No matter what the domain, having the right tools at our disposal can make a significant difference.
In relevance to the PMO, it dictates the shift in our focus from management to administration.
Project/Program Managers often find themselves scrambling around to collect pertinent and accurate information to update their statuses, while Resource Managers may have to connect with several people to determine if they efficiently staffed their resources and have sufficient bench to staff upcoming initiatives.
These are some of the reasons to compel PMOs to surround themselves with the right tools. But what are the right tools? How did we end up with the not-so-right-tools? Why are the right tools so important?
Learn all this (and more) in "Discover the right tools for your Project Management Office (PMO)"
12. How do we end up with the
“not-so-right” tools?
13. 1. Not the right fit
2. Dysfunctional
for the organization
enablers
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14. 1. Not the right fit
for the organization
Choices & Situations
Tool
Challenges
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15. • Complicated
• Requires coordination
• Time intensive
• Not standardized
• Not published
2. Dysfunctional
enablers
Processes
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16. Data
• Doesn’t exist
• Inaccurate
• Can’t be populated in the tool
• Sporadically located
• Can’t be easily updated
2. Dysfunctional
enablers
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17. People
• Not well-trained
• Don’t have relevant PMO maturity
• Consider tool to be a “burden”
• Lack of support & incentives
• Individual “IP” can get the job done faster
2. Dysfunctional
enablers
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18. How do we discover the “right”
tools for our PMO?
20. Definition
Ability to perform specific task or obtain information
How the task will be done
Illustration
The ability to fly between two cities
Airplane
Relevant Example
Ability to estimate the number of projects that can be managed
based on existing resource ability
Database with resource information
What is a business-capability?
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26. • Current state
• Future state
• Gap analysis
(1) Requirements Identification:: Intent
RAI
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27. • Liaise with key stakeholders
• Conduct analysis
• Determine business capabilities
• Understand success factors
(1) Requirements Identification:: Action
RAI
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28. • Finalized prioritized requirements
• Metrics that gauge success
(1) Requirements Identification:: Result
RAI
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29. Business capability
>> Ability to estimate the number of projects that can be
managed based on existing resource ability
Relevant requirement
>> System shall capture the resource requirements by project
by month
>> System shall capture the availability of resources by month
What is a business-capability
oriented requirement?
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30. • Proof of Concept (POC)
• Pilot
(2) Requirements Validation:: Intent
RAI
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31. • POC & pilot management
• Pilot results
• Requirements verification
• Business case preparation
(2) Requirements Validation:: Action
RAI
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35. • Tool and/or vendor selection
(3) Tool Identification:: Intent
RAI
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36. • Tool – Procure or Build?
• Procure or Build support –
External or internal?
• Roll-out support – External or
internal?
(3) Tool Identification:: Action
RAI
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37. • Finalized tool
• Finalized partner(s) for build
and/or support
(3) Tool Identification:: Result
RAI
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52. overview problem
solution result
• Ineffective resource
staffing on
initiatives due to
limited visibility on
resource capacity &
demand
• Platform for
resource
management
strategy
• Business case to
customize PPM tool
across the
organization
• Fortune 100 client
• Resource capacity &
demand planning
• Using current PPM
tool for time
management
• Exercised
requirements based
approach with POC
& pilot to uncover
and validate
comprehensive
future state
requirements
quick glance
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53. • Lack of single view of resource
assignments, availability and skills
• Unable to create project
schedules with relevant resource
availability
• Inability to gauge resource
utilization
• Ad hoc decision making by
resource managers
• Restricted view of SME shortages,
resource conflicts and future
hiring needs
• Workforce flexibility
• Speed & accuracy of resource
staffing
• Better resource forecasting
• Broad view of resource
constraints
• Improved ability to meet business
needs through quicker and
relevant staffing
resource management challenges benefits
detailed challenges & benefits
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56. Selective Tool Comparison – PMO Features
Product
Collaborative
IssueTracking
Scheduling
ProjectPortfolioMgmt
ResourceMgmt
DocumentMgmt
Workflow
Reporting
BudgetMgmt
TimeTracking
Invoicing
Asana Y U U U U U U U N N N
AtTask (now Workfront) Y Y Y Y Y Y Y Y Y Y N
Basecamp Y N N N Y Y N N N N N
Clarity Y Y Y Y Y U U Y Y Y Y
Clarizen Y Y Y Y Y Y Y Y Y Y N
Daptiv Y Y Y Y Y Y Y Y Y Y U
HP Project & Portfolio Software Y Y Y Y Y Y Y Y N N N
Huddle Y N N N N Y N N N N N
Innotas Y Y Y Y Y U U Y Y Y U
JIRA Y Y Y N N N Y Y N Y N
Mavenlink Y N Y Y Y Y N N Y Y Y
Microsoft Office Project Server Y Y Y Y Y Y Y Y Y Y N
Pivotal Tracker Y Y Y N N Y Y Y N N N
Planview Y Y Y Y Y U Y Y U Y U
Trello Y Y U U U N N U N N N
Wrike Y Y Y Y Y Y Y Y N Y N
Zoho Y Y Y N Y Y Y Y N Y Y
Y = Yes, N = No, U = Unknown (based on research conducted)
All products are web-based
Asana, AtTask, BaseCamp, Clarizen, Mavenlink, Pivotal Tracker, Trello, and Zoho offer SaaS-only service
Rest offer both host- and SaaS-based service
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57. Selective Tool Comparison – Pricing
Product Pricing Visit Source for Latest Pricing Information
Asana
Free - 3 project cards and unlimited guests
$21/mo starting price for paid versions
https://asana.com/pricing
AtTask (now
Workfront)
Free - trial available
$30/user/mo starting price for paid versions
http://www.workfront.com/pricing/
Basecamp
Free - 60-day unlimited use trial
$20/mo starting price for paid versions
https://basecamp.com/start#prices
Clarity Contact Clarity for more information http://www.ca.com/ca/en/intellicenter/ca-ppm.aspx
Clarizen
Free - 30-day unlimited use trial
$29.95/user/mo starting price for paid
versions
http://www.clarizen.com/pricing/pricing-comparison.html
Daptiv Contact Daptiv for more information http://www.daptiv.com/products.htm
HP Project & Portfolio
Software
Contact HP for more information
http://www8.hp.com/ca/en/software-solutions/project-portfolio-
management-it-portfolio-management/
Huddle
Free - trial available
$20/user/mo starting price for paid versions
http://www.huddle.com/huddle-prices/
Innotas Contact Innotas for more information https://www.innotas.com/
JIRA
Free - 7-day trial
$10/mo starting price for paid versions
(cloud-based)
$10 starting price for paid versions (host-
based)
https://www.atlassian.com/software/jira/pricing/?tab=cloud
Mavenlink
Free - 10-day trial
$4/mo/user starting price for paid versions
https://www.mavenlink.com/pricing/project-management-software-
comparison
Microsoft Office
Project Server
Contact Microsoft for more information https://products.office.com/en-us/project/enterprise-project-server
Pivotal Tracker
Free - 30-day unlimited use trial
$15/mo starting price for paid versions
http://www.pivotaltracker.com/why-tracker/pricing
Planview Contact Planview for more information https://www.planview.com
Trello
Free - version available
$5/mo starting price for paid versions
https://trello.com/gold
Wrike
Free - 5 users for basic task management
$49/mo starting price for paid versions
https://www.wrike.com/price/?utm_expid=75732941-36.VXdXq7-vQ-
esyVLgEUwGiQ.0&utm_referrer=https%3A%2F%2Fwww.wrike.com%2Ftour
%2F
Zoho
Free - 1 project at 10GB
$20/mo starting price for paid versions
https://www.zoho.com/projects/zohoprojects-pricing.html
59. Tool Research - Gartner Magic Quadrants
Magic Quadrant for Cloud-
Based IT PPM Services
Magic Quadrant for Integrated IT
Portfolio Analysis Applications
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