Moving Your PMO to the Cloud
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PMO environments have progressed from static environments to that of constant change. Project Management applications have become more complex and less intuitive due to the demand for more capabilities. This has led to many challenges including the ability to meet the technology need for many PMOs in a timely and cost effective manner. Implementing a Digital Workplace for PMOs has many benefits that far outweigh the traditional project management environments. Often times, the cost you save in automating simple processes with digital technology exceeds the amount invested in the solution alone. Join us in this webinar as we address the common challenges of today’s PMOs and demonstrate the business value of moving your PMO to the cloud. Topics include: • PMO Challenges • The PMO Evolution • PMO Capabilities Required for Success • The Digital PMO and Its Benefits • Digital PMO/Office 365/Project Online Demo
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Moving Your PMO to the Cloud
- 1. MOVING YOUR PMO TO THE CLOUD Why you can’t afford to miss the wave. August 18 2015 | 9:00 AM Digital Productivity Solutions Built for the Microsoft Cloud
- 2. • Microsoft Office Online • Email & Collaboration • Enterprise Social • Security & Controls Office & Social Productivity • Marketing Management • Sales Automation • Customer Experience • Social Engagement Sales & Marketing Productivity • Portfolio Management • Projects & Work • Resource Management • Time Management Project & Work Productivity • Digital Intranet • Workspaces • Document Management • Process Automation Business & Process Productivity Why Tivitie? Prebuilt Vertical & Department Solutions 100% Microsoft Cloud-focused Solutions as a Service Approach that Increases Adoption & Usability 17 + Years Microsoft Technology Experience 1 2 3 4 Digital Productivity Solutions Built for the Microsoft Cloud
- 3. Heather Champoux, PMP Matthew Willey Michelle Manimtim
- 4. Agenda • PMO Challenges • The PMO Evolution • PMO Capabilities Required for Success • The Digital PMO and Its Benefits • PMO Digital Workplace Demo
- 6. change Slow paced business environment. Plan ahead and make adjustments as needed. Unpredictable business environment. Constantly planning for change. Change is the New Norm
- 7. PMO Evolution – Lessons Learned • Process-driven doesn’t mean much • Delivering the project isn’t enough • Resource capacity ALWAYS matters • Dependencies are part of your constraints • Troubled projects require immediate attention • Speak the language of the business - always • Software alone isn’t enough
- 8. PMO Purpose Forrester/PMI Global Project Management Office Online Survey
- 9. Portfolio Management Schedule & Task Management Financial Management Team Collaboration Technology has become a highly complex landscape of features and functionality vs. a means of empowering human creativity, innovation and intelligence. Governance&Standardization PMO Capability “Musts”
- 10. • Agility • Scalability • Lower Cost of Ownership • Governance and Control • Momentum – Take Action! • Focus on Delivering Value • Strengthen Collaboration • Flexibility – Mobility – Accessibility • Apps • Competitive Advantage Digital PMO - Benefits
- 11. SO what does a Digital WORKPLACE look LIKE? Demo
- 12. The PMO Digital Workplace Office 365 Productivity Platform Infrastructure
- 13. A user added every 20 seconds Used in over 10,000 organizations Leader in various analyst reports Over 20 million users of Project…
- 14. PMO Digital Workplace Demo Portfolio Management PMO Intranet Time Management Project Management Work Management Resource Management
- 15. Constant Change is the New Normal
- 16. Providing Service for Continuous Improvements Enterprise software deployments traditionally spend a significant amount of time performing analysis and considering design. Often, by the time development is ready to start, the business requirements have already changed significantly.
- 17. Beyond Implementation Project Online Solution as a Service (SolaaS) Software as a Service (SaaS) Platform as a Service (PaaS) Infrastructure as a Service (IaaS) ValuetoBusinessUsers Combine powerful underlying IaaS & SaaS products with a capable team of PMO & Microsoft experts who help businesses best leverage the software's power SOLUTION-AS-A-SERVICE
- 18. Introducing Project-as-a-Service Migration and Deployment Training University Self Help Community 24/7 Support Dedicated PM Experts Administration Services System Monitoring Health Checks Usage Reporting Preconfigured PMO Digital Workplace without the time, cost and risk associated with building a solution from scratch. Combine pre-configured best practices with your unique business requirements, while leaving the way open for future growth and change. Gain peace of mind, as all services will be managed entirely by Tivitie's team of PMO & Microsoft experts.
