Guide to a Perfect Demo

Transcription

1 Guide to a Perfect Demo ITM Platform PPM Product Demonstration Version /01/2017

2 How to personalize demos? 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

3 The structure for this guide Each functionality follows the same structure: Basic features are marked with a green dot and must be covered in every demo Main Message Main Elements Strong recommendations are highlighted with a warning symbol 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.

4 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 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 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

5 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 Reinforcing 1 and 4 many costly online systems (well-priced) can only do this, but don t allow you to manage individual projects (full-featured)

6 Access demo environment : Saas, access with any browser, no installation process Easy to deploy / up and running in no time : Access to the demo environment: English: Spanish: Portuguese: Describe each license type (profiles) in a sentence

7 Home My desktop: general vision for all users. Only Full Access Users can see the 4 menus 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 Avoid going into detail about the My Tasks & Activities area

8 Time reporting Control team member efforts in tasks/activities and projects Compare planned and actual efforts Workforce costs are automatically updated 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)

9 Management/Projects All active projects general view All projects KPIs Filters Export Excel Custom fields

10 Kanban Manage projects with agile/not predictive methodology Agile and classic methodology in same solution Three status columns by default/fully customizable Manage tasks easily Explain Kanban to low maturity customers

11 Management/Projects/*/Project home Project general view 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

12 Management/Projects/*/Gantt User friendly and Full-featured Integrated with MS Project Real time 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 Show drag and drop

13 Management/Projects/*/Team Manage project resources Project team general view 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)

14 Management/Projects/*/Budget Project budget summary information Plan and control all the budget elements Columns Rows Top down budget Bottom-up (Estimated) Actual values Workforce Revenues Purchases If: work with hours If: external projects

15 Management/Projects/*/Purchases Detailed Project purchases & Budget information Purchases are grouped in budget accounts Manage purchases Dates (Due date, actual status date) Amounts (estimated and actual) Status (customizable) Providers

16 Management/Projects/*/Revenue For internal or external project invoicing Manage purchases Dates (Due date, actual status date) Amounts (estimated and actual) Status (customizable)

17 Management/Projects/*/Tasks Detailed task control Control delayed tasks and time gaps (planned progress vs actual progress) Estimated and actual efforts Overallocation

18 Management/Projects/*/Follow-up Control project progress and deviations Create manual project follow ups % completed vs % expected today Graph

19 Management/Projects/*/Follow-up/Earned value Estimate future project overruns and delays Earned Value metrics and S-curve Detailed explanation of scenarios Avoid details!

20 Management/Projects/*/Documents Unlimited storage Easy to search, upload, download Project documents related to Tasks Risks Purchases General project Compatible with other online solutions (Dropbox, Google Drive) Customizable user access

21 Management/Projects/*/Dashboards Control KPIs 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)

22 Management/Main Dashboards Portfolio KPIs Real-time graphs Portfolio KPIs Control KPIs Don t explain each graph! Show one or two (i. e. workforce)

23 Resource planning Portfolio view of resource planning Resource management optimization (demand, allocation) Gaps and conflict resolution Control users/resources availability and overallocation Control users/resources performance

24 Clients Link projects & services with clients Main client information Project information by client Revenue by client and project Client profitability and financial analysis

25 Programs/Growth projects Programs = groups of related projects Benefits: manage related projects as a single entity Project prioritization according to business goals Components = projects/services within the program Business goals: Related to a business plan Justify project grouping

26 Programs/Growth projects/strategic Alignment Project prioritization and evaluation Know which are the best project to accomplish our business goals 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

27 Programs/Growth projects/strategic Alignment Tool to select the most efficient set of projects 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

28 Management/Portfolio/General Analytic overview of all projects All project KPIs Export portfolio reports to excel

29 Management/Portfolio/Financial Analysis Each project budget summary information Portfolio budget information Economical information By project + aggregated Revenue Planned and actual values Revenue, costs and margin % completed Costs Worforce costs Purchase costs Total costs % completed

30 Management/Portfolio/Schedule General vision of all project durations Graphic project completion Portfolio Gantt chart

31 Management/Portfolio/Follow up Control portfolio % completed Follow-up of each project Special follow-up events

32 ITM Platform Teambot (Slack app) English Demo URL: k?id=1455 Slack URL: Slack username: Slack password: Itm2016# Spanish Demo URL: k?id=1455 Slack URL: Slack username: Slack password: Itm2016# Portuguese: Demo URL: k?id=1455 Slack URL: Slack username: Slack password: Itm2016# Slack is the fastest growing B2B company in history Integrated with ITM Platform For team member features User friendly (APP) (features) Recall project and tasks Report hours Task follow-ups Comments Help: How-to-use-ITM-Platform-Teambot

33 API Integrate ITM Platform with your enterprise software (ERP, CRM ) Public API Synchronize all your data in different solutions

34 Ending main points 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

35 After-demo actions Right afterwards: Send recorded demo Send proposal based on their expressed need In absence of agreement After 4 days: Follow-up 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