PPM In Action - Advice from the field with Lewis Fowler

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

All lines are on mute

Enter questions into chat box

Event is being recorded

Slides will be shared post presentation

We will NOT be offering PDUs

2


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.


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!


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?


TOP FIVE PRACTICAL FIELD USE CASES

Resource Time Tracking Project Inventory and Tracking Managing Portfolios Reporting Resource Management

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0ahUKEwiNqoDEzsbKAhVnt4MKHe1pA5MQjRwIBw&url=http://praisecincy.com/1806745/top-5-trending-stories-today/&psig=AFQjCNFm1CYv_E0byNX9M2aIvLnfATIeKQ&ust=1453868007328642


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


RESOURCE TIME TRACKING IMPLEMENTATION STRATEGY


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


Manage Roadmap Milestones as Distinct

Projects


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


PROJECT INVENTORY AND TRACKINGIMPLEMENTATION STRATEGY


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


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





Projects


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


MANAGING PORTFOLIOSIMPLEMENTATION STRATEGY


Portfolio ManagementItems to Consider in Innotas

Sponsorship Determining and exposing visibility Sort/Report by:

Region Line of Business Project Status Project Phase Budget


RESULTS The most critical projects are

being worked Visibility into active projects

and queue Balanced portfolio Supporting the entire

organization Resources visible and

balanced





Projects


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


REPORTINGIMPLEMENTATION STRATEGY


ReportingItems to Consider in Innotas

Audience Business Need Data to be reported:

Project Status Budget – Planned vs Actual Top 10 Projects Resources


RESULTS Status of all projects –

including closed/ completed

Customizable content Ability to easily support

many stakeholder





Projects


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


RESOURCE MANAGEMENTIMPLEMENTATION STRATEGY


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


RESULTS Monitor workload Identify gaps or

understaffing in resource pool

Requires project managers to work with resources on demand





Projects


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


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


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


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


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”


Resource Time Tracking


Project Inventory & Tracking


Managing Portfolios


Reporting


Enterprise Resource Management

The Industry's Most Robust Resource Management Solution


QUESTIONS?


383 Inverness ParkwaySuite 475Englewood, CO 80112303.638.6813www.lewisfowler.com

Lewis FowlerCONTACT US

@LewisFowlerLLC

facebook.com/LewisFowlerLLC

linkedin.com/company/lewis-fowler

Follow UsOur Location

Innotas

111 Sutter StreetSuite #300San Francisco, CA 94104415.263.9800www.Innotas.com

@Innotas

facebook.com/innotas

linkedin.com/company/innotas

Follow UsOur Location

Email: [email protected]

Email: [email protected]

http://www.lewisfowler.com/

http://www.innotas.com/

mailto:[email protected]

mailto:[email protected]

PPM In Action - Advice from the field with Lewis Fowler

Technology

Transcript of PPM In Action - Advice from the field with Lewis Fowler