Project and Portfolio Management

1. Project and Portfolio Management Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward.

2. If nothing ever changed, there'd be no butterflies.

3. Training Instructions • Keep an open mind. • Don’t let the tool overwhelm you. • Videos – Do not follow along with the videos on your screen, they are available after the class. • Labs – They are simply guidance not a detailed instruction set, so pay attention to the video and feel free to play around. • Ask Questions!! That’s what we are here for.

4. Training Objectives • Learn how to utilize the PPM tool. • Exposure to the State Project Framework. . • This is not a project management training to teach you how to be a project manager. • It will not show you how to determine resource needs. • It will not show you how to create a work breakdown structure, predecessors, cost analysis, etc. that you would do as a part of a normal PM work. • This implementation is out of the box functionality with some configurationcapabilities.

5. OMES/ISD Project Portfolio Methodology • Project Management Framework • Basic roadmap to successful project achievement • Method to achieve the benefits ISD expects from its investment in an IT project • Portfolio Management • Identify, prioritize, and authorize projects Through this we accomplish… • Monitor & Control • Performed to observe project execution so that potential problems can be identified and corrective action can be taken to control the execution of the project • Performed in order to meet performance objectives in each phase of a project

6. Process Framework Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation Updated Portfolio-Scorecard +/- 50% Milestone Plan Business Case Risk Assessment Monitor and Control Planning Updated Portfolio-Scorecard +/- 10% Milestone Plan Updated Business Case Updated Risk Assessment Execution Updated Portfolio-Scorecard Monthly Status Close Updated Actuals Updated Business Captured Metrics

7. Concept Evaluate a New Project Idea Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard The portfolio entry in the Concept Phase is the highest level overview of the major parameters of the project. Propose a new project idea Define preliminary description, benefits, scope Update Portfolio List, but creating a proposal in the tool No work is being done Project is identified for future (opportunity map)

8. Initiation Define the Project Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard The project in the Initiation Phase is researched to a +/- 50% estimate. No resources are assigned. • Research initial scope – what the project must deliver • Estimate initial costs, time schedule, and resource commitments • Identify initial issues and constraints • Develop the High Level Plan • Create Work Plan • Create Staffing Profile • Create Financial Summary • Develop the Business Case/CBA • Complete the Risk & Value Assessment • Budgetary numbers are created during budgeting cycle • High level estimates are created to make sure management wants to proceed • Time spent in this phase is minimal

9. Planning Plan the Project Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard The project in the Planning Phase is planned to a +/- 10% detailed estimate. Resources are planning, estimating, analyzing, assessing, documenting. • Plan and estimate the work and costs involved • Balance scope, schedule and costs to deliver the requirements • Document issues and constraints • Develop the Detail Plan • Update Work Plan • Update Staffing Profile • Update Financial Summary • Update the Business Case/CBA • Update the Risk & Value Assessment • RFP’s are in this phase • Fit-Gaps are in this phase • You must have a committed plan and resources to leave this phase • You must have signed contracts, requisitions etc to leave this phase • You must have agreement on how the project will be paid for • When you leave this phase you are accountable for cost and budget • In most cases the planning phase is not a project

10. Execution Create and Implement the Project Deliverables Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard Resources are performing the work to create and deploy the project deliverables outlined by the detail milestone plan. • Design, develop, configure, test, review, verify, assess, deploy and document project deliverables • Monitor schedule, costs and deliverable progress • Manage and control the work, costs and changes • Communicate progress, issues and resolution • Approve deliverable readiness • Release, transfer deliverables to customers • Obtain feedback and sign-offs • Report status • Update your project information • Update Workplan – Completed Tasks, actual hours • Update Financial Summary - With actuals, invoices

11. Close Complete the Project Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation +/- 50% Milestone Plan Business Case/CBA Risk/Value Assessment Updated Portfolio-Scorecard Planning +/- 10% Milestone Plan Updated Business Case/CBA Updated Risk/Value Assessment Updated Portfolio-Scorecard Execution Monthly Status Updated Portfolio-Scorecard Close Captured Metrics Updated Business Case/CBA Updated Milestone Plan Updated Portfolio-Scorecard Resources are released to other projects or operational demand. • Update Business Case/CBA (Actuals) – Upload to tool • Close the Workplan • Close the Financial Summary • Close the Staffing Profile • Update Project • Actual Completion Date • Actual Cost • Project Closing Statements • Request Closure of the project

12. Request Types in PPM • Position Actions – 92 Process • Proposals – Project ideas, in Concept Phase. • Projects – Projects that have been approved to go to Initiation. • Project Risk – Risks identified for a project • Project Issue – Project Issues • Project Scope Change – Project Scope Changes • Program Risk – Risks identified for a program • Program Issue – Program Issues • Purchase Requests – Purchase Requests • SW Enhancement- General idea of a change to an existing application • Technical Enhancement- General idea of a change to an existing infrastructure. • Change Management- Changes to infrastructure and software. • APM- Application, Location, Server, and Process tracking. • Request User- User additions and modifications request.

