Guide to a Perfect Demo

ITM Platform PPM ProductDemonstration

Version 1.011/01/2017

• Get to know clients and their needs.

• Stick to client needs: ITM Platform is big, make it look simple.

• Explain what ITM Platform is and the client problems it can solve

• Explain WHAT ITM Platform does, not HOW it does it

• Record the demo on video

• Encourage clients to ask questions anytime

What you like most about ITM Platform isn’t necessarily what the client needs

How to personalize demos?

The structure for this guide

Each functionality follows the

same structure:

• Main Message

• Main Elements

Basic features are marked with a green dot and must be covered in every demo

Conditional features are

marked with a red dot and

highlighted in red. They should

only be covered if the client

has specific needs.

For conditional screens, the header shows a reminder of when to discuss them.

Strong recommendations are

highlighted with a warning

symbol

Conditional features and when to demo

QUESTIONS TO ASK THE CLIENT BEFORE DEMO

• What type of projects do you manage: internal, external or both?

• Internal - Programs

• External (Projects for external customers) - Clients, Revenues

• How do you manage your projects? Which solution are you currently using?

• Jira – Jira connector

• MS Project - Import MS Project Gantt chart (.mpp files)

• Will users report working times?

• Yes - Time reporting

• Will they report times using mobile?

• Yes - ITM Platform APP, Slack

• Already using Slack or any collaboration/chat system? Or will they make follow ups with the mobile?

• Yes – Slack

• What do you want to see on this demo?

INFORMATION NEEDED BEFORE THE DEMO

• Company sector?

• TI: Time reporting, Resource planning

• Example project used:

• TI: Software application development

• Engineering: New industrial unit construction

• Other: Winter promotion

• Medium company maturity - Portfolio, API

• High company maturity – Programs, Portfolio, API

• Low company maturity - Kanban

COMPANY MATURITY

• Low: Don’t use project management tools

• Medium: Use MS Project and/or Excel

• High: Has PMO, uses specific PPM solutions

Do NOT explain any of these features if the client is not interested. Keep it simple

QUESTIONS TO ASK THE CLIENT DURING DEMO

• Do you use/want to use agile methodologies?

• Yes – Kanban

• Do you know what Earned Value is? - Earned Value

• Do PMs estimate hours?

Yes – Resource planning

Unique Selling Points

Explanations of all features should connect to our Unique Selling Points:1. Full-featured

2. Easy to use / user onboarding / easy learning curve

3. Easy to deploy / up and running in no time

4. Well-priced / Scalable

Example: While explaining Strategic Alignment we could say

“many costly online systems (well-priced) can only do this, but don’t allow you to manageindividual projects (full-featured)”

Reinforcing 1 and 4

Access demo environment

Main message:

• Saas, access with any browser, no installation process

• Easy to deploy / up and running in no time

Main elements:

• Access to the demo environment:

• English: http://demo.itmplatform.com/globalcorp360EN?ID=0009

• Spanish: http://demo.itmplatform.com/globalcorp360?ID=0009

• Portuguese: http://demo.itmplatform.com/globalCorp360Brasil/?ID=0009

• Describe each license type (profiles) in a sentence

Main message

• My desktop: general vision for all users.

• Only Full Access Users can see the 4 menus

Main elements

• Access to the tasks activities for the day

• User tasks in each column: to do, in progress, recently completed (it mimics a Kanban board)

• Corporate social collaboration system

• All communication in a single place

• Messages

• Notifications and alerts

• Slack and APP

• Favorites

Home

Avoid going into detail about the “My Tasks & Activities” area

Main message

• Control team member efforts in tasks/activities and

projects

• Compare planned and actual efforts

• Workforce costs are automatically updated

Main elements

• Team members can report efforts

• Task managers can do follow-ups of their tasks

• 3 methods to report time:

1. My timesheet

2. My tasks & activities

3. APP or Slack (start/stop)

Time reporting

Management/Projects

Main message

• All active projects general view

Main elements

• All projects KPIs

• Filters

• Export Excel

• Custom fields

Main message

• Manage projects with agile/not predictive

methodology

• Agile and classic methodology in same solution

Main elements

• Three status columns by default/fully

customizable

• Manage tasks easily

Kanban

Explain Kanban to low maturity customers

Main message

• Project general view

Main elements

• General project parameters (customizable)

• Messages related with this project

• Choose example project:

• Sector:• TI: Software application development

• Engineering: New industrial unit construction

• Other: Winter promotion

Management/Projects/*/Project home

Main message

• User friendly and Full-featured

• Integrated with MS Project

• Real time

Main elements

• Create chart in ITM Platform

• Add task

• Move/enlarge/shrink on the graph and analytically

• Modify tab and add columns

• Base line, Critical route

• Task types, dependences

• Print

• Task % Completed, Numeric and graphic follow up

• Project Calculated progress and % Completed

• Or simply Import MS Project Gantt charts

Management/Projects/*/Gantt

Show drag and drop

Main message

• Manage project resources

• Project team general view

Main elements

• Define Project team

• Define task team

• Explain project and task roles

• Users receive mail notifications when allocated to

a task

• Estimate user efforts for each task

• Control actual efforts

• Real time workforce costs update (estimated and

actual)

Management/Projects/*/Team

Management/Projects/*/Budget

Main message

• Project budget summary information

• Plan and control all the budget elements

Main elements

• Columns

• Top down budget

• Bottom-up (Estimated)

• Actual values

• Rows• Workforce If: work with hours

• Revenues If: external projects

• Purchases

Management/Projects/*/Purchases

Main message

• Detailed Project purchases & Budget information

Main elements

• Purchases are grouped in budget accounts

• Manage purchases

• Dates (Due date, actual status date)