- 19. Why Project-as-a-Service • Drives user adoption and productivity • Maximized ROI through best-practice advise and personal recommendations • Fast support for all questions, technical issues and configuration needs Customers with Project-as-a-Service plan achieve 80% higher return on their Project Online investment than customers who just use traditional implantation approach.
- 20. • FREE – Digital PMO Assessment & Roadmap • FREE – Digital PMO Migration* or Deployment** • Offer good through October 31, 2015 Contact info@tivitie.com to schedule a live 1:1 demo to see how Tivitie’s PMO Digital Workplace can work for you!
- 21. Heather Champoux, PMP Matthew Willey www.tivitie.com Upcoming Webinars: • The benefits and outcomes of moving to Microsoft Project online. Connect with Us: Michelle Manimtim
Notes de l'éditeur
- Good morning everyone! Welcome to our presentation today…... Moving your PMO to the cloud – why you can’t afford to miss the wave…Before we get started, we first have a few quick logistics to go over with you: First off- We will not be able to opening the line for questions at the end of the presentation today; however, if time permits at the close of the webinar, we will review some of the most common questions asked throughout the presentation via our chat module. Please feel free to leverage the chat module within your gotowebinar panel to ask your questions; we will be monitoring the chat and question panel throughout today’s presentation should you have any. You can also feel free to email to me directly and I will be happy to answer your questions as well. I’ll be giving you my contact information as we get to introductions here shortly. That being said, all lines will be muted throughout the presentation. If for some reason you get distracted or pulled away during the webinar, no need to worry, we will be distributing the recording of today’s presentation to all registrants following the webinar. And with that, let’s move on to introductions
- First off, I want to thank everyone for joining us today. To give you a brief overview of who we are and what we do, Tivitie is a digital productivity solution provider; we are 100% focused on the Microsoft Cloud. We have many years of microsoft technology experience across the board and have been working with customers to adopt and excel in their online environments since the beginning of SaaS. We offer prebuilt business solutions that are designed to get organizations up and running quickly, with little upfront costs and leveraging best practice configurations so you can get the most out of your Office 365 or Project Online environments. We also have a unique solution as a service approach, which Michelle will be covering a bit later.
- And for a quick intro to the team…..My name is Heather Champoux and I am a Digital Project Strategist here at Tivitie; I will be covering the discipline portion of our presentation today. I’ve been working in the Microsoft space for right around 15 years now and have been designing and implementing project and work management solutions since 2005. I also have on the line with me my colleague Matt Willey, Matt is one of our product gurus and has been architecting and deploying Microsoft Technologies for over 5 years. He’s going to be walking us through a demo of our PMO Digital Workplace solution A bit later on in the presentation. And we also have Michelle Manimtim, she heads up our customer success team and will be going over a few highlights a little bit later as well. Alright, let’s jump right in..
- For today’s agenda we will be covering the following topics: First, and foremost, we’ll cover some of the common challenges that PMO organizations face today. We will then look at how PMOs have evolved over the years…..and related to that we will look at the lessons learned that have come from PMO progression. We’ll then go into an overview of PMO capabilities, those that have been around for a long time, and those that have come into light more recently. Most importantly, we’ll talk about the benefits of moving your PMO to the Cloud and the value received with a Digital PMO. And then finally, I’ll hand it off to Matt for a PMO Digital Workplace Demo. Ok, so with that, let’s get into the details!
