Project & Portfolio Management

2

PPM-What’s this all about?

• Project & Portfolio Management (PPM) – When people say PPM, they usually

mean a tool, or suite of tools that help manage their projects and portfolios

– PPM addresses four main challenges of organizations (e.g., PMOs) • Managing multiple projects and budgets • Deciding which projects to fund • Enhancing portfolio management • Enhancing resource management

– PPM is all about the hammer!

3

• If all you have is a hammer, everything looks like a nail!

• Bernard Baruch

4

ESI Role in PPM Success

• “End-user organizations seeking improved PPM should primarily spend effort identifying needed

changes in roles, skills and processes before exploring which tools can best support — and enhance — PPM

capabilities.”

• Matt Light, Daniel Stang

• Opening sentence in the 2007 PPM Magic Quadrant report

5

Some other ways to gauge competency

• On-the-job observation

• Interview

– Peers

– Managers

– Clients

– Vendors

• Formal performance evaluations

• Tests/Certifications (e.g., PMP, PgMP)

6

Improving individual capabilities

7

Understanding current organizational capabilities

– Degree of application of best practices

– Degree of effectiveness – Schedule integrity analysis

– Project Mgt maturity model – 5 Levels of maturity – Results in stated maturity level

for each PMBOK area plus one overall score

– Roadmap for improvement

Barcoding for

Waste Reduction

Results

NT1_1900

Masterplan Update

Results

TPD Distribution

Improvement

Results

Procurement

Risk

Communications

HR

Quality

Digital

RFQ & PO

Results

Cost

Time

Scope

Integration

PMI PMBOK

Knowledge Area

Barcoding for

Waste Reduction

Results

NT1_1900

Masterplan Update

Results

TPD Distribution

Improvement

Results

Procurement

Risk

Communications

HR

Quality

Digital

RFQ & PO

Results

Cost

Time

Scope

Integration

PMI PMBOK

Knowledge Area

Does not

Exist

Not Effective Somewhat

Effective

Satisfactory

8

PPM preparation and adoption―How we can help

• World’s leading manufacturer of lithography systems―Europe – Portfolio tool selected without adequate

consideration of PM needs

– PPM could not be done with existing poor project plans & process

– ESI developed customized PM course, a 21-step PM methodology, and conducted coaching on project planning and control

– Realization hit that PM’s needs weren’t considered

– Company decided to use Microsoft Project

9

PPM preparation and adoption―How we can help

ASML

Project

Manager

14-1 21-1 28-1 4-2 11-2 18-2 25-2 4-3 11-3 18-3 25-3 1-4 8-4 15-4 22-4 29-4 6-5 13-5 20-5 27-5

5-2 - 8-2

Training

Class

5-3 - 7-3

Planning

Workshop

27-3 - 28-3

Project Control

Workshop

8-3 - 26-3

Planning

Coaching

29-3 - 31-5

Execution

Coaching

9-2 - 4-3

Post Class

Assignment

22-1 - 2-2

Pre-Course

Activity

31-5

End12-1

Start 15-1 - 19-1

PM

Appraise

12-1

Sponsor Letter

& PMAppraise

22-1

PM Call

& Data Reqt

29-1

Logistics

Letter

2-2

MS Project

Invite

21-2

PM Post Class

Assignments Due

8-2

PM Feedback

7-3

PM Feedback

28-3

PM Feedback

30-4

PM Feedback

31-5

PM Feedback

& Interviews

Precourse Activity

1. eForm

- PM Experience

- Project Profile

- MS Project Skill

2. Proj. Data Reqt.

3. Email to ESI

Post Course Activity

1. PM prepares Proiect Initiation

Deliverables

- Charter

- Project Definition

- Scope Statement

2. PM sends to Coach.

3. Coach provides PM Feedback.

Execution Workshop & Coaching

1. 2 days

2. Specific execution deliverables

- MSW: Scope, Schedule, Resource Control Process

- MSP: Tracking status

- MSW: Reporting Status

3. Follow-up Plan (PM & ASML; PM & Coach)

4. Remote coaching

Planning Workshop & Coaching

1. 2 days; + opt. 1 day MS Project

2. Specific planning deliverables

- MSP: WBS, Schedule, Resource Needs

- MSW: Risk Management Plan

3. Follow-up Plan (PM & ASML; PM & Coach)

4. Remote coaching

8-2

Coach Id

to PM

31-5

Closeout

Event

25-2

Logistics

Letter & PM Call

20-3

Logistics

Letter

JOIN CONCEPT MOTIVATION PRACTICE HABIT

▲ ▲ ▲Improved

PlansImproved

Cntrol

Improved

VariancesGroup

Individual

ESI Hotline Operational

PPAC

1. 4 day class

2. Instructor lead

3. Content:

WBS, Scheduling,

Risk Management,

Estimating, project

control

Planning

Coaching Methodology

Development

Customized

PM Program

w/ MS Project

Proj Planning

Workshop

Proj Ctl

Workshop

PMAppraise Execution

Coaching

10

PPM preparation and adoption―How we can help

• State-level Governmental Construction Agency―U.S.

– Assessing project status – Discovered “mission

impossible” due to lack of accurate data

– Realized their project controls process was in shambles • For example: could not match

invoices with specific projects

– ESI conducted analysis and provided recommendations on a project controls process

11

PPM preparation and adoption―How we can help

• National Library Board in Singapore―Asia

– PM process non existent―developed PM methodology

– Conducted project planning workshops to all PMs

– Over 6 months we compiled a detailed req. spec for internal PPM system

– Took 2 months to code and rollout internal PMIS (aka PPM)

– Now moving to MS Project Enterprise

12

ESI will help you “pave” the way to change

13

Three nuggets – Implementing PPM is not a software

project; it is a program of business change

– The people & process come first; the tool comes last

– Successful PPM implementation requires―

• a relatively mature PM practice

• relatively mature, and competent, project managers and executives