Building a Case for PPM

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Building a Business Case for PPM
A KeyedIn Presentation

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TONY ANTOCCIA
TODAY’S PRESENTER
Tony manages existing customer accounts and is responsible for finding new
partnerships with PMO leaders for helping drive success through better project and
portfolio management. Tony leads a team of representatives to seek ideal long term
fit for our solution.

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Why Does PPM Matter?
Setting Your PMO Up for Success
Business Case Framework
Agenda
Wrap Up / Q & A

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What a PPM Evaluation Typically Looks Like
The process of buying software
Who are the top players, what
are their strengths, do they align
with what we are after?
Market Research
Engage vendors for product
demonstrations, functionality
review, list of offerings
Interview Vendors
Evaluate requirements matrices,
gather feedback from evaluation
team
Compare Notes
Shortlist vendors, research online
reviews, seek references
Shortlist
Enlist senior management, make
your case
Get Funding
Plan a reasonable timeline to
implement and roll out new
software
Build Timeline and Go Live

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What’s Wrong With That?
Software is never that straightforward!
Timelines – if you want something in place you need to decide when and work backwards
Budget – without a budget for the project assigned first, it is very difficult to keep momentum
Emotional influence – driven by the market not your
requirements
Functional requirements change when you learn what’s out there
Executive Sponsorship – 70% of evaluations that don’t have early executive
sponsorship end with no decision
Process Alignment – process vs.
solution first?

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Lay the Foundation
Why PPM in the first place?
Improve utilization
Time to marketIncrease Revenue
Why People Buy How PPM Supports This
Mitigate Risk
Decrease Costs
Single source of truth
Reduce redundancy
Real time visibility
Project prioritization
1.
2.
3.

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Sounds Simple Enough.
Not so fast.
Complicated Processes.
Too much process involved and not a clear or easy way to get people to adhere to it.
Lack of Governance.
A bit of the reversal – not enough processes in place so gathering data is manual and near impossible.
Change is Hard.
Challenging the status quo isn’t easy. Until you can prove the value and establish success, gaining support for an
initiative like this might be received with reluctance.

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Instilling standard metrics, processes, governance over projects and
programs. Maintain portfolio level planning and execution of critical
business needs.
PROJECT & PORTFOLIO PLANNING & MANAGEMENT
The PMO is often times a central location to find information and
feeder for corporate communication. Since projects that run through
the PMO can be managed for any department, it is common for the
PMO to be the source of truth for information and data.
CROSS FUNCTIONAL REPORTING AND COMMUNICATION
Strategic driver of organizational excellence and governance. Central location
to evaluate and implement projects to move the business forward.
CENTER OF EXCELLENCE
Define Your PMO’s
Purpose

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Develop Your
Strategy
Understand
Constraints
Identify the Stakeholders
Hit Key
Milestones
Build Your
Business Case
Building Your
Business Case

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Engineers
End Users / PMs
Architect
Leadership
Foreman
PMO Leader
Enabling Every Level of the Organization
Gaining support from the right people
Barbara Mike Stu

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Of CIOs say that the creation of new revenue-generating initiatives is among their job responsibilities
including learning about customer needs, creating teams focused on innovation, and creating business case scenarios1
Of CIOs say that they are more involved in leading digital transformation initiatives compared to their
business counterparts1
88%
Balance Aesthetic vs. Functional Speed of Delivery Alignment to the Business
PPM for the CIO
Starting from the top
62%
12019 State of the CIO Report
Results in focused efforts,
faster time-to-market, and
more engaged team
members
Improved execution of
projects to plan increases
success
Better selection of projects
yields results that translate to
business benefits

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90% 47%
25%
Change Management
Benefits Realization
Transformation Agent
PPM for the Head of the PMO
Leveraging PPM to protect project investments
2Forbes Insights (2018). The C-Suite Outlook: How Disruptive Technologies are Redefining the Role of Project Management.
3 Accenture (2018). Forging the Future : Evolving With Disruptive Technologies.
4Capgemini (2018). The Next Generation PMO.
of executives believe the PMO will play an
increasingly critical part in digitally
transforming organizations in the
future2
of PMO leaders say their PMO is the sole driver or
very involved with change management
to leverage disruptive technologies3
of transformation projects yielded
tangible benefits4
Increase Efficiency
A 5% increase can yield over
in annual savings$1m

