Best practices: financial management, process maturity, and HP Project and Portfolio Management...

1 ©2010 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice

Best practices: financial management, process maturity, and Project and Portfolio Management

Jason WaughPPM Strategy & Solutions Lead, HP Software Professional Services

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OBJECTIVE

Provide you with a broad perspective

of PPM best practices as well as

tangible guidance on how to

accelerate the time-to-value and

organizational adoption of your

investment in HP PPM Center

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Current PPM Trends

– Expansion of scope from IT to the business

– Focus on IT Financial Management

– Increased maturity in reporting

– Agile & Scrum methodologies

– ePMO v2.0

– Focus on the business value of projects, not the health

– Centers of Excellence

• Testing

• Requirements

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Pairs Conversation

What are the top 2 objectives/

drivers in your organization that are

impacting your PPM implementation?

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Agenda

– Current PPM Trends

– Best Practices : Financial & Portfolio Management

– PPM Center 8.0: Enhancements, Tips, and Tricks

– System Performance Best Practices

– PPM Center Upgrade

– Q&A

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Best Practices:Financial & Portfolio Management

– Subtitle goes here

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Scenario comparisons

Portfolio Management

– Many organizations

• Use scenario comparisons as “steady state” portfolios

• Need to maintain scenarios regardless of lifecycle phase

– PPM 7.x:

• Allows for adding content to a scenario based on basic criteria

• Challenging to add specific content to scenarios

– PPM 8.0

• Includes functionality to do an “Advanced search” when adding to a scenario

• Allows for easier maintenance of scenarios

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Add scenario content – advanced filterIf known, quickly select and add specific PFM items to the scenario.

Specify request type[s], click Show Advanced Filters…

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New concepts in 8.0 – Financial Summary

Financial Management

– Complete financial

overview across the life of

the investment (proposal,

project, or asset)

– At-a-glance status of

approved spend vs.

forecast with clear budget

overrun indicator

– Quick access to edit

approved budget,

forecasts, actuals &

benefits

– Fine-grained security

control

– Supports export to Excel

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New concepts in 8.0 – Approved Budget

Financial Management

• General ledger entry style of approved amount

• Easily track and maintain individual funding (positive or negative)

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New concepts in 8.0 – Snapshots

Financial Management

Create point in time snapshots of financial data

• Set one snapshot as Plan of Record for comparisons

• Reassess the Plan of Record after budget approvals or set automatically via workflow step

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BestPractice

When to create a snapshot

Financial Summary Snapshots

– Upon project approval*

– After approved budget change

– After significant forecast change

* Use special command to automate through workflow

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PPM Center 8.0:Enhancements, Tips, and Tricks

– Subtitle goes here

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PPM 8.0

– Pivot Portlets

– System Landing Page

– Request save from “Look ahead”

– Resource Management

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New Portlet Types

– Pivot Portlets

– Radar & X-Y charts

– Calculated columns

– HTML Portlets

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Pivot Portlet

New Portlet Types

– Pivot table embedded in Dashboard

– No need to export to Excel

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Pivot Portlet

New Portlet Types

Dimensions

Aggregated rows & columns

Can also display as plain list.

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Pivot Portlet

New Portlet Types

Click in header => dynamically change display options (or go to preferences…)

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Pivot Portlet

New Portlet Types

Click on a dimension header to dynamically change sorting & filter options…

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Pivot Portlet

New Portlet Types

Click & drag on row, column, or filter dimensions to pivot the data…

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BestPractice

System Landing Page

Problem:

– Need to show a consistent set of data to all users

– Some users have complex, intensive portlets configured

Solution

– Specify one module to be the default for the instance

– Potential performance issues are mitigated

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Request Save From “Look Ahead”

– Allows users to save partially completed data when many fields are

required

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Forecast planning page

Resource Management

Problem:

– Resource changes affect multiple projects

– Resource forecasts change frequently

– Time consuming to edit multiple Staffing Profiles

Solution

– Forecast planning page

– Manages multiple position forecasts simultaneously

across Staffing Profiles

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Forecast planning page

Resource Management

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Forecast planning page

Resource Management

Filtered by Position

Filtered by resource pool

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Forecast planning page

Resource Management

Several staffing profiles on a single page

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Forecast planning page

Resource Management

Editable cells

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Best Practices:System Services Isolation

– Subtitle goes here

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Workload categories

Services Isolation

Category PPM Center Examples Demand on System

OLTP

(online transaction processing)

• Create a request• Edit a project• Add a timesheet line

• Throttled by end-user think time

• Think time typically far exceeds service processing time

Batch Processing • Background services• Bulk data loaders• 3rd-party integrations• Staffing profile roll-up

• No throttling of system demand

• No “think time”

• Batch is processed all at once

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Challenges & Recommendations

Services Isolation

• PPM Center nodes are JVM processes

• Batch activity puts significant pressure on JVM memory

• Excessive demand may result in “out of memory” errors

• End user performance may be affected

Recommendation

• PPM Center should be configured with at least 2 JVM nodes:

• 1 dedicated to background services

• 1 dedicated to user traffic

• Exceptions exist for very small implementations

BestPractice

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Example architecture with 4 nodes

Services IsolationBest

Practice

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Resources

Architecture & Performance

– PPM Center 8.0 “Deployment Best Practices Guide”

– Sizing estimates through HP Software Support

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PPM Center Upgrade

– Subtitle goes here

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Technical upgrade steps

Upgrade Path

6.0

•"What-if" Scenarios

•Multi-Currency

•SOP 98-1

•Workbench-based Project Mgmt

•Document Management

7.1

•Zero-client Project Management

•Project Types

•Web Services

•Project Overview Page

•Schedule, Cost, and Issue Health

7.5

•Mass Edit Requests

•Dynamic UI Rules

•MAC Integrations

•Configurable Overview Page

•Center Management for Quality Center

8.0

•Multi-Language UI

•Enhanced Financial Controls

•Planed / Forecast / Actuals

•DocumentumConnector

•Dashboard Search

Major

Major

Minor

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Plan on upgrading “all the way” to 8.0

Upgrade Path

6.0

•"What-if" Scenarios

•Multi-Currency

•SOP 98-1

•Workbench-based Project Mgmt

•Document Management

7.1

•Zero-client Project Management

•Project Types

•Web Services

•Project Overview Page

•Schedule, Cost, and Issue Health

7.5

•Mass Edit Requests

•Dynamic UI Rules

•MAC Integrations

•Configurable Overview Page

•Center Management for Quality Center

8.0

•Multi-Language UI

•Enhanced Financial Controls

•Planed / Forecast / Actuals

•DocumentumConnector

•Dashboard Search

BestPractice

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What’s the ROI?

Upgrade Business Case

Back then

– Companies would upgrade with new releases

– Upgrade projects were part of maintenance

Now

– Budget constraints

– Why upgrade? What’s the ROI?

– Rigid business cases are required

$

$

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PPM Center 8.0

Upgrade ROI

– Focus on efficiency savings

(savings) x (# users) = $

– Small enhancements can bring big value

– Leverage HP’s Upgrade ROI calculator

• Personalized upgrade ROI based on your usage

• Available through Professional Services

BestPractice

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PPM Center 8.0

Top Upgrade Impacts

– Custom reporting and extracts

– Customizations

– Lack of knowledge on configurations

• Often “consulting solutions”

• Expert has left the company

– “Creative” solutions

• Budget base lining through back-end

• Multiple Budgets per Proposal / Project

– Upgrade process pitfalls

• System Testing & UAT

• Extremely aggressive timelines

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PPM Center 8.0

Upgrade Best Practices

– Plan early

• Realistic timeline

• Sufficient level of testing

– Remove customizations

• Analyze new product functionality

• Convert integrations to Web Services

– Upgrade “as-is” only

• Defer MLU & Documentum Connector

• Minimize new configuration during upgrade

BestPractice

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Q&A

41 ©2010 Hewlett-Packard Development Company, L.P.

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www.hp.com/go/swcommunity

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