13. Introduction & Navigation • Video • Login • Explain the difference between a Private & Shared Dashboard • Navigate to a dashboard • HP Saas Documentation • Edit your profile • View My resource Information, how to request it be updated. • Review the main navigation buttons, breadcrumbs and search menu

14. Login Screenhttps://ppmtest-sook.saas.hp.com

15. Lab 1 Purpose: The purpose of this lab is to learn the basic navigation of the PPM Tool, learn how to “edit my profile”, and use the “Search Menus or entities…” box. • Login to the tool: https://ppmtest-sook.saas.hpe.com Username: Student## (Where ## is the number you have been assigned) Password: trainme • Navigate to the Technology Services Shared dashboard a. Dashboard > Shared > Technology Services>Technology Services • Add the dashboard you have open to your “My Links” • My Links>Add this page to My Links • Open your Profile information and change your work plan preferences • Open>Administration>Edit My Profile • Change the Project Work plan Preferences to 100 tasks per page. Click done in the top right corner. • Search for request 53567 in the top right corner in the “Search menus or entities…” box. • STOP – END OF LAB

16. Dashboards • Private Dashboards – only you have access to see • Team Member (P) • Project Manager (P) • Program Manager (P) • Team Manager (P) • Shared Dashboards – everyone has access to see • Business Segments • Agency • Technology Services • Business Applications • Some Shared Dashboards can be personalized to filter only to show certain projects you are assigned, programs where you are the manager, etc.

17. Dashboards • A View into the Data within the Tool Dashboard Portlets

18. Types of Portlets Lists Charts

19. Dashboard Video • Video • Defaulting your dashboard • Copying and customizing a dashboard

20. Lab 2 PURPOSE: The purpose of this lab is to learn how to personalize your private dashboards and to create a dashboard that will show the projects which you are assigned to. • Go to: Dashboard>Personalize Dashboard> • Under the Shared Pages (bottom left corner), click on the + Beside the Dashboard Templates Folder: • Right click on the word Project manager • Select Copy • Select and right click on the word Private Pages • Select Paste • Find the Scorecard portlet (Under Program Manager) and the Resources Requested & Resources Fullfilled portlet (both under Team Manager). • Copy and Paste these to the Private Page you created above. LAB 2 CONTINUED ON NEXT PAGE

21. Lab 2……Continued *You must save before switching between portlets* • Click on the word Project Manager under Private Pages. • You will see the Portlets appear in the Edit Page area. Click on the pencil in the upper right corner of each individual portlet to customize it. • Customize the portlets in the following manner (CLICK SAVE AT THE TOP OR BOTTOM OF THE PAGE): • Project Plans Waiting for Approval: Project Manager = You (Student##) – Found under the Proposal Details Sections. SAVE • Projects Ready for Governance Board Review: Project Manager = You (Student##) – Found under the Project Details Section. SAVE. • Projects in Execution: Project Manager = You (Student##). SAVE. • Scorecard: Project Manager = You (Student##) – Found under the Project Details Section. SAVE. • Resource Request Portlet: Staffing Profile Manager = You (Student##). SAVE. • Resources Fulfilled Portlet: Staffing Profile Manager = You (Student##). SAVE. STOP END OF LAB

22. Break Change is the law of life and those who look only to the past or present are certain to miss the future. ---- John F. Kennedy

23. Proposals • Proposals are the submission of the general idea of a project to be further evaluated to see if the organization/agency wants to move forward with it. • Proposals = Concept Phase • Proposals can be submitted by anyone who has access to the tool. • Stakeholders who do not have access, can request a new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf.

24. Project Work Flow New Concept ProgMgr Concept Ready for Governance Board Review ProgMgr Initiation Develop High Level Business Case Project Mgr

25. Project Work Flow High Level Business Case Ready for Approval Initiation ProgMgr At this step, a Staffing Profile and a Forecast must be entered in your Financial Summary. Develop Detail Level Business Case Planning Project Mgr

26. Project Work Flow Planning Waiting for Detail Plan Approval Prog Mgr At this step, resources must be assigned and a Work Plan created Create IT Change Request Execution Project Mgr Execution Execution Project Mgr

27. SW Enhancement, IT Enhancement Request, Project

28. Project Work Flow Project Close Out Execution-Close Project Mgr Requesting Closure Execution-Close PMO Office Closed Close CURRENT AUDIT PROCESS: Was a Work Plan created? Were Forcests put into the Financial Summary? Were Actuals posted into the Financial Summary?

