Project & Portfolio Management

PPM-Whats 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!

 If all you have is

a hammer,
everything
looks like a nail!
Bernard Baruch

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

Some other ways to gauge

competency
On-the-job observation
Interview

Peers
Managers
Clients
Vendors

Formal performance evaluations

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

Improving individual capabilities

Understanding current organizational

capabilities
PMI PMBOK
Knowledge Area

Digital
RFQ & PO

TPD Distribution
Improvement

Barcoding for
Waste Reduction

NT1_1900
Masterplan Update

Results

Results

Results

Results

Integration
Scope
Time
Cost

Degree of application of best

practices
Degree of effectiveness
Schedule integrity analysis

Quality
HR
Communications
Risk
Procurement

Does not
Exist

Not Effective

Somewhat
Effective

Satisfactory

Project Mgt maturity model

5 Levels of maturity
Results in stated maturity level
for each PMBOK area plus one
overall score
Roadmap for improvement
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PPM preparation and adoptionHow

we can help
Worlds leading manufacturer of
lithography systemsEurope
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 PMs needs werent considered
Company decided to use Microsoft Project

PPM preparation and adoptionHow we can help

Planning
Coaching

Methodology
Development

12-1
29-1
21-2
Sponsor Letter
Logistics
PM Post Class
& PMAppraise
Letter
Assignments Due
22-1
25-2
2-2
8-2
PM Call
Logistics
MS Project
Coach
Id
& Data Reqt
Letter & PM Call
Invite
to PM

14-1

21-1

28-1

JOIN
ASML
Project
Manager

4-2

11-2

18-2

25-2

CONCEPT

4-3

11-3

31-5
Closeout
Event

20-3
Logistics
Letter

18-3

MOTIVATION

25-3

1-4

8-4

15-4

PRACTICE

22-4

29-4

6-5

13-5

20-5

27-5

HABIT

ESI Hotline Operational

Start
12-1

PM
Pre-Course Training
Appraise
Activity
Class
15-1 - 19-1 22-1 - 2-2 5-2 - 8-2

Planning Planning Project Control

Workshop Coaching
Workshop
5-3 - 7-3 8-3 - 26-3
27-3 - 28-3

Improved
Plans

Group
Individual

PM Feedback
8-2

Precourse Activity
1. eForm
- PM Experience
- Project Profile
- MS Project Skill
2. Proj. Data Reqt.
3. Email to ESI

PMAppraise
PPAC
1. 4 day class
2. Instructor lead
3. Content:
WBS, Scheduling,
Risk Management,
Estimating, project
control

Post Class
Assignment
9-2 - 4-3

PM Feedback
7-3

PM Feedback
28-3

Proj Planning
Workshop

Customized
PM Program
w/ MS Project

End
31-5

Improved
Variances

Improved
Cntrol

Post Course Activity

1. PM prepares Proiect Initiation
Deliverables
- Charter
- Project Definition
- Scope Statement
2. PM sends to Coach.
3. Coach provides PM Feedback.

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

Execution
Coaching
29-3 - 31-5

PM Feedback
30-4

PM Feedback
& Interviews
31-5

Execution
Coaching

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

Proj Ctl
Workshop
9

PPM preparation and adoptionHow

we can help
State-level Governmental Construction
AgencyU.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

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PPM preparation and adoptionHow

we can help
National Library Board in SingaporeAsia

PM process non existentdeveloped

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

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ESI will help you pave the way to change

12

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

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