Discover the right tools for your

Project Management Office (PMO)

Hussain BandukwalaMar 2015

What are PMO tools?

ResourceSchedule

Financial

Time

Risk / Issue

Commu-nication

ProjectPriority

Support management of:

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Enabler #1 –

the blueprint

Processes:4 of 59

Enabler #2 –

the fuel

Data:5 of 59

Enabler #3 –

the drivers

People:6 of 59

Govern DrivePower

Processes Data People

Tools

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Why are PMO tools (& their

enablers) so important?

Help get the job

done!

with efficiency & accuracy9 of 59

3. Inform 4. Decide

1. Know 2. Predict

Support PMO to:

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What happens

the right PMO tools?

without

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How do we end up with the

“not-so-right” tools?

1. Not the right fit

2. Dysfunctional

for the organization

enablers

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1. Not the right fit

for the organization

Choices & Situations Tool Challenges

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• Complicated• Requires coordination• Time intensive• Not standardized• Not published

2. Dysfunctionalenablers

Processes

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Data

• Doesn’t exist• Inaccurate• Can’t be populated in the tool• Sporadically located• Can’t be easily updated

2. Dysfunctionalenablers

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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. Dysfunctionalenablers

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How do we discover the “right”

tools for our PMO?

[1]Know what you need

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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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[2]Know what success

looks like21 of 59

[3]Know who is behind you

(and if you don’t have anyone, then get someone)

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Guidance Support Ready!Awareness

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Approach

(4) Tool

Implementation

(2) Requirements

Validation

(1) Requirements

Identification

(3) Tool

Identification

ResultActionIntent

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• Current state

• Future state

• Gap analysis

(1) Requirements Identification:: IntentRAI

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• Liaise with key stakeholders

• Conduct analysis

• Determine business capabilities

• Understand success factors

(1) Requirements Identification:: ActionRAI

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• Finalized prioritized requirements

• Metrics that gauge success

(1) Requirements Identification:: ResultRAI

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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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• Proof of Concept (POC)

• Pilot

(2) Requirements Validation:: IntentRAI

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• POC & pilot management

• Pilot results

• Requirements verification

• Business case preparation

(2) Requirements Validation:: ActionRAI

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• Business case

(2) Requirements Validation:: ResultRAI

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poc /

pilot

tool

guidi

ng fo

rces

pmo capability

requirements suitability

budget & time

easy

special

requirements

tool decision

(build or try – free or limited trial)

1

2

3

4

5

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Did the enablers fare well?

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• Tool and/or vendor selection

(3) Tool Identification:: IntentRAI

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• Tool – Procure or Build?

• Procure or Build support –

External or internal?

• Roll-out support – External or

internal?

(3) Tool Identification:: ActionRAI

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• Finalized tool

• Finalized partner(s) for build

and/or support

(3) Tool Identification:: ResultRAI

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• Tool roll-out

(4) Tool Implementation:: IntentRAI

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• “Projectize”

– POC & pilot

– PMLC, SDLC & governance

– Change management

(4) Tool Implementation:: ActionRAI

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• Implemented tool

• Enablers in sync

• Benefits realized

(4) Tool Implementation:: ResultRAI

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Who is this for?

• Brand new PMOs

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• Growing PMOs

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• Mature PMOs

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5 tips for a rewarding discovery

5

ThinkbigsmallStart

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Engaged & vocal

executive sponsorship

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Realistic

adoptionexpectations

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MEASURE

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Interim solution

isinterim

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Case Study

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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• 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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thank you!hussain@parwaazcc.com

www.parwaazcc.com

@parwaaz03 | @parwaazcc

presentation link: http://bit.ly/1HFDVz0

survey link: http://bit.ly/1EY3LJz

Appendix

Selective Tool Comparison – PMO Features

Product

Co

llab

ora

tive

Issu

e T

rack

ing

Sch

ed

ulin

g

Pro

ject

Po

rtfo

lio M

gm

t

Reso

urc

e M

gm

t

Do

cum

ent M

gm

t

Wo

rkflo

w

Rep

ort

ing

Bu

dg

et M

gm

t

Tim

e T

rack

ing

Invo

icin

g

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-basedAsana, AtTask, BaseCamp, Clarizen, Mavenlink, Pivotal Tracker, Trello, and Zoho offer SaaS-only serviceRest offer both host- and SaaS-based service

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Selective Tool Comparison – PricingProduct Pricing Visit Source for Latest Pricing Information

AsanaFree - 3 project cards and unlimited guests

$21/mo starting price for paid versionshttps://asana.com/pricing

AtTask (now

Workfront)

Free - trial available

$30/user/mo starting price for paid versionshttp://www.workfront.com/pricing/

BasecampFree - 60-day unlimited use trial

$20/mo starting price for paid versionshttps://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

SoftwareContact HP for more information

http://www8.hp.com/ca/en/software-solutions/project-portfolio-

management-it-portfolio-management/

HuddleFree - trial available

$20/user/mo starting price for paid versionshttp://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

MavenlinkFree - 10-day trial

$4/mo/user starting price for paid versions

https://www.mavenlink.com/pricing/project-management-software-

comparison

Microsoft Office

Project ServerContact Microsoft for more information https://products.office.com/en-us/project/enterprise-project-server

Pivotal TrackerFree - 30-day unlimited use trial

$15/mo starting price for paid versionshttp://www.pivotaltracker.com/why-tracker/pricing

Planview Contact Planview for more information https://www.planview.com

TrelloFree - version available

$5/mo starting price for paid versionshttps://trello.com/gold

WrikeFree - 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

ZohoFree - 1 project at 10GB

$20/mo starting price for paid versionshttps://www.zoho.com/projects/zohoprojects-pricing.html

Selective Tool Comparison – SourcesWikipedia: http://en.wikipedia.org/wiki/Comparison_of_project_management_software#Monetary_features

Asana: https://asana.com/product

CA: http://www.ca.com/ca/en/intellicenter/ca-ppm/resources.aspx

Daptiv: http://www.daptiv.com/products.htm

Planview: https://www.planview.com/products/platform/

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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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