- Oh, I love this cartoon. Many of the challenges I’m going to touch on today directly relate to one challenge in particular: PMOs often fail to understand its responsibilities to the project, as well as the project’s purpose. Understanding scope and requirements is completely different than understanding why the project is being initiated in the first place. If the project’s end result fails to add value, the PMO has failed the organization as a whole. Another common challenge…. inadequate staff or resources and lack of executive buy in. The right resources on the job have everything to do with project success. The reasoning behind the challenge…somebody wants it now. If you weigh the amount of time, effort and costs you could accumulate in rework due to misaligned resource assignments, you will probably find that postponing the project until you have the right support will not only get you to delivery sooner but will also save your organization a lot of expenses in the long run. Many PMOs focus on purely reporting project performance, and in many cases delegate deciding what needs to be done to mgmt. PMOs have to remember to adequately support upper management with analysis and recommendations, remembering that they are the expert when it comes to projects. Running projects requires competent project leaders. Many PMOs are challenged with ensuring the development of these skills appropriately. PM training and development is crucial to project’s success. Failure to support multiple stakeholders is one of the key reasons that organizations fail to move beyond Level 2 in PPM maturity. Defining all the stakeholders up front and ensuring all of their requirements and needs are considered is the only way to avoid scope creep, rework and even doomed projects. As soon as you introduce another person in the mix, you have an entirely different ballgame. Overall, The PPM maturity of the organization may also be at a level that is unable to effectively support the management of projects, programs and portfolios. Resources are required to get work done, and those resources are necessary to successfully track initiatives. Now, it is more common for technology and tools to be simple, but over the years, that hasn’t been the case. Everyone in the organization must have a shared understanding of projects and they must be able to use the technology successfully in order for PMOs to have the right information to make the right decisions. Centralizing all PMs in the PMO often turns the PMO into a big, expensive overhead function. Proving value is key for PMOs and in many cases distributed Project Managers across the organization residing in various teams yet following standards and governance of the PMO, can be a more successful model. And finally, The PMO's reporting line or where it sits in the organization may hinder its scope of influence and ability to effect change. PMOs need the right support and authority to influence change.
- With all the challenges that we just discussed there is one constant that affects all of them. Change. We all know that technology has played a critical role in how businesses are run today. We come from a past where technology progression was slow, we had time to think about our plans, make adjustments in the rare case that priorities shifted and move forward with minimal impact. Today we are faced with continuous change, unpredictability and rapidly changing environments. We have to be agile and react quickly to these shifts or we’ll simply get left behind. Constant change has become the new normal but it has become one of the biggest challenges for PMOs. The ability to accommodate these continous changes is one of the biggest benefits of a digital PMO. We’ll talk more about that here shortly.
- So, lets look a bit at the evolution of the PMO and some of the lessons learned that have come from its progression. You might remember the days when the PMOs main job was to develop enough process to force structure and compliance so that projects were repeatable and predictable. Well, we just talked about change being the new norm, which has played a big role in moving process to the backseat. One size no longer fits all so although some process is good, the processes have to be flexible enough to respond quickly to change. Mistaking Consistent Process for Reliable Results is a common mistake. Also, Confusing "Delivery of IT" With Delivering Value is another. If you are running a HW or SW project, delivering the end product isn’t enough, that product has to deliver value to the organization for the project to be a success. Ignoring Resource Capacity is still common today and has a big impact on Project Delivery. You can’t create something from nothing and you can’t deliver a project without the right resources to do the work. It is a major constraint and should be considered a sizable risk should you be asked to move forward with a project while ignoring your resource limitations. Dependencies are also constraints. Many times there are projects going on across multiple departments that are linked together in some form or fashion. Ignoring the dependencies and running the projects independently of each other without visibility, in different systems, can lead to much bigger problems down the road. If IT is working on the HW initiative for the next software release and the PMO is driving the software schedule, theres going to be a point where these two projects must be coordinated together. Failure to Create a Bottom-Up Program considering all dependencies is a lesson that has been documented all too often across PMOs. No one wants to deal with a troubled project but similar to a poorly behaved child, if your attention isn’t directed to a solution, things can get out of hand pretty quickly. You can pretty much bet that ignorance will lead to high costs, bloated timelines and a much bigger impact to the bottom line. Failure to Speak the Language of Business- this is a big one. You must work towards common goals. Understanding the business and their needs is the only way to deliver projects successfully. And finally Expecting Software Alone to Solve the Problem is not an option. Software is intended to give your workforce the tools they need to be more productive. Your people are the ones that hold the innovation, creativity and power to make things happen and empower change. Making sure you have the perfect mix of people, process and technology is key to maximizing productivity. Connection is key.