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• Can be see as more work or too much oversight
• Industry-wide project success hovers around 64%5
• Only 58% of organizations fully understand the value of
project management5
PPM Can Be a Tough Sell!
PPM for Project Managers
Empowering team members with the tools they need
Too many projects
Don’t have the right tools
Can’t get the right resources
Process delays and complications
Taking on too many projects can severely impact the
quality of every one of them. PPM helps to ensure
you have the capacity to meet incoming demand
and gives you the tools you need to make those
critical tradeoff decisions.
Not having the right resources in place can derail
projects and throw the whole portfolio off. Ensure you
have the skills needed for projects before you invest in
them.
Equip project managers with the right tools to get the
job done. Without the right scoping requirements,
adequate skills tracking or proper reporting, projects
won’t be completed to expectations.
The right amount of processes will empower project
managers and allow them to maximize efficiency. Too
much or too little will hinder their ability to get
projects done. PPM helps instill and evaluate process.
5https://www.pmi.org/-/media/pmi/documents/public/pdf/learning/thought-leadership/pulse/pulse-of-the-profession-2018.pdf

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PPM IS MORE THAN JUST
SOFTWARE!
Instilling processes – the right
amount of them – is just as important
as the tools to help execute
Services and implementation will
make or break your PMO
Project management practices need
to be prioritized and valued

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PPM IS MORE THAN JUST
SOFTWARE!
Needs to be combined with an
implementation plan
Change management and growth
strategy aligned with software
Governance and formalized project
management practices will ensure
your PMO is built to last

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Why not both!
• Portfolio management software can help manage updating
process
• Change happens easier if it happens at once – don’t get
settled and update everything again
• Develop both simultaneously so they work together
Align software to your needs – not the other way
around!
• If you already have a well working process in place find
something that can support your methods
• Flexibility is key – architect your solution to grow with your
team
• Adoption is the end goal – it’s only valuable if people use it!
So, Process or Solution?

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The ROI of PPM
According to Gartner
Visibility of Project Data
Resource availability and project
performance
Data Integrity
Single source of truth and accurate,
up to date information
Decision Making
Get better forecasting and
understand which projects will be
and should be completed
ROI for PPM
More accurate forecasts and
consistency of hitting
targets
https://go.keyedin.com/projects/report/gartner/secure-funding-for-ppm-tools-with-a-persuasive-business-case

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The ROI of PPM
By the numbers
Time to Value
Software usually pays for itself
in 6 months in efficiency gains
alone through improved
execution and overall success
rates
Reduce Project Waste
Cut the annual cost of PM
tools by 50%1
Business Alignment
Tools can begin the
automation journey to get
PPM leaders out of tactical
and into value or strategic
thinking during delivery.2
PMO Credibility
More accurate forecasts -
Decrease revenue forecast
variance by 12%1
1 https://go.keyedin.com/projects/case-study/medhost
2https://www.cio.com/article/3174516/it-project-success-rates-finally-improving.html

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Make a list of who needs to be involved and what challenges
they will want addressed
Enlist key stakeholders – early and often
Challenges won’t just come from external sources – you will
need to address internal struggles and prepare for them
Understand buying process and constraints
Understanding your goals helps you along your evaluation journey. Knowing
where you are and make a plan for how to get to where you want to be
Evaluate PPM with the end in mind
SUMMING IT UP
It’s hard to argue with data. Benchmark as much as you can
before you implement so you can review and realize benefits
Realize your PPM vision with ROI

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Offers a level of personalized
customer service & support that
creates a lasting partnership
Gartner-rated PPM solution and
2019 Customer Choice award
winner
THREE THINGS TO KNOW
ABOUT KEYEDIN
Allows PMOs to reinvest up to 20% of
their portfolio’s value & improve the
speed of reporting by 50%
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1Project Portfolio
Management for the
PMO, embedded
services teams and
global business
transformation
“With its command of
governance, product life cycles,
and resource management, we
think of KeyedIn as a key
business partner.”
⏤Head of a Global PMO

Building a Case for PPM

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