Utilizing Portfolio Management to Enable Cost Savings and Minimize Resource Overallocations.

Transcription

1 Utilizing Portfolio Management to Enable Cost Savings and Minimize Resource Overallocations. Larry Mead, PMP, MCP Pcubed - Atlanta, GA ( Direct:

2 Agenda Introduction Portfolio Overview - Framework EPM EPTs, PDPs Workflow Stages/Phases Live Demo Microsoft PPM

3 Unified Project and Portfolio Management Capture all work in a central repository

4 Pcubed at a Glance The world s leading provider of full-service project and portfolio management solutions. More than 15 offices and 350 people worldwide, supporting over 2,500 client initiatives since 94. Enterprise Premier Microsoft Project Solutions Provider, and Microsoft Certified Gold Partner. A pragmatic, results-oriented culture driven by the maxim every project successful Ann Arbor Toronto Chicago Paris Cologne London Seattle San Francisco Los Angeles Denver Mexico City Boston New York Wash., DC Atlanta Hong Kong Sydney

5 What We Do Portfolio Management Pipeline Management Analysis and Optimization Capacity and Resource Management Governance and Delivery Management Business Case & Benefits Realization Program Leadership Drive Stakeholder Alignment Integrate Cross- Functional Teams Deliver Programs Setup Lean PMO Setup and Delivery Assurance Governance and Control Delivery Resourcing Turnaround Disciplined Delivery Planning, Earned Value and Reporting Cost, Change, Risk and Issue Management Capability Support Process/Tool Implementation Results: Select and drive the right project initiatives Reduce the cost and risk of key programs Drive efficiency into operations 5 9/23/2011

6 Portfolio Management Framework Portfolio Management is an integrated, continuous process of identifying, prioritizing and managing a portfolio of projects in alignment with key performance metrics and strategic business objectives 6

7 Categorize Project Inventory Mandatory legal, safety, tax or other Regulatory requirements Adding or improving capability that generates long term competitive advantage COMPLY WITH LAW & CORPORATE POLICY INCREASE COMPETITIVE ADVANTAGE The minimum amount of spend to maintain current operations REDUCE COST & OPERATE EFFICIENTLY REDUCE RISK & ENHANCE ASSETS Risk Based Asset Life-Cycle Management investment Non-Discretionary Discretionary Clearly defined spend categories enable optimized allocation of funding and resources across the portfolio and allow external benchmarking.

8 Analyze, Optimize, and Select Project Portfolio Constraints set by executive management LEGEND Regulatory Regulatory Classification Process Completed? Yes Specific Regulation? Not Deferrable? Yes No Executive Involvement e.g., SOX No Force in to portfolio Improvement Projects Impact on Weighted Strategic Drivers: Strong Impact Driver 1 Portfolio Optimization Review Selected Portfolio Improvement e.g., New CAD system Low Impact Extreme Impact Driver 2 Driver 3 Score Strategic Value Financial Value Force in to portfolio e.g., Module Upgrade No Replacement Replacement Classification Process Completed? Yes Business Risk Score Indicates High Impact, High Probability? No Yes

9 Portfolio Optimization Objectives List of Submittals Optimized Portfolio Base Case: 20% Reduction Strategic Drivers Achieve Governance Board Portfolio Constraints (cost & resource) Optimal set of Improvement projects Maximize Strategic Value Maximize spend available for Improvement projects Forced-in Replacement Ensure the right set of projects to mitigate risk are in the portfolio Forced-in Regulatory Ensure the right set of projects to comply with Regulatory requirements are in the portfolio

10 Weight Project Inventory Against Business Drivers Identify Strategic Drivers Pair-Wise Comparisons Use enterprise strategy Discrete, Measurable Drivers Driver Weightings Impact Evaluation By Owner Enterprise Strategy Business Drivers: Sample Project 1 Project 2 Driver 1 % Strong Extreme Driver 2 % None None Driver 3 % Moderate None Driver 4 % Extreme None Driver 5 % None Moderate Driver 6 % None None Driver 7 % None Strong Driver 8 % None None Strategic Alignment Score X Y Executive involvement is critical in selecting and weighting the relative importance of the strategic drivers against which projects should be assessed for alignment to business strategy. 11

11 Portfolio Optimization Well Executed Revised Budget Initial Budget Strategic Value Very little loss of strategic impact! Efficient Frontier Cut Resource Constrained Projects Cut High Execution Risk Projects Constraint ($ s Capital, Resources, Risk) Effective portfolio prioritization delivers intelligent cost reduction

12 How to get there - Portfolio Optimization Process Define Business Drivers Based on Strategy Identify Project Inventory Categorize Project Inventory Align Project Inventory Against Business Drivers Assess Project Specific Risks Identify Project Budgets Define Project Specific Resource Requirements Identify Project Interdependencies Analyze, Optimize, Select PPM Solution 13

13 The Enterprise Project Management Solution Four typical phases of demand management lifecycle Enterprise Project Management Create Select Plan Manage Demand Management Portfolio Selection Work Planning Collaboration & Reporting 14

14 Base Installation Install Windows Server Run Windows Update SQL Server Install SQL Server and Components Install Software Updates SharePoint Server 2010 Run Pre- Requisite Installer Install SharePoint Server 2010 Project Server 2010 Install Project Server Run SharePoint Configuration Wizard Post Configuration Central Admin Configuration Project Web Access Admin Configuration

