Baird Miller, DOL gave this presentation at Microsoft and UMT event Project Portfolio Management Exchange at Microsoft San Francisco office on January 14, 2014.

2. Agenda
1
Challenges & Pain Points
2
Approach & Solutions
3
Questions & Discussion
2

3. Maturity assessment revealed challenges and pain points
Demand
Management &
Planning
Demand higher than capacity
Unprioritized demand
Unknown capacity
Understanding
Costs
Efficient
Execution
No clarity on cost of labor, projects,
applications and IT services
Inconsistent time tracking analysis
Projects often seem to never end
Disconnected financial reporting
Inefficiencies in the SDLC
3
Lack of visibility into key project data

4. Demand exceeds capacity: are we doing the “right” work?
The gap between demand and capacity was still increasing!
250
+35%
<1 month
16%
750
increase
<3 months
13%
100
1,600
InComplete
62%
1,200
>3 months
9%
Existing
Completed
2012 - Initial Backlog
Submitted
Completed
New requests in 2012
Remaining
2012 - End
4

5. Multiple, disconnected processes & tools
Small Projects – SharePoint list
Large Projects – MS Project & Excel
Support tickets – SharePoint list
Portfolio Management – MS Excel & Clarity
Time Tracking – Custom web app
ALM (version control) – TFS 2008
5

6. Transformational approach
1
2
People
Process
Agile & iterative
4
Transformational
Mature capabilities
Tools
3
Integrate tools into one platform
Project Server & Professional
SharePoint
Design & pilot one capability
Train
Support
Repeat for other capabilities
One source of the truth
Demand & portfolio management
TFS 2012
UMT360
Resource management
Application lifecycle management
APM & financial management
6

7. Design the investment selection & prioritization process flow
Set the Strategic
Pillars
1
Prioritize the
Strategic Pillars
2
SELECT
Evaluate
PLAN & MANAGE
Prioritize & Optimize
CREATE
Submit
Strategic
Direction
Final Portfolio
Selection
Assign, Execute & Evaluate
Pre-flight list
Work submission
Administrator
Validation
Parking Lot
Business Effort and
Strategic Impact
Unit Validation
ROI Analysis
Prioritization and
Optimization
Pull to in-flight
Pre-flight Gate
In-flight execution
Closure Gate
Completed
Parking Lot
Portfolio Analysis and
Constraint Analysis
7
Prioritization
& Optimization

8. Translated the process flow to the tool
Optimize the
portfolio
before starting
the execution
Build the
business case
This is where
execution starts!
8

9. Investments scored & prioritized based on strategic value
Metrics questions as part of the ‘online charter’ building
2. Score
individual
projects
Strategic pillars scores by project
1. Define strategic
pillars
3. Compare
project scores
9

10. Investment selection based on cost constraints
Value
Perspective –
Efficient Frontier
Force-in or out
projects
10

11. Investment selections based on resource constraints
Understand where
and why you have
resource
constraints
11

12. Analyze and track investment execution performance
All work in only
one place
Pre-flight project
queue
In-flight project
health
12

13. Analyze and track investment execution performance
13

14. Analyze and track investment execution performance
14

15. Challenges along the way
Solutions
Challenges
Organizational
• ‘Isn’t this an IT thing?’
• ‘Waiting on new leadership before we
can define strategy’
Organizational
• WIIFM – gets ‘right work’ done
• ‘Governance and process’ not ‘tools’
• Different speeds for different teams
IT
IT
• ‘Yet another tool!’
• ‘Tried this before!’
• One source of the truth
• Re-organized IT delivery around
services, not systems
Implementation
• Resistance to change
• Limited internal traction
Implementation
• Persistent change management
• Executive champions
• Inclusive -‘See it, feel it, do it’
15

16. The outcomes & impacts included:
• Single, transparent source of the truth for:
–
–
–
–
–
Project & work demand
Selection & prioritization of investments
Resource capacity
Project status, health & completion
Project, application & service costs
• Reduced the number of projects being executed resulted in
–
–
–
–
Less wasted effort on uncompleted projects
More projects being successfully delivered
Staff more focused, engaged as a result of lower context switching
High quality outcomes and deliverables
16

17. The outcomes & impacts included:
• Collaborative, transparent, business & data driven decision
making
• Known cost of IT investments for business services – e.g. IT
costs per transaction
• Increased level of trust & IT funding
• IT is part of the business
17

18. Questions and discussions