Proposal Processing

Proposals, Staffing Profiles, Financial Summary

Hewlett-Packard Project & Portfolio Management

Slide 1Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 2

Change Management - The Roadmap

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 3

Proposal Process

1. The Business Area Representative Enters the Proposal

2. The Financial Summary is added and the Business Area Approver submits to Registry for Estimation

2.0Initiative

DefinitionSponsorDefining

3. The Delivery Team is identified and reviews the Proposal for adequate information to provide high level estimate

3.0Registry

9.0Cancel

PCCancelled

5.0PrioritizationSponsor\OPs

Board

6.0Resource PlanningRMs or

PMs

7.0Schedule

IntegrationOPs Board

8.0Work

AuthorizationCreateProject

4.0Delivery

EstimationDelivery Channel

Estimation

4. The Delivery Team provides Estimate by creation of the Staffing Profile and update of the Financial Summary

5. The Business Segment Prioritizes 1 to N; Enterprise Prioritization and available capacity initiates Resource Planning

6. The Staffing Profile is decomposed by Role, by Month, by Resource Pool for Labor Requirements for delivery

7. The Enterprise Demand and Available Capacity determines the planned release of the Project for Execution

8. A Final review of Near Term Available Capacity based on current status prior to Project Creation for Planning

9. The Business Area Representative can cancel the Proposal if no longer a consideration

1-13 Months

1-6 Months

30 Days1 – 36

Months

10. Planning Horizons will change based on process and organizational experience and maturity

1.0Initial EntrySponsor's Delegate

Unsubmitted

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

1. Business Area Representative Creates Request

Slide 4

Proposal Entry – Summary & Stakeholder

2. Required Fields * on Submit

3. Business Area Required

4. & Auto Populates many fields

1. Summary & Stakeholder Sections

5. Save Draft if not complete

6. ? Help Icon

7. Submit when Ready for Estimate

1

1

2

3

4

4

4

4

5

7

6

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 5

Proposal Entry – Definition & Assessment

1. Proposal Definition Section

2. Define for Estimation Purposes

3. Attach\Link Work Flow Documentation

4. Assessment & Prioritization Section

2

3

1

4

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 6

Initiative Definition – FS Set-up & Approval

1. BA Approver has Work Flow Control

2. Cost Manager auto defaulted to Identified By

3. Access the Financial Summary Link

5. Add Self, BA Approver, Delivery Manager …

4. Configure Access for All Users1

23

4

7

5

6

7. Submit to Registry or Develop Financials

6. Configure Financial Summary Settings

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 7

Financial Summary – Costs & Benefits

3

1

4

3 Export to Excel to share with non PPM Users

8. Enter $K in month expected to be billed

9. Benefits for Revenue & Savings the Same

7. Select Non-Labor, Category & Expense Type

6. Add Line for Forecasted Expenditures

6

1. Labor Rolls into Financial Summary

2. Forecast = Actuals to Date + Planned Future

8

4. Scroll Down to Edit Forecast & Actuals

5. Set Display Parameters

55

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 8

Registry1. Print Request button upper left corner

2. Work Flow Control by GOV Security Group

3. Delivery Stakeholders Notification Available

4. Weekly Acceptance for Estimation

Adequate Details and Estimation Capacity

2

33

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 9

Estimation – Assumptions & Assessment

1

2

3

4

51. Delivery Manager has Work Flow Control

2. Can Assign for Edit Access to Request

3. Define Assumptions & Questions

4. Assess Technical Risk

5. Create a Staffing Profile

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Estimation – Staffing Profile Labor

1

2

3

4

5

666

7

7

8

9

10

9

9

9

1. Header data auto-populated from Request

3. Create the Staffing Profile

2. Can Copy Existing Staffing Profile or Template

5. Add Users for SP Access

6. Set Parameters – Add Position (s)

4. Provide Access through Configure Access button

7. Only Role and Hours or FTEs required

8. Use Comments to define specific requirements or considerations

9. Advanced for Skills, Cost Category and\or Capitalization

10. Add Another Line or Add to Return

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 11

Assessment & Prioritization By Business Area Approver

4

3

2

2

1. Gov SG has Work Flow Control

2. BA Representative & BA Approver can Edit Assessments and set Business Unit Priority

3. DM Edit Stakeholder Identification

4. Definition and Labor Estimate Fields are View Only

5. Edit Access to Valuations and Financial Summary

6. Business Segment Priority Maintained for Release Planning Selection

7. Enterprise Priority Maintained by GOV SG for Release Planning Selection based on available capacity

5

6

7

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 12

Resource Planning

1. Document Assumptions made

2. Elaborate Staffing Profile

1

2

11

1

22

2

3

4

4

41. Set Parameters – Add Positions

2. Role, Resource Pool & Hours Required

3. Use Comments to define requirements

4. Advanced Tab for Cost & Capital

5. Should Total same hours as Initial Estimate or Change Control Process

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

Slide 13

Schedule Integration

1

2

3

45

5

1. Master Schedule – 244 of 478 Projects

2. Offset Demand against Capacity

3. Net Available Capacity

4. By Role, By Month Over Commitment

5. Specific Overload Details

6. Defining\Managing Portfolios

7. Reschedule or Staff Augmentation?

Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.

View in Slide Show Mode; Print Notes Page format for Tips and details. Slide 14

Work Authorization

1

2

3

4

5

1. Confirm Availability

2. Assign Project Manager

3. Create Project – To Project Planning

4. Proposal is Closed – View Only

5. All Details Transferred to Project

Slide 15Best viewed in Slide Show Mode, Presenter View; Discussion Points and Guide in Notes Page.