15 Eventing System Queuing System Scheduling Engine Project Server Workflow System Client Tier Project Server Clients Active Cache Project Professi onal 3rd Party Applicati ons LOB Applicati ons Internet Explorer Web Tier PWA Server PSI Forward er ASPX Pages Microsoft SharePoint Server 2010 Microsoft SharePoint Foundation 2010 Project Server 2010 PWA Server ASPX Pages Application Tier Project Server Interface (PSI) Business Objects Data Access Layer (DAL) Microsoft SharePoint Server 2010 Microsoft SharePoint Foundation 2010 Database Tier SQL Server Draft Published Archive Reporting Content Config

16 ENTERPRISE PROJECT TYPES (EPTs) 18

17 Demand Management Concepts EPTs Enterprise Project Types Workflows Stages/Phases Project Detail Pages SharePoint/Custom Web-parts Enterprise Custom Fields 19

18 Enterprise Project Type (EPT) PWA uses EPTs to group: Project Detail Pages Phases Stages Required business case artifacts Projects created using Project Professional will automatically be associated to the default EPT 21

19 Out-Of-the-Box EPTs Sample Proposal Workflow driven Basic Project Plan Non workflow driven How to Create New Project Site Template: 22

20 PROJECT WORKFLOWS 24

21 Demand Management Concepts EPTs Enterprise Project Types Workflows Stages/Phases Project Detail Pages SharePoint/Custom Web-parts Enterprise Custom Fields 25

22 Unified Project and Portfolio Management Capture all work in a central repository

23 Out of the box, Project Server 2010 is preconfigured with the following Phases: Create Select Plan Manage Finished Capture Requests Portfolio Selection Resource Planning Collaboration / Execution Reporting / Assessment But in order to be beneficial to an organization, custom configuration is required! 27

24 New Project with Workflow Initiated

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26 1. Define the Project Lifecycle Example Process aligned to Phases: Create Phase Select Phase Plan Phase Manage Phase Finished Phase 30

27 OOB Sample Proposal Workflow If budget cost falls within range, the Range for Public Beta is less than 1,000,000. It means that any project that cost less than one million dollars will be automatically approved. 31

28 Overall Project Workflow Process EPT s are the starting point, PM initiates a project by picking an EPT in PWA A series of one or more Stages need to be followed in sequence. Each Stage displays one or more PDP s to collect/display info Phases logically group sets of Stages A Workflow, built in Visual Studio, must be associated with at least one Stage, exerting control on the sequence through definition of Approvals 33

29 Workflow Stages and Phases Vital component of the Project Lifecycle Stage controls behavior Visible Pages Read Only, Required Custom Fields Phase groups stages Current phase, stage of project available in Project Center, Reports 34

30 Demand Management Concepts EPTs Enterprise Project Types Workflows Stages/Phases Project Detail Pages SharePoint/Custom Web-parts Enterprise Custom Fields 35

31 PHASES AND STAGES 36

32 Phases Out Of The Box Phases: Create Plan Select Manage Finished 37

33 Stages Each Stage is one step in the project lifecycle Stages are managed in PWA Stage is composed of one or more PDP s Workflows may be linked to Stages within Visual Studio 38

34 PROJECT DETAIL PAGES 39

35 New Project request form

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39 Customizations by Configuration Available Feature Areas for Custom Configuration: 45

40 Demo Phases Stages PDPs Workflow Enterprise Project Types Work flows Stages/ Phases Project Detail Pages SharePoint/C ustom Webparts Enterprise Custom Fields Utilizing Portfolio Management to Enable Cost savings and Minimize Resource Overallocations 46

41 Summary Project Server 2010 s Demand Management: Supports Work Management and Governance Flexible and Extensible Based On SharePoint

42 QUESTIONS? 48

43 APPENDIX 49

44 Portfolio Optimization Process Define Business Drivers Based on Strategy Identify Project Inventory Categorize Project Inventory Align Project Inventory Against Business Drivers Assess Project Specific Risks Identify Project Budgets Define Project Specific Resource Requirements Identify Project Interdependencies Analyze, Optimize, Select 50

45 Weight Project Inventory Against Business Drivers Identify Strategic Drivers Pair-Wise Comparisons Use enterprise strategy Discrete, Measurable Drivers Driver Weightings Impact Evaluation By Owner Enterprise Strategy Business Drivers: Sample Project 1 Project 2 Driver 1 % Strong Extreme Driver 2 % None None Driver 3 % Moderate None Driver 4 % Extreme None Driver 5 % None Moderate Driver 6 % None None Driver 7 % None Strong Driver 8 % None None Strategic Alignment Score X Y Executive involvement is critical in selecting and weighting the relative importance of the strategic drivers against which projects should be assessed for alignment to business strategy. 51

46 blogs.msdn.com/project /microsoftproject US/category/projectserver2010,projectprofession al

47 Medium Dataset Component Minimum requirement Processor RAM Hard Processor disk RAM Hard Processor disk RAM Hard disk 64-bit, four-core, 2.5 GHz minimum per core 8 GB for single server and multiple server farm installation for production use bit, GB four-core, 2.5 GHz minimum per core 8 GB for single server and multiple server farm installation for production use bit, GB four-core, 2.5 GHz minimum per core 16 GB for single server and multiple server farm installation for production use Refer to TechNet for Recommendations

48 for Project Server 2010 or higher or higher or higher or higher or higher Exchange 2007 SP2 or later

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