Organizations who strive to improve their Project Portfolio Management (PPM) processes by leveraging a PPM tool are given a strategic advantage in today’s market. Project Portfolio Management (PPM) is a set of business practices that bring projects together into tight integration with other business operations synchronizing strategies, resources and executive oversight. PPM provides the structure and processes for project portfolio governance. Benefits of a PPM tool provide the organization a centralized location for stakeholders, PMs and project team members to easily view project portfolio items, resource demands, tasks, and project costs. It provides structure and standardization for project selection and execution and should be flexible to let users work the way that is most comfortable to them, improving user adoption and productivity. PPM solutions streamline collaboration between all invested personnel by providing easily accessible dashboards and reports and enabling more accurate and timely decision-making. Overall a good PPM solution provides the organization the toolset for selecting the right projects, improving ROI and creating a leading business edge.

1. Realizing the Business Value of PPM
What to Expect When Implementing
Webinar Series
Jim Patterson
jpatterson@epmlive.com

2. EPM Live is the Global Leader in
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• Gartner – PPM Market Scope and Magic Quadrant 2010, 11 and 12
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4. Project Portfolio Management (PPM)
Value

5. Overview
Today’s business value to be realized from PPM is
far more than:
– Strategic alignment of investments
– Improved resource management
– Visibility into business initiatives
Today’s PPM can help:
– Transform business execution
– Provide executives, stakeholders and project teams with
new ways to collaborate
– Get work done more productively and effectively

6. PPM Purpose
“An appropriate PPM application should match some
immediate functional needs, and also support a successive
roadmap toward improving PPM maturity”
Gartner 2010 IT PPM Magic Quadrant

7. The Business Value of PPM

8. Challenges Facing Organizations
If actively considering a PPM solution, you have
like reached a stage where:
– There are disparate project, demand, resource, portfolio
and time management activities
– Leading to lack of accountability and inefficient business
processes
Common issues include:
– Ad-hoc or ineffective prioritization decisions
– Time consuming data gathering for management reports
– Resource bottlenecks
– Lack of visibility into resource utilization
– Inconsistent approaches to planning and managing
projects

9. Business Benefits
Organizations that successfully improve their PPM
processes and adopt a PPM tool, realize most or
all of the following business benefits:
– Strategic alignment across project portfolios
– Better collaboration across organizational silos
– Improved decision making and accountability
– Streamlined PMO processes and templates
– Improved organizational productivity

10. Strategic Alignment Across Project Portfolios
Aligning resources with strategic priorities is
challenging for any organization
But by capturing all work across the company
(project and non-project), major benefits an
improved PPM process can deliver are:
– Prioritization and trade-off decisions can be made with
full visibility to business impact
– Can avoid low-value projects and “rogue work”

11. All Work Together
Business Value
Applications
Services
Incidents
Service Portfolio Projects
Incidents, Changes, Problems
Projects
Reporting
Changes
Metrics
Dashboards
Status Reports
Select Application Portfolio
Work Releases, Backlog, Test Cases
Execution
Demand Resource Management
Work Management
Time Management
Project Portfolio
Projects, Tasks, Issues, Risks
Funnel all work through a common governance and control
structure.

12. Assess Alignment and Value

13. Project Scoring and Prioritization

14. Portfolio 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

15. Portfolio Analytics Tools
 Leverage portfolio
analytics tools to
make better decisions
when selecting
projects and work for
execution
 Gain real-time insight
into rich analytics
such as color-coded
heat maps and
portfolio modeling
capabilities
Gather, Analyze, Prioritize, and
Track All Project Demands

16. Portfolio Management
Portfolio Prioritization and Selection

17. Better Collaboration Across Organizational Silos
If a PPM process and tool is easy to use and
adopt, it enables teams across organizational
silos to collaborate:
– Project and resource manager collaboration on project
staffing
– Finance more easily provides regular updates on project
costs
– Broad adoption enables real-time visibility into project
and portfolio status
This all allows executives and project managers
to ensure that business results are being
achieved

18. Resource Requirements 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
work at the right time
Collaboration Between Project
and Resource Managers

19. 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

20. 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

21. Changing How People Work
Leveraging Social Approaches

22. Improved Decision Making and Accountability
A strong PPM solution will provide powerful
business intelligence and reporting capabilities:
– Enables a “single source of truth”
– Fully automated dashboards and reports
– More accurate and timely information for management
decisions about project investments
– Insight into which projects require more oversight and
controls

23. Portfolio Management
 Portfolios for All
Work
 Centralized Status Project 1 Project 2 Project 3
Workspace Workspace Workspace
 Business Alignment
& Risk Assessment
 Gain Portfolio
Visibility Project 4 Project 5 Project 6
Workspace Workspace Workspace
 Prioritization &
Optimization
Gather, Analyze, Prioritize, and
Track All Project Demands

24. 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

25. Reporting
 Pre-configured
reporting Web Parts
and Program
Dashboards
 Using Reporting
tools your team is
already familiar with
 Standardized Project
Metrics and
Reporting
Improve Visibility and Insight
to Enhance Decision-making

26. What-if Resource Modeling
 Define resource plans
for proposed projects
and work and analyze
the plans against
current resource
capacity
 Leverage intuitive
color-coded heat
maps to view over
allocations and
modify dates and
sequencing to define
the most optimal
portfolio
Assess Resource Demands
and Alternatives

27. 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
where needed. Assess Financial Demands
and Trade-Offs

28. Streamlined PMO Processes and Templates
Implementing an overall project management
framework with just:
– Basic phases and gates
– A few key controlling artifacts
• Business case
• Project schedule
• Status report, etc.
Enables a common, streamlined process for the
PMO
While also enabling individual projects to select
the right methodology for their project type

29. Standardized Templates and Forms
 Capture key business
drivers that matter
most to the business
by leveraging pre-
built templates and
forms for various
project and work
requests
 Standardize data
capture and enforce
consistency
 Ensure strategic
alignment by
capturing data such as
proposed benefits Consistent Capture and
and ROI. Definition of Projects and Work

30. Workflow and Stage Gating
 Streamline project
and work requests by
leveraging workflow
and stage gating for
automated approvals
and stage gate
Request Proposed Approved Active
promotions.
Automated Approval and
Promotions

31. Stage Gates
Stage
Specific
Stage Sections
Gate
Process

32. Pre-built Applications
Keep your entire team informed, accountable and connected in a
centralized, web-based environment that is easy-to-use and rapid
to deploy
EPM Live provides prebuilt applications to help get
organizations up and running quickly

33. Improved Organizational Productivity
Utilizing a PPM tool enables:
– A more predictable process to be implemented
– Eliminates unstructured data entry and management
Choosing the right PPM tool:
– Allows customization to ensure the tool matches the way
your organization works

34. EPM Live Communities

35. PMO and PPM Success
Potential business benefits are compelling and
lead many organizations to implement a PMO or
similar function
Gartner Research estimates the PMOs have a
failure rate of 50% or more on their first try
Most common reasons for failure are:
– Neglecting to improve PPM processes in parallel with
PPM tool implementation
– Lack of true executive sponsorship
Hence, it is critical to choose a PPM vendor that
offers:
– Proven PPM expertise
– A comprehensive, flexible solution that will lead to
successful adoption in your organization

37. Contact us
Visit www.epmlive.com
Contact us at info@epmlive.com
Toll free: 1-866-391-3700
Jim Patterson
jpatterson@epmlive.com

38. Try us out
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