- I didn’t have this topic on our agenda but I wanted to briefly touch on the many reasons why organizations set up PMOs in the first place. A study was done a few years back by PMI and Forrester, they asked various PMO leaders what the primary focus was for their PMO. You can see, it varies. The “P” in PMO can mean many things; Portfolio, Project, Program or even a combination of them all. Make sure your organization knows what your PMOs purpose is, expectations are hard to manage when no one knows what to expect.
- Alright, lets touch on some of the core capabilities executed by a PMO. You’ll notice on the left side of the blocks you’ll see the common capabilities that have been around for many years. Resource management, managing schedules, costs, team collaboration, etc. But over the years as PMOs have evolved and project management has progressed, additional capabilities have been thrown into the mix. WE’ve talked about change many times this morning already, here it is again, a tool must be agile, it must be able to accommodate constant change and shifts in your project environments. Work management is another one, you can’t appropriately plan and manage your resources if you aren’t including all the work that impacts them, its no longer just project tasks. Integration is a touchy subject. It sounds like a big word and many organizations would rather keep systems segregated to avoid integration but the reality is many times it is necessary. And even more often, there is a solution available that makes integration simple. Productivity will always be limited if people have to go to multiple systems to find information, or even worse, enter data into multiple locations. Technology has come a long way and many times what seems difficult is simply not anymore. In fact, simplicity is next on the list. There is no reason to accept complicated. Many times, technology is complex, but that doesn’t mean that the user experience has to be. User adoption is key for a successful PMO, and moving to a digital PMO can bring many benefits, but one of the most noticeable is the simplified user experience. The way I like to explain automation is this. Figure you have 10 employees. Each one of them takes 2 hours completing their timesheet every week along with providing project status. That’s 20 hours a week. Now let’s say you automate one process saving the same resources 1 hour per week. That’s a savings of 10 hours per week. 10 hours a week times their hourly rate can mean a significant savings per month. 40 hrs per month! Let’s say they are $30 per hour resources, that now equals $1200 in savings per month for just 10 resources. Now…how much will the solution cost that will help you with this automation. Most likely way less than you just saved! Automation IS a key capability you don’t want to ignore.
- Alright, this is my favorite part of the presenation. Let’s take a look at a few of the benefits you would receive by moving your PMO into the cloud. WE already know that your project environments will be ever changing – moving to the cloud will ensure that you are able to make decisions quickly, in an environment that is always up to date with the latest technology. How many times have you managed an entire project for a software update, just to find out that two weeks later another patch is needed. Environments change period, an online PMO can help you respond quickly and favorably to those changes. Scalability – there are many ways an online PMO can scale, adjusting user count, adding functionality that will be built on the latest technology (how many times have you added customization and then heard that your system is no longer supported because you built it a version that is out of date), connecting various user groups as the system is leveraged by more and more teams. Scaling is a faster, easier process with an online PMO. Lower cost of ownership – you can get up and running with an online PMO with little to no upfront costs as well as lower costs across the board for your long term investment. PMOs can gain from the cloud by reducing unnecessary overhead costs such as infrastructure investments. An online PMO can allow for better governance and contorl as well. Adding process, workflows and other structure to your environment is simple and instant so changes will affect users across the board right away. As we develop new challenges with every day work, there is always an urgency to resolve the issues right away. A digital PMO allows you to implement solutions quickly while there is good momentum. Often times, taking action now keeps the momentum going and delivers much faster results. Instead of worrying about infrastructure, software updates and your Pmo environment in general, you can focus on delivering projects and business value, while your PMO environment is automatically updated in the background without impacting your resources or timeline. There are many ways to collaborate and as we all know, the more options we have, the more collaboration takes place. With a digital pmo, team members have many more options for collaborating including online comments, social streams and groups. The more people connect, the more productive we are. Flexibility is key – a digital PMO is available on any of your devices, not just your desktop. It can be accessed from anywhere so you can work whenever and wherever you choose. Tivitie’s digital PMO also provides access to other apps, allowing you to add other functionality to your environment without the need for development or a separate system all together. And lastly, competitive advantage. You never have to worry about whether or not you are staying on top of the competition. You can ensure that you will always be using the latest, newest, most cutting edge technology.
