Project, Programme and Portfolio Management Tools.
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Transcript of Project, Programme and Portfolio Management Tools.
Independent Project & Programme Management Specialist
MPhil in project management Honorary Fellow, Association for Project Management Honorary President ProgM, the Programme Management SIG Subject Matter Expert, PMI Program Management Standard Author of:
Project Management Demystified Programme Management Demystified
Co-Author of: One Project Too Many Gower Handbook of Programme Management
Project Planning, Scheduling, Tracking and Monitoring
Portfolio Management Tools Document Management Reporting and Communications
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Monitoring
Consolidation ofMultiple Workstreams
Programme Planning
Project Planning & Monitoring
Team Planning & Monitoring
Timesheets
High Initial Costs
High Maintenance Costs
Powerful
Complex
Budgetary Control
Resource Capacity Planning
Risk & Issue Registers
Earned Value Analysis
Benefit Management
Change Control
Reporting
• Lengthy• Laborious• Slow• Excessive human intervention• Potentially inaccurate• Data is usually out of date• Many versions of the truth• Data sometimes serves different needs
Programme Management Information Systems (PMIS) are used designed to automate these processes
•Multi-project view• schedules• budgets• traffic lights• slice and dice for reports• cross – project links• total resource requirements
Microsoft ProjectMicrosoft Enterprise Program Manager EPM (Portfolio Server)
Oracle/Primavera
Hydra4CMercuryHP Project and Portfolio Management (PPM)
These are big, complex, multi-user systems, not desk top applications
Store Documents Centrally Consistent Reduced errors Reduced emails Provides
Version control Access control Links to tasks, products, risks, issues etc. Search tools Applying standards via templates etc.
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Document storage Version & Access control Chat rooms Forums & Discussion Threads Contact List Equipment Tracking
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http://www.web-based-software.com/project-management/
ProjectPlaceDropBox
Informing, getting decisions Instructing Explaining Dashboards Alerting WorkFlow
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Understand the needs of the reader, just enough and no more
SharePoint based Program Management Information Systems PMIS
Updates on Current Workload Model combinations of existing and new
work Build scenarios
Schedule Investment Benefits Resource requirements Risks
Make informed decisions
Approval Approval to Proceedto Proceed
PPM Selection and Approval
Process
PPM Selection and Approval
Process
DiscoveryDiscoveryprojectsprojects
SuggestionsSuggestions
Live ProjectsLive Projects
ProgressProgressUpdatesUpdates
Strategy
When choosing from many options, helps you evaluate and compare them
If you are assessing unexpected external influence, allows you to assess the impact using “what if” scenarios
You can start with simple tools based on spreadsheet, progressing later to more sophisticated dedicated modelling software
16They are an AID – they won’t make the decisions for you!
Projects underway to achieve Aims
Urb
an
Reg
ener
atio
n
Hea
lthie
r C
itize
ns
Impr
oved
ac
cess
to
serv
ices
Cle
aner
, G
reen
er,
Saf
er
Tow
ards
5%
ef
ficie
ncy Comments
Belfast Estate - new house project H H M M ?
Consider prioritising projects - which order would they be in?
Upgrading zoo facilities M M L L D
Should this be delayed or put on hold if resources are limited?
Building a new leisure centre L M M D/L ?
Are there any disbenefits (D) e.g. to cleaner greener safer depending on where it is located? Are there links to Healthier citizens?
New 1 stop shop M L L L ?
This should have a low priority as it has no "high"linkages - what staff are being used here? Should they be reallocated to higher priority ones?
Review of Customer Access services L L H M M
Should this have a clear dependency to the project above?
IT project to improve shared services L L H M H
What has been done in this project against the 5% efficiency targets that could be replicated on others?
Sample Corporate Aims
Risk and Issues Request for Information Personal Expenses Change Control Financial Control Benefits Capacity Planning
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Just enough and no more to be in control Consistent processes, standards and
terminology – don’t keep re-explaining how Simple tools and templates to start with Keep written material short and to the point Supplement with lots of quality face to face
communication
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Ensure there is enough time allowed for staff to learn