Optimizing IT Department Project Portfolio Management

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

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

3. Background • The IT Department within your organizationcurrently 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and resource requirements • Long project status reporting process taking 10 days of cycle time per month, leading to out-of-date reports when finalized • Inability to accurately measure risk and return of projects • The net result of these challenges is reduced project profitability 3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 • (Partner Name) proposes expanding upon (Contoso’s) current Office System deployment to incorporate an optimized Project Portfolio Management system • Implementing the proposed Project Portfolio Management Solution will provide (Contoso) 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% 5

6. Executive Summary 6

7. Contents • Executive Summary • Current State Analysis • Future State Analysis • 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 • 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. Anticipated Benefits - Process 17

18. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 18

19. Adoption & Implementation Planning Summary 19

20. Potential Adoption Roadblocks 20

21. Adoption Roadblock Mitigation Actions by Stakeholder 21

22. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 22

23. 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 23