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Optimizing IT Department Project Portfolio Management

Optimizing IT Department Project Portfolio Management . ( Concurrency Corporation ). Contents. Executive Summary Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps. 2. Background.

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Optimizing IT Department Project Portfolio Management

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  1. Optimizing IT Department Project Portfolio Management (Concurrency Corporation)

  2. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 2

  3. Background • The IT Department within your organization currently faces a number of challenges related to its project portfolio management processes: • Lack of governance controls in project management leads to misallocation of resources • Lack of resource utilization knowledge across projects leads to resource surpluses or deficits for ongoing projects • Lack of visibility into status of projects in the portfolio, which impacts future project pipeline planning • Laborious process to update project status, resource utilization, and resource requirements • Long project status reporting process taking 10 days of cycle time per month, leading to out-of-date reports when finalized • Inability to accurately measure risk and return of projects • The net result of these challenges is reduced project profitability 3

  4. Engagement Participants 4

  5. Executive Summary • Concurrency proposes expanding upon your current Office System deployment to incorporate an optimized Project Portfolio Management system • Implementing the proposed Project Portfolio Management Solution will provide you with: • Better analysis of risk/reward of current and future portfolios, allowing IT directors to optimize the value of their projects • More accurate and timely project performance reports resulting in better project planning and capacity planning decisions • Near real-time project status updates enable management to quickly reallocate resources across the entire project portfolio • 90% decrease in labor required to prepare project status reports • Reduce overall project reporting cycle time by 80% • Expected one-time solution cost of $156,000 • Anticipated annual benefit of $375,000 5

  6. Executive Summary 6

  7. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 7

  8. Current State Process Analysis Project Portfolio Optimization Process Analysis Summary 8

  9. Current State Process Diagram 9

  10. Current State Process Diagram 10

  11. Current State Process Diagram 11

  12. Current State Process Diagram 12

  13. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 13

  14. Future State Process Analysis Project Portfolio Optimization Phases – Analysis Summary 14

  15. Prioritized Process Solutions High 5 Integrate all resource allocation, project status, and pipeline planning data into Project Server 2010 (Project Server 2010, Exchange Server 2010, SharePoint Server 2010 with Excel Services) • Develop Executive Project Planning & Capacity Planning Dashboards • (Project Server 2010, SharePoint Server 2010 with Excel Services) Level Of Complexity 3 • Create resource utilization views in Project Server 2010 • (Project Server 2010, SharePoint Server 2010 ) Create business rules for task-level project status tracking (Project Server 2010, Exchange Server 2010) Low 1 5 1 3 High Low Value to Business 15

  16. Future State Process Diagram

  17. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 17

  18. Anticipated Benefits - Process 18

  19. Anticipated Benefits - Financial 19

  20. Anticipated Costs 20

  21. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 21

  22. Adoption & Implementation Planning Summary 22

  23. Project Plan 23

  24. Potential Adoption Roadblocks 24

  25. Adoption Roadblock Mitigation Actions by Stakeholder 25

  26. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 26

  27. Next Steps • Review presentation and proposal with decision maker(s) and stakeholders for approval • Execute work order for project • Schedule kick off meeting for week of _____ and weekly status meetings • Propose schedule: • A) Deadlines for initial milestones, or • B) Date to finalize initial milestones 27

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