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PROJECT PORTFOLIO MANAGEMENT IN ACTION
2© 2016 by Lewis Fowler, LLC. All rights reserved.
Housekeeping Items
40 minutes of presentation
15 minutes of Q&A
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Event is being recorded
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2
3© 2016 by Lewis Fowler, LLC. All rights reserved.
SPEAKER INTRODUCTION
Andrea McKenneySenior Consultant
Andrea McKenney is a senior project manager at Lewis Fowler and experienced PPM consultant with a reputation for successfully implementing and sustaining a multitude of solutions into a variety of PMO organizations on a global scale. Andrea specializes in her ability to translate business needs into technology and move from a vision to a reality. Prior to Lewis Fowler, Andrea held management roles at TEKsystems, Alliance Enterprises, and American Express, among others.
4© 2016 by Lewis Fowler, LLC. All rights reserved.
TOPICS TO COVER TODAY
The Purpose of this presentation is to cover 3 things:
How to create a progressive PPM Roadmap Clearly identify & communicate the Top 5 PPM
use cases Overcoming cultural differences to ensure
investment ROI
Design with the End in Mind!
5© 2016 by Lewis Fowler, LLC. All rights reserved.
Basic Elements of an Effective PPM Roadmap Initiate
Scope & requirements captured Recommended phased approach &
timeline developed Identification of PPM tool-related process
dependencies (e.g., Portfolio Management) completed
Innotas deployment roles & responsibilities defined
Plan & Design Portfolio hierarchy defined Portfolio & project categories defined Portfolio & project metadata defined PPM tool-related processes defined Capture of defined metadata for existing
projects Import of existing project metadata Reporting & dashboard design completed
Execute Ongoing project & portfolio update
processes deployed User training scheduled & completed Ongoing communication & adoption
activities
Appoint a Sponsor &
Identify Stakeholders
Determine PPM
Requirements
Identify & Prioritize Roadmap Elements
Manage Roadmap
Milestones as Distinct
Projects
Regular review of the roadmap at key milestone completion is recommended to ensure continued
alignment to enterprise objectives
HOW DO I CREATE A PPM ROADMAP?
6© 2016 by Lewis Fowler, LLC. All rights reserved.
TOP FIVE PRACTICAL FIELD USE CASES
Resource Time Tracking Project Inventory and Tracking Managing Portfolios Reporting Resource Management
7© 2016 by Lewis Fowler, LLC. All rights reserved.
RESOURCE TIME TRACKING
Often time project leaders estimate resource hours by soliciting feedback from skilled resources. Innotas gives you visibility into time accounting from previous projects in order to
more accurately estimate upcoming project and system support hours.
SYMPTOMS Lack of visibility into team’s time management Not sure about team’s capacity Do not have data to analyze productivity Inability to allocate time to appropriate projects
or departments Cannot understand how much time is being spent
on operations versus project work
8© 2016 by Lewis Fowler, LLC. All rights reserved.
RESOURCE TIME TRACKING IMPLEMENTATION STRATEGY
Design with the End in Mind!
Time TrackingItems to Consider in Innotas
Who’s actually tracking time? Intervals of time? (15min, 30min, etc.) Visibility into time tracking? “Approved” (workflow) or just tracked? Projects (Milestones, Phases, etc.) Admin time? (Meetings, Vacation, etc.) Other Buckets?
To achieve your desired goal, ensure appropriate data is captured!
RESULTS Notify project sponsors how
much time is being dedicated to their projects.
Able to get visibility into which resources are actually over capacity and justify hiring or supplemental decisions
Able to more accurately estimate work efforts going forward
Appoint a Sponsor & Identify Stakeholders
Determine PPM Requirements
Identify & Prioritize Roadmap Elements
Manage Roadmap Milestones as Distinct
Projects
9© 2016 by Lewis Fowler, LLC. All rights reserved.
PROJECT INVENTORY AND TRACKING
Project inventory provides visibility to the entire organization’s project workload. Innotas provides robust project inventory management, tracking, and reporting.
SYMPTOMS Lack of holistic project inventory Lack of visibility into project activity Part of the organization is not being supported No idea what projects are on-deck All projects are “high priority!” Inability to understand the impact of adding a
new project
10© 2016 by Lewis Fowler, LLC. All rights reserved.
PROJECT INVENTORY AND TRACKINGIMPLEMENTATION STRATEGY
Design with the End in Mind!
Project TrackingItems to Consider in Innotas
Current project list (active & “on-deck”) Visibility/Access Sort/Report by:
Region Line of Business Project Status Project Phase Budget
To achieve your desired goal, ensure appropriate data is captured!
RESULTS All projects in Innotas
(workflow may be created) Visibility to all projects Priorities are established
and agreed upon Budget matched to projects Informed decision making
Appoint a Sponsor & Identify Stakeholders
Determine PPM Requirements
Identify & Prioritize Roadmap Elements
Manage Roadmap Milestones as Distinct
Projects
11© 2016 by Lewis Fowler, LLC. All rights reserved.
MANAGING PORTFOLIOS
Portfolio Management helps organizations align projects to strategic objectives across an organization. Innotas creates a platform to enhance portfolio visibility, identify portfolio health, and
enables portfolio-level reporting..
SYMPTOMS Lack of visibility to support the entire organization The squeaky wheel gets the grease Duplication of efforts Unable to connect projects to organizational strategy Inability to effectively allocate resources (people, capital,
time, etc.) Unable to understand the organizations capacity to absorb
new work Lack global view of project risk
12© 2016 by Lewis Fowler, LLC. All rights reserved.
MANAGING PORTFOLIOSIMPLEMENTATION STRATEGY
Design with the End in Mind!
Portfolio ManagementItems to Consider in Innotas
Sponsorship Determining and exposing visibility Sort/Report by:
Region Line of Business Project Status Project Phase Budget
To achieve your desired goal, ensure appropriate data is captured!
RESULTS The most critical projects are
being worked Visibility into active projects
and queue Balanced portfolio Supporting the entire
organization Resources visible and
balanced
Appoint a Sponsor & Identify Stakeholders
Determine PPM Requirements
Identify & Prioritize Roadmap Elements
Manage Roadmap Milestones as Distinct
Projects
13© 2016 by Lewis Fowler, LLC. All rights reserved.
REPORTING
Visibility into project and portfolio activity is paramount to illustrating the value and impact projects have on an organization. Determining project status and health, managing project financials, and evaluating
project demand are all key capabilities Innotas provides project leadership across an organization.
SYMPTOMS No source of truth Manually intense reporting Inability to easily customize reports Inability to see overall health of the
portfolio projects
14© 2016 by Lewis Fowler, LLC. All rights reserved.
REPORTINGIMPLEMENTATION STRATEGY
Design with the End in Mind!
ReportingItems to Consider in Innotas
Audience Business Need Data to be reported:
Project Status Budget – Planned vs Actual Top 10 Projects Resources
To achieve your desired goal, ensure appropriate data is captured!
RESULTS Status of all projects –
including closed/ completed
Customizable content Ability to easily support
many stakeholder
Appoint a Sponsor & Identify Stakeholders
Determine PPM Requirements
Identify & Prioritize Roadmap Elements
Manage Roadmap Milestones as Distinct
Projects
15© 2016 by Lewis Fowler, LLC. All rights reserved.
RESOURCE MANAGEMENT
RESOURCE MANAGEMENTResource management is key to the success of every project. The ability to identify resource demand and required skillsets, and manage resource workloads can provide leadership predictive capabilities
to proactively manage constraints and ensure balanced capabilities.
SYMPTOMS Teams are over capacity Staff feels burnt out Understaffed skillset “Bubble” in demand Resources often have conflicts across efforts Teams are working but progress is not being
made at the velocity desired Project estimates appear to be inaccurate
16© 2016 by Lewis Fowler, LLC. All rights reserved.
RESOURCE MANAGEMENTIMPLEMENTATION STRATEGY
Design with the End in Mind!
Resource ManagementItems to Consider in Innotas
Able to have Resource Managers monitor workload
PMs create timeline with associated resources Identify Skillsets and match resources It identifies when resources are overcapacity Resource management affects all level of the
organization
To achieve your desired goal, ensure appropriate data is captured!
RESULTS Monitor workload Identify gaps or
understaffing in resource pool
Requires project managers to work with resources on demand
Appoint a Sponsor & Identify Stakeholders
Determine PPM Requirements
Identify & Prioritize Roadmap Elements
Manage Roadmap Milestones as Distinct
Projects
17© 2016 by Lewis Fowler, LLC. All rights reserved.
OVERCOMING CULTURAL DIFFERENCES TO ENSURE INVESTMENT ROI
Thought Leadershipo Executive Sponsorshipo Visibility of usage at the top
Align Maturity with Implementationo Tool is an enabler tied to
process improvement
What is in it For Meo Identify for every role the
valueo Train and retrain
Active Engagemento Constant Communicationo Formal Change
Management
18© 2016 by Lewis Fowler, LLC. All rights reserved.