• Amounts (estimated and actual)

• Status (customizable)

• Providers

Management/Projects/*/Revenue

Main message

• For internal or external project invoicing

Main elements

• Manage purchases

• Dates (Due date, actual status date)

• Amounts (estimated and actual)

• Status (customizable)

Management/Projects/*/Tasks

Main message

• Detailed task control

Main elements

• Control delayed tasks and time gaps

(planned progress vs actual progress)

• Estimated and actual efforts

• Overallocation

Management/Projects/*/Follow-up

Main message

• Control project progress and deviations

Main elements

• Create manual project follow ups

• % completed vs % expected today

• Graph

Management/Projects/*/Follow-up/Earned value

Main message

• Estimate future project overruns and delays

Main elements

• Earned Value metrics and S-curve

• Detailed explanation of scenarios

Avoid details!

Management/Projects/*/Documents

Main message

• Unlimited storage

• Easy to search, upload, download

Main elements

• Project documents related to

• Tasks

• Risks

• Purchases

• General project

• Compatible with other online solutions (Dropbox, Google

Drive)

• Customizable user access

Management/Projects/*/Dashboards

Main message

• Control KPIs

Main elements

• Real time graphic analysis of the project

• Control KPIs

• Best practices and real client experience

Don’t explain each graph! Show one or two (i. e. costs & revenue)

Management/Main Dashboards

Main message

• Portfolio KPIs

Main elements

• Real-time graphs

• Portfolio KPIs

• Control KPIs

Don’t explain each graph! Show one or two (i. e. workforce)

Resource planning

Main message

• Portfolio view of resource planning

Main elements

• Resource management optimization (demand,

allocation)

• Gaps and conflict resolution

• Control users/resources availability and

overallocation

• Control users/resources performance

Clients

Main message

• Link projects & services with clients

Main elements

• Main client information

• Project information by client

• Revenue by client and project

• Client profitability and financial analysis

Programs/Growth projects

Main message

• Programs = groups of related projects

• Benefits:

• manage related projects as a single entity

• Project prioritization according to business goals

Main elements

• Components = projects/services within the program

• Business goals:

• Related to a business plan

• Justify project grouping

Programs/Growth projects/Strategic Alignment

Main message

• Project prioritization and evaluation

• Know which are the best project to accomplish our business goals

Main elements

• Scenarios

• Business goals prioritization

• Component prioritization:

• relate each project with each business goal

• determine how much does the project accomplish each business goal

choose only one scenario

Programs/Growth projects/Strategic Alignment

Main message

• Tool to select the most efficient set of projects

Main elements

• Efficient frontier

• Answer and explain this question:

“Is the actual selection the most efficient in terms of costs and

accomplishing business goals?”

• Projects selected show different examples

Management/Portfolio/General

Main message

• Analytic overview of all projects

Main elements

• All project KPIs

• Export portfolio reports to excel

Management/Portfolio/Financial Analysis

Main message

• Each project budget summary information

• Portfolio budget information

Main elements

• Economical information

• By project + aggregated

Revenue

• Planned and actual values

• Revenue, costs and margin

• % completed

Costs

• Worforce costs

• Purchase costs

• Total costs

• % completed

Management/Portfolio/Schedule

Main message

• General vision of all project durations

• Graphic project completion

Main elements

• Portfolio “Gantt chart”

Management/Portfolio/Follow up

Main message

• Control portfolio % completed

Main elements

• Follow-up of each project

• Special follow-up events

ITM Platform Teambot (Slack app)

English• Demo URL:

https://demo.itmplatform.com/GlobalCorp360EnSlack?Id=1455

• Slack URL: https://globalcorp360en.slack.com/• Slack username: William.smith@itmplatform.com• Slack password: Itm2016#

Spanish• Demo URL:

https://demo.itmplatform.com/GlobalCorp360EsSlack?Id=1455

• Slack URL: https://globalcorp360es.slack.com/• Slack username: Pedro.gonzalez@itmplatform.com• Slack password: Itm2016#

Portuguese:• Demo URL:

https://demo.itmplatform.com/GlobalCorp360brSlack?Id=1455

• Slack URL: https://globalcorp360br.slack.com/• Slack username: Joao.silva@itmplatform.com• Slack password: Itm2016#

Main message

• Slack is the fastest growing B2B company in history

• Integrated with ITM Platform

• For team member features

• User friendly (APP)

Main elements (features)

• Recall project and tasks

• Report hours

• Task follow-ups

• Comments

• Help: https://helpcenter.itmplatform.com/hc/en-us/articles/213514709-

How-to-use-ITM-Platform-Teambot

API

Main message

• Integrate ITM Platform with your enterprise

software (ERP, CRM…)

• Public API

Main elements

• http://developers.itmplatform.com/

• Synchronize all your data in different solutions

• Support services:

• Continuous support is included with the subscription

• Two training sessions for all kinds of users

• Support to company administrators with initial settings

• Ask the number of licenses needed and send a proposal

• Scalability on the license number and type

• Scalability on the contracted time (discounts)

• Explain different licenses and their access to the features

• You might want to open the demo environment and show the different user views of various licenses.

• Next steps: try to agree on what to do next

Ending main points

In absence of agreementRight afterwards: e-mail

• Send recorded demo

• Send proposal based on their expressed need

After-demo actions

• After 4 days: Follow-up e-mail

• After 5 days:

• Call (if no answer to the follow up mail)

• Solve doubts

• Activate the decision making process

• Follow-up to the proposal sent