- So….now that we’ve covered common PMO challenges, PMO lessons learned, PMO capabilities and the benefits of a digital PMO, I’m going to go ahead and hand it over to my partner Mat willey to give you an overview and demo of Tivitie’s digital PMO workplace. Over to you Matt!
- As Heather mentioned earlier, change is the new constant for organizations. The “new normal” in business is disruption and change. Companies – and leaders have to adapt and reinvent themselves. Success now requires not just doing it better, but mastering the ability to do it differently. In addition, we’ve all experienced the “consumerization” of the workplace. Like it or not, people expect to get results NOW. It’s a new world that has forced us to re-think how we deploy technology solutions.
- The traditional enterprise software deployment methodologies just don't work anymore. We’ve been in this space for a long time and I’ve personally witnessed this transformation. The old enterprise software deployments would traditionally spend a significant amount of time performing analysis and considering design for complex use cases. This was ok in the past when software was released every 3 years and organizations didn’t face the rapid pace of change they do today. Taking that approach now will often end up in a scenario - that by the time development is ready to start, the business requirements have already changed significantly – all the while, the customers grow more and more anxious as they are waiting to show value for their investment decisions. Or, you take the opposite approach and go the “rapid implementation route” such as a “Quickstart” or “Jumpstart” … In this scenario, the implementation team is held accountable for quickly "flipping the switch" or hitting a go-live date, but most often times falls short in delivering true results. So, instead, our goal is to help our customers set a course for continuous improvement over time with short cycles. Our iterative & incremental approach lets our customers minimize risk, reduce costs and experience value from the solution as quickly as possible…… all while leaving the door open for future growth and change.
- By now, most people are well aware of the many benefits of moving to an “as a service” model for the cloud, whether it be Infrastructure as a Service, Software as a Service or Platform as a Service. I’d like to spend some time to share with you how Tivitie’s “solution as a service” offering aligns with the cloud so that we can help our customers deliver value. So what is the difference between cloud solutions and cloud software? Well, cloud software, much like traditional software, consists mostly of stand-alone packages that perform a collection of functions. It is end-user focused and, in addition to the core functionality, its developers must worry about usability and interface design issues. Solutions, on the other hand are focused on addressing specific problems, be they technical- or business-oriented, and they are less self-contained, in the sense that they may interact with other solutions, or with other parts of their cloud stack. With our solution as a service model, you’re not just getting access to the software…. You’re getting access to a robust pre-built cloud solution that offers an integrated experience. In addition, you’re getting access to a team of talented resources who are there to have your back as you evolve and mature. This combination of talent and technology offers a very powerful solution.
- Tivitie's Project as a Service minimizes technical complexity and incorporates pre-built solutions to accelerate time to value. We understand every customer is unique, but there’s no reason to start from scratch. Based on over 15 years of project management consulting experience including the deployment of hundreds of cloud based project management solutions, every Tivitie implementation combine pre-configured best practices with your unique business requirements, while leaving the way open for future growth and change. And once set up, our team of experts has your back. All services (including administration, training & support) will be managed entirely by Tivitie's team of Microsoft Project Online experts. You will have access to 24/7 support, our online learning management system, online community, monthly health checks, usage monitoring, adoption coaching, and much, much more. But let’s face it, things change. It’s inevitable. So, now what happens when a new feature is rolled out you want to leverage, or your team has matured and is ready to incorporate time management? We’re here to advise you and help you iteratively implement those new capabilities. While we support your PMO in the background, you can focus on what matters most – delivering value to the business.
- Thanks so much for joining us today. We hope you found the information useful and insightful. If you have any questions or comments please don’t hesitate to reach out to us, our iformation is here on the screen. We do have additional webinars on our website at tivitie.com so check out those, I’ll be adding a few more this week as well. You can also find more information on our prebuilt solutions at tivitie.com. So with that, we’ll close the webinar. Have a wonderful day and once again thanks for joining!
- So what does make today’s workplace so complicated? Once again, today’s work environments have become too complex, too burdensome with process overload, and too hard to navigate.