FINAL THOUGHTS…
Create A Roadmap
Innotas is a comprehensive PPM tool • Trying to solve all of the issues at once can be
overwhelming in any tool• Tool without process is never successful
Keep it simple
Change/modify as you learn from usage
Go after the Use Cases
one at a time
BEST PRACTICESDesign With The End
In Mind
Know what you need out of each capability
19© 2016 by Lewis Fowler, LLC. All rights reserved.
Lewis Fowler has 14 years of experience creating Project Capable Organizations, and leading our clients’ most challenging efforts.
Are you considering a PPM Tool? Help with PPM Tool
selection/requirements development
Have you purchased Innotas? Need help creating an implementation
roadmap Defining implementation processes Driving organizational change and
effectiveness
Had Innotas for a while? Fine tuning Innotas tied to next level
maturity process improvement
HOW CAN LEWIS FOWLER HELP?
Industry Best Practice & Process
Knowledge
Additional PMO/PPM Tool
Deployment Bandwidth
On Site Presence
Innotas-specific recommendations tied to clients’ PMO & PPM process definition needs
“Real world”
Integrated Innotas & process implementation deployment roadmap
Internal process deployment project management
Portfolio and project data definition and scrubbing
Portfolio structuring
“Sounding Board”
Face-to-face client interaction
Skilled resources to complete high-priority activities
20© 2016 by Lewis Fowler, LLC. All rights reserved.
Innotas Company Overview
Cloud portfolio management solutions to improve value contribution by connecting planning & execution
Disruptive technology and a history of market “firsts” – most recently Predictive Portfolio Analysis (PPA)
500+ customers, including proven enterprise-wide deployments in Healthcare, Financial Services, Technology, Government, and Education
Project Portfolio ManagementEffectively manage project requests, resources, budgets and projects
Application Portfolio ManagementAnalyze and manage IT tasks needed to sustain existing operations
Predictive Portfolio AnalysisPredict, plan, and re-plan your highest value portfolio that aligns with business goals
Resource ManagementProductive alignment of IT resource capabilities and availability
Four-Time“Leader”
“Leader” Cloud-nativeMulti-tenant
21© 2016 by Lewis Fowler, LLC. All rights reserved.
Top Down Portfolio Management
Resource Capacity & Demand Planning
Predictive Analytics & Planning
Dashboards & Reporting
Waterfall / Agile
ProjectsApps
Integration Platform
Existing Systems
Portfolio & PrioritizationTop DownStrategic
Focus on “Why”
Bottom UpTactical
Focus on “How”
22© 2016 by Lewis Fowler, LLC. All rights reserved.
Resource Time Tracking
23© 2016 by Lewis Fowler, LLC. All rights reserved.
Resource Time Tracking
24© 2016 by Lewis Fowler, LLC. All rights reserved.
Project Inventory & Tracking
25© 2016 by Lewis Fowler, LLC. All rights reserved.
Project Inventory & Tracking
26© 2016 by Lewis Fowler, LLC. All rights reserved.
Project Inventory & Tracking
27© 2016 by Lewis Fowler, LLC. All rights reserved.
Managing Portfolios
28© 2016 by Lewis Fowler, LLC. All rights reserved.
Managing Portfolios
29© 2016 by Lewis Fowler, LLC. All rights reserved.
Managing Portfolios
30© 2016 by Lewis Fowler, LLC. All rights reserved.
Reporting
31© 2016 by Lewis Fowler, LLC. All rights reserved.
Reporting
32© 2016 by Lewis Fowler, LLC. All rights reserved.
Reporting
33© 2016 by Lewis Fowler, LLC. All rights reserved.
Enterprise Resource Management
The Industry's Most Robust Resource Management Solution
34© 2016 by Lewis Fowler, LLC. All rights reserved.
Enterprise Resource Management
The Industry's Most Robust Resource Management Solution
35© 2016 by Lewis Fowler, LLC. All rights reserved.
Enterprise Resource Management
The Industry's Most Robust Resource Management Solution
36© 2016 by Lewis Fowler, LLC. All rights reserved.
Enterprise Resource Management
The Industry's Most Robust Resource Management Solution
37© 2016 by Lewis Fowler, LLC. All rights reserved.
Enterprise Resource Management
The Industry's Most Robust Resource Management Solution
38© 2016 by Lewis Fowler, LLC. All rights reserved.
QUESTIONS?
39© 2016 by Lewis Fowler, LLC. All rights reserved.
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