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Representative POMs are described for Project Portfolio Management Tools and Infrastructure at each level of maturity.

1Initial

• Practice

  Leverage staff expertise and office tools-based templates to get started (e.g. basic to-do lists, tracking spreadsheets, basic ROI concepts, etc.).

  Outcome

  Basic guidance and assistance is available quickly.

  Metric

  Number of templates being used.

• Practices

  • Emulate others' successes.
  • Use basic tools that are known to work in the space.

  Outcome

  Basic guidance and assistance is available quickly.

  Metric

  Number of adapted templates from outside the organization.

2Basic

• Practice

  Provide basic task, project, and portfolio management tools.

  Outcome

  Tracking of project interferences, scheