PMDB Project Management Database Collaborate 2017 Collaborate 17 Shared by members from www.projctrl.com | For more resources visit www.projctrl.com Project Management, Project Controls, Oracle, P6, Collaborate, Program Controls, PPM, Career, Whitepapers, Unifier, Prime, EPPM

1. Session ID:
Prepared by:
Implementing a Project Portfolio
Management Process at the City of
Arvada using APEX
10035
Joe Holtz PMP, City of Arvada
@joeholtz4

2. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Topics covered in this presentation
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3. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Once upon a time at the City of Arvada
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4. April 2-6, 2017 in Las Vegas, NV USA #C17LV
City of Arvada
• Suburb of Denver
• ~120,000 residents
• ~700 employees
• 12 City Departments
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5. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Oracle Footprint
• Live on Oracle EBS in 1999
• Currently on R12
• Installed AP, AR, PO, Payroll, Projects, GL, Time and
Labor, Fixed Assets, PSB (replaced), HR, Discoverer
(Replacing)
• Minimal Customizations – mostly in custom reports,
some custom forms, Time and Labor was custom until
R12, and Interfaces to other City financial systems
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6. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Oracle Support Model
• 1 DBA – 50% Oracle and 50% other databases
• 1 Oracle System Admin – 90% Oracle Support
• 1 Project Manager – 10% Oracle Support
• 1 BA – 10% Oracle Support
• 12 Functional Super Users
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7. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Culture around Project Management
• ~50 projects completed annually
• ~70 Projects requested annually
• Standard Project Management process since 2007
• No standards for Project Portfolio Management
• No clear process to prioritize projects
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8. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Culture around Project Management
• Projects discovered during “hallway conversations”
• Staffed Stressed out
• Operational Maintenance of
systems not happening
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9. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Vision for a new culture
• Goal = be involved in 90% of projects from inception
• Involve all areas that are impacted by internal projects
• HR, Finance, IT, Facilities, GIS, Risk Management, Legal
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10. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Created PPM Review Committee
• ISP – Internal Service Providers Committee
• Role of committee:
• Assess impact of each project request to each area
• Prioritize project according to business case and consequences
of not doing project
• Determine schedule / resourcing for projects based on priority
• Obtained executive sponsorship
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11. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Dilemma
• Everyone agreed on the concepts
• No one had experience
implementing a Portfolio process
• We had tried this before and failed
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12. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Lessons from history
Historical Pitfalls
• Just buy a tool
• Hire a consultant
• Create the perfect process
and drop it when everyone gets
busy
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13. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Lessons from history
Historical Successes
• Start with a simple business
process
• Improve process gradually
• Allow time for the process to
become part of the culture
• Eventually automate the process
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14. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Evolution of the PPM Process
• Created a very basic high level process
• Implemented using spreadsheets
• Fine tuned process over time
• Upgraded tool to a database
• Run quarterly process improvements projects to update
process and tool
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15. April 2-6, 2017 in Las Vegas, NV USA #C17LV
How did APEX get involved?
• Eventually we needed to upgrade from spreadsheets
• We needed a tool that could provide data integrity,
security, and be easily adapted as our process matured
• APEX fit all of those criteria
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16. April 2-6, 2017 in Las Vegas, NV USA #C17LV
More on APEX
• Started with an APEX plug-in called Project Tracker
• Project Tracker had good
Project Management functionality
already built in
• Added some new fields for
Portfolio Management functionality
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17. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Project Tracker
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18. April 2-6, 2017 in Las Vegas, NV USA #C17LV
How are we doing?
• Trial and Error
• We have implemented several processes
• Some work and some don’t
• On a quarterly basis will change Project Tracker as we learn
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19. April 2-6, 2017 in Las Vegas, NV USA #C17LV
How are we doing?
Trial and Error
• We have implemented several
processes
• Some work and some don’t
• On a quarterly basis will change Project Tracker as we
learn and try new things
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20. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Project Tracker Major “Releases”
1. Basic inventory of projects, areas impacted, people
involved, and tracking of phases (idea, initiation,
planning, etc…)
2. Added process to prioritize projects
3. Added basic resource planning and logging of actual
hours
4. Added process to “approve” projects moving between
each phase – Idea, Initiation, Planning, Implementation
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21. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Advice
• Don’t start with a tool start with a
process
• Start simple and build over time
• Allow organization time to learn
process and let it mature slowly
• Culture change takes time, patience, and dedication
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Session ID: 10035

23. Q&A