29. Business Segment • Business Segment • Construction • Education • Eligibility & Insurance • Finance & Regulatory • Health • Natural Resources • Public Safety & Defense • Revenue • Other • Business Unit • Agency Names • Department • For those agencies that are on the tool, the list of their departments.

30. Create Proposal Video • Video

31. Lab 3 PURPOSE: The purpose of this is lab is to learn how to create a new proposal in the PPM Tool and to navigate the proposal form. • Create>Proposal • Name the Proposal: [your name]-Lab3 Proposal • Set the project manager to your student## • Set the Expected Start Period to today’s month and year • Complete the other required fields(make up data for these fields) • Submit the proposal. Write down proposal # • Go to your Private Project Manager Dashboard, you should see it in your first portlet “Project Plans Waiting for approval Lab 3 Continued………

32. Lab 3 Continued • Select the Proposal Number and select the Complete button under the available actions. Complete the rest of the required fields as follows: • Finish Period of 4 months from today • High Level Detail Plan Due Date: 15 days from today • Set Program: Pick one of your agency programs • Cost Center & Activity Codes: Choose your agency codes • Is a time entry project ID needed? No • Click “Continue Workflow Action” • Go back to your Project Manager Dashboard, you should notice that it now shows up under the Ready for Governance Board Review portlet. It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward, thus causing it to go to Initiation. Lab 3 Continued………

33. Lab 3 continued • Select the Proposal Number again, and click the Approve button, you will notice it is now requiring you to enter additional fields: • Enter a Public Description for your project. This Public Description field will be used for Public Dashboards, please be aware of this and make them understandable to the general public. • Put “Approved by Governance Board on [today’s date] in Notes for Action: Approve. • Select Continue Workflow action; this will create a new project. • Please note, this closes the proposal, but opens a new project.

34. Lab 3 continued • If you scroll to the References section or click on References in the Jump To bar, you will notice there is now a Project reference with a new project ID under the relationship details. The higher number will be the new project number as the requests are numbered sequentially as they are created. 11. If you go back to the Dashboard, you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status.

35. PPM Project Number vs. Peoplesoft Project Number

36. Reviewing Project Information • Video • Reviewing the Project Summary Tab • Reviewing the Project Details Tab • Reviewing the Project References Tab

37. Risk and Value • Each project will need to have the Risk and Value assessment performed. • This is done by answering the questions within the tool on the Project Details Page under the Value ratings and risk ratings.

38. Lab 4 PURPOSE: The purpose of this is lab is to practice answering the Risk and Value questions. • Use your dashboard or the search function to find your project you created in Lab 3. • Answer the questions on the Project Details Tab for Risk and Value.

39. Lunch

40. Portfolios & Programs --Portfolios Programs

41. ISD Portfolios PROGRAMS PROJECTS PORTFOLIO Tourism Consolidation EBCConsolidation

42. Business Segment Programs

43. Project Management • Each project is assigned to a Program • Each project is assigned to at least one Project Manager • Project Manager Responsibilities: • Review Project risks, issues, and scope changes. • Assure all project information is up to date • Project Review and Governance Board meetings. • Financial Summary (Financial Estimates & Actuals) • Staffing Plan (Workload of internal staff) • Work Plan (The project schedule and staff hour actuals)

44. Program Management • Each Program is assigned to a Program Manager. • Program Manager Responsibilities include: • Monitoring at dashboards. • Reviewing Program risks, issues, and scope changes. • Assuring all information is up to date for Project Review and Governance Board meetings.

45. Portfolio Administrators • Portfolios are assigned to the Portfolio Manager • Example: PMO office = Portfolio Manager for OMES Portfolio’s. • Portfolio Manager Responsibilities: • Review all proposals and determine validity and are complete. • Move projects through Governance Board approval gates as well as all approval steps. • Compiling reports for Project Review and • Governance Board meeting support

46. Program Roll-up • There are two types of programs—Financial and Non-Financial (Of Interest) • A project can only be rolled up, i.e.-their costs and actuals to one Program—The Financial Program. • You can have Programs that exist that do not do cost roll-up—The Non-Financial.

47. Example: Projects belonging to Multiple Programs Consolidation Dashboard Program Management Dashboard PROGRAM: Agency by Agency Consolidation PROGRAM: Agency by Service Consolidation PROGRAM: Service by Service Consolidation PROGRAM: PMO PROJECT: PPM tool Pilot

48. The Difference? Non Financial Program – Service by Service Consolidation Financial Program – PMO Consolidation

49. Add Projects to a Program Video

50. Lab 5 PURPOSE: The purpose of this is lab is to learn how to add projects to a program. • Add your project to a second program • Go to Open>Program Management>Search Programs • Search for Programs that you (Student##) are the program manager • Select the Program for which you are a program manager