project & portfolio management
DESCRIPTION
PPMTRANSCRIPT
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