActionIntent
25 of 59

26. • Current state
• Future state
• Gap analysis
(1) Requirements Identification:: Intent
RAI
26 of 59

27. • Liaise with key stakeholders
• Conduct analysis
• Determine business capabilities
• Understand success factors
(1) Requirements Identification:: Action
RAI
27 of 59

28. • Finalized prioritized requirements
• Metrics that gauge success
(1) Requirements Identification:: Result
RAI
28 of 59

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. • Proof of Concept (POC)
• Pilot
(2) Requirements Validation:: Intent
RAI
30 of 59

31. • POC & pilot management
• Pilot results
• Requirements verification
• Business case preparation
(2) Requirements Validation:: Action
RAI
31 of 59

32. • Business case
(2) Requirements Validation:: Result
RAI
32 of 59

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. Did the enablers fare well?
34 of 59

35. • Tool and/or vendor selection
(3) Tool Identification:: Intent
RAI
35 of 59

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. • Finalized tool
• Finalized partner(s) for build
and/or support
(3) Tool Identification:: Result
RAI
37 of 59

38. • Tool roll-out
(4) Tool Implementation:: Intent
RAI
38 of 59

39. • “Projectize”
– POC & pilot
– PMLC, SDLC & governance
– Change management
(4) Tool Implementation:: Action
RAI
39 of 59

40. • Implemented tool
• Enablers in sync
• Benefits realized
(4) Tool Implementation:: Result
RAI
40 of 59

41. Who is this for?

42. • Brand new PMOs
42 of 59

43. • Growing PMOs
43 of 59

44. • Mature PMOs
44 of 59

45. 5 tips for a rewarding discovery
5

46. Think
big
smallStart
46 of 59

47. Engaged & vocal
executive sponsorship
47 of 59

48. Realistic
adoption
expectations
48 of 59

49. M
E
A
S
U
R
E
49 of 59

50. Interim solution
is
interim
50 of 59

51. Case Study

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. • 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. thank you!
hussain@parwaazcc.com
www.parwaazcc.com
@parwaaz03 | @parwaazcc
presentation link: http://bit.ly/1HFDVz0
survey link: http://bit.ly/1EY3LJz

55. Appendix

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. 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. 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. Tool Research - Gartner Magic Quadrants
Magic Quadrant for Cloud-
Based IT PPM Services
Magic Quadrant for Integrated IT
Portfolio Analysis Applications
59 of 59