Challenge: Meeting stakeholder expectations is a challenge for most organizations. How do you keep stakeholders in the know with the current status of work and how do you prevent team members from making assumptions and more often than not, causing rework, due to a lack of project awareness? Keeping teams informed provides a healthy environment and reduces risks. Click through this webinar slide deck to see how EPM Live's SharePoint-based Project Management solution can help you meet your project deliverables.

1. PPM Challenge #3
Providing Value to All Levels
2012 PPM Challenge and Opportunity
Webcast Series

2. PPM Challenge & Opportunity Series
Challenge #1
– Prioritizing Demand
Challenge #2
– Project Communications and Reporting
Challenge #3
– Providing Value to All Levels
Challenge #4
– Improving PPM Maturity

3. Recap – Prioritizing Demand
Demand Management
Portfolio Management
Resource Management
Financial Management
What-if Modeling

4. Recap – Project Communication and Reporting
Project Communication Tools
– Keeping teams informed
– Alerts and Notifications
– Announcements
– Discussion Boards
– Wikis
– Publish project plans to the web
– Comments
– Reminders
– RSS Feeds

5. Recap – Project Communication and Reporting
Performance Reporting
– Workspace metrics
– Portfolio visibility of health/status
– Dashboards
– Automated status reports
– Subjective/narrative status
– Use common/familiar tools
Issue and Risk Reporting
Change Management
Resource Reporting

6. PPM Challenges
Challenges:
– Enterprise tools and processes can cause
resistance
• Purpose not well communicated
– Often defined without considering all users
– Often defined with only executives in mind
• Users feel tool does not help them
– Information either misused or not used at all
for decision making

7. PPM Opportunities
Opportunities:
– To take steps that ensure all stakeholder needs
are met
– Get users to feel ownership of the tool/process
– Provide system that meets users’ needs
– Take an “all work”, “all users”, “all processes”
approach to PPM

8. Enterprise vs. User Needs
Executive, PMO, Project Manager,
Functional Manager, Team Member
The value proposition for PPM is not the same for all
levels of the organization. To be successful, and
sustainable, the PPM process and solution must
provide real benefits at all levels of participants and
users.

9. Focused on Productivity Business Needs
Managers
Effective program, project and work
management
• When will we really finish and what will it cost?
• How can I decrease the project cycle time?
• How can I collaborate with suppliers, vendors, etc?
Executive
Stakeholders
Quality project selection
and outcome Team Members
Better coordination within the team
• Which projects • What am I supposed to deliver this week?
and work best
align with our • How can I coordinate with people in my team?
business
objectives
• How to have
control over the Resource Managers
project execution Skills-based and efficient resource management
and finances?
• Who is available to staff our new projects?
• Who's working on what and do they have the
skills?

10. Value Proposition – Senior Management
Increased visibility into status of proposed and
active projects
Organization resources applied to the highest
value investments
Clear linkage from strategy to investment and
execution
Portfolio balanced to reflect priorities, risks and
resource capabilities/capacity
Projects delivered on time and on budget, with
scope required, and good quality

11. Value Proposition – Senior Management
Investment governance enables agility in
response to change and uncertainty
Higher probability that benefits will be realized
– More proactive scrutiny of investment/project
performance
– Avoid sunk costs in investments not delivering promised
benefits

12. Value Proposition – Middle Management
Project and Portfolio Managers
Save time and effort by consolidating all
investment information in one place
– Can analyze easily and consistently
Better coordination with functional organizations
in securing the right resources at the right times
Save time and effort in providing information and
reporting to executives
Streamlined and automated work processes
provide more efficient execution

13. Value Proposition – Middle Management
Functional/Resource Managers
Resource usage will be optimized
Amount of work in the pipeline will not exceed
capacity to deliver
Tangible justification for staffing levels
Better visibility and control of how their resources
are supporting projects
Better team morale and lower turnover
Increased on time/on budget delivery %

14. Value Proposition – Team Members
Improved visibility into what is expected of them
Establishment of priorities when conflicts occur
More manageable workloads
Automation provides less labor intensive process
compliance
More time available for development
– Non-productive meeting time reduced
– More efficient status and progress reporting

15. Work Management
All Work In One Solution
To obtain the full value of PPM processes, all types of
work and resource demand must be considered. If
only some of the resource investment factored
in, then some of the benefit and value is lost.

16. Work is Everywhere
Initiate Plan Execute Control Close
To dos Application
Project Tasks
Issues Backlog
Documents
Defects Approvals
User Recurring
Stories Maintenance
Incidents
Changes
Deliverables
Testing Bugs

17. Disconnected Systems & Processes
Service Application Project
Management Management Management
• Requests • User Stories • Tasks
• Problems • Defects • Issues
• Changes • Tasks • Changes
• Testing • Actions
• Maintenance
• Work is managed by parallel processes
• Multiple entry points of work that is associated
• Departmental silos enforcing their own processes,
priority and deployment

18. All Work in One Solution
Enterprise Work
Portfolio Schedule Resource Cost Time Work
Management Management Management Management Management Management Capabilities
Portfolio Project Agile Service
Management Management Management Management
Build Your Own
Applications
(Work Processes)
Tasks Actions Approvals Changes Bugs Procurements Backlogs
Issues Applications Deliverables Documents Service Requests Defects
Work Features

19. Business Value Proposition
No need for separate, expensive
applications
Generate increased value from the
investment in SharePoint
Increased efficiency by workers
getting all work in a single solution
Opportunity to retire multiple
solutions that can be handled in one

20. Project Management Maturity
Considerations and Tools
PPM process and system implementations should
consider the maturity and readiness of the
organization to execute and sustain what is deployed.

21. 6% - Level 1
51% - Level 2
42% - Level 3
1% - Level 4
Gartner

22. 6% - Level 1
51% - Level 2
42% - Level 3
1% - Level 4

23. Project Management Maturity
PPM Expectation
GOAL: PM Capability Risk
Process/System Complexity

24. Solutions For Everyone
Project, Portfolio & Work Management
Solutions For Everyone
Strategic Portfolio, Project
& Work Management
Enterprise Project & Work
Management  Demand Management
 Portfolio Management
Web-based Project
Collaboration  Project Visibility  Financial Management
 Resource Management  Capacity Planning
 Schedule Management  Time Management  Enterprise Governance
 Team Collaboration  Work Management  Program Management

25. Project Roles and Tools
Not the same for everyone
PPM solutions should address the varied needs of
different audiences and constituencies.

26. Requests and Business Case
 Capture key business
drivers that matter
most to the business
 Standardize data
capture and enforce
consistency
 Ensure strategic
alignment by
capturing data such as
proposed benefits
and ROI.
Consistent Capture and
Definition of Projects and Work

27. Portfolio Visibility
 Demand takes many
forms including large
investment requests,
simple project
requests and large
program requests
 All are vying for the
same resources
 You can classify,
evaluate, prioritize
work to allocate
resources to the
highest value See All Current and Potential
opportunities. Project Demands

28. Portfolio Financial Planning
 Standardize financial
planning by
leveraging pre-
defined, configurable
cost categories such
as labor, hardware,
software, overheads
and contingency to
easily plan your
project budgets
Detailed Line Item Budgets
and Financial Plans

29. Financial Visibility
 Leverage unique roll
up components to
aggregate all project
cost data across your
portfolio
 Built-in cost
dashboards provide
key performance
indicators to drive
awareness of cost
status Financial Dashboards and
Reporting

30. Project Scoring and Prioritization
 Key measures
included in evaluating
all investments
 Flexible models to
meet criteria and
weighting for all types
of organizations
Weighted Scoring and
Priorities

31. Evaluation and Selection
 Capture and
determine the right
mix and sequencing of
proposed projects and
ideas to best achieve
the organization's
overall goals.
 View various reports
to evaluate which
projects bring the
most value to the
business Consistent Valuation and
Prioritization of Projects

32. What-if Financial Modeling
 Analyze your
proposed portfolio
against defined
financial targets to
determine alignment
and overall financial
impact
 Compare defined
budgets and
capacities against
proposed projects and
make adjustments Assess Financial Demands
where needed.
and Trade-Offs

33. Portfolio Management
Portfolio Prioritization and Selection

34. Project Workspaces

35. Publish Plans and Schedules
 Via EPM Live’s web-
based Project Planner
 Bi-directional
integration with MS-
Project via our Project
Publisher
 Project workspace
templates designed to
support waterfall
process and
methodology. Web-based visibility of plans
and schedules

36. Online Schedules

37. Automated Status Reports
 On-demand status
reports
 View online or export
to common formats
 Eliminate manual
report production
 SSRS or other
reporting tools of
your choice
 Rich reporting
database
Push-button Reports

38. Narrative/Subjective Status Reports
 Online status reports
 Content in a database
instead of documents
and emails
 Leverage content in
automated reports
and dashboards
Online Status Reporting

39. Automated/Streamlined Process
 Streamline project
and change requests
by leveraging
workflow for review
and automated
approvals
Request Review Approved Active
Automated Approval

40. Resource Management
 Gain Greater Control
of Project Resources
 Resource Planning
Across All Work
 Resource Capacity
Planning
 Resource Workload
and Availability &
Gain Visibility into All
Resource Demands

41. Resource Capacity Planning
 Create resource
capacity plans to get a
true picture of
resource demand
across all work
 Estimate role-based
resource hours or
FTEs to ensure the
resource plan can be
fulfilled given current
resource workload
and availability
Resource Capacity vs.
Demand

42. Capacity Planning

43. Resource Workload by Role

44. Resource Negotiation and Matching
 Create resource
requirements and
compare resource
availability to identify
resource shortages
and surpluses
 Easily match available
resources to resource
requirements to
ensure the right
resources are
assigned to the right Turn Role-Based
work at the right time Requirements Into Named
Assignments

45. Resource Allocation
 Create resource views
for allocation
 Interactive what-if
views available
Availability vs. Allocation

46. Work Management
Initiate Plan Execute Control Close
Actions Risks
 Updating Task Status ECM
Issues Documents
on All Work Assigned
To You Punch Lists
Contracts
Tasks
Meetings Defects
 Sign Up for Task Status Bugs Approvals
Deliverables
Alert Emails Changes
Invoices
Procurements
 Create New Work
Items From a Single
View
Manage and Track All Work
Demands on Your Organization

47. Time Management
 Report time-phased
actual work on any
SharePoint Work item
 Save, Submit, Select
Period, Add, Remove
Timesheet Items
 Capture special time
categories such
as billable, non-
billable, regular,
overtime, and more Understand what it really takes
to do work in your organization

48. Easier Participation
 Streamline project
and change requests
by leveraging
workflow for review
and automated
approvals
Request Review Approved Active
Automated Approval

49. All Processes and Methodologies
Support for All
Processes and solutions should be flexible enough to
accommodate all of an organization’s work types, and
their associated processes and methodologies.

50. Workspaces Across the Enterprise
Project Services Software Dev
Workspace Product Workspace Construction Workspace
Workspace Workspace

51. Flexible For Enterprise Level Deployments
• Create Simple and Complex
Program and Project Department
Enterprise
Workspace
Hierarchies
Program 1 Project 1 Project 2 Project 3
IT
Workspace Operations
Workspace Finance
Workspace Engineering
Workspace
Project A Project B • Re-use Best Practices
Workspace Workspace
Software
Infrastructure
while Still Supporting Varying
Development
Methodologies Across the
Enterprise
Sub Project 1 Sub Project 2 Sub Project 2
Workspace Workspace Workspace
• All Data can be rolled up
Based mapped to
Organization

52. Pre-built Solution Templates
Keep your entire team informed, accountable and connected in a
centralized, web-based environment that is easy-to-use and rapid
to deploy
 PMI (PMBOK)
 Agile (SCRUM)
 MSF
 Prince2
 CMMI
 Professional Services
 Project Management Office
 Program Management
 Construction
WorkEngine provides prebuilt project workspace
templates to help get project teams up and running
quickly

54. Value Proposition – Overall
Increased understanding of the contribution to
business
Increased visibility and transparency of the
investment portfolio
Increased quality of the investment portfolio
Increased opportunity to take corrective action
on investments
Decreased likelihood of investment failure
Decreased level of business risk
Increased responsiveness to economic events
and trends

55. Value Proposition – Overall
Improve business impact of project investments
through consistent, objective scrutiny and
prioritization of the demand queue.
Improve overall organizational effectiveness
through improved project visibility and historical
insights.
Improve productivity through the removal of
manual administrative processes.

56. Value Proposition – Overall
Improve staff utilization through accurate
exposure of staff workloads.
Improve project quality through consistent
project management processes & full design
consideration of project dependencies.
Increases the predictability of project delivery: on
time, on budget.

57. Try us out
www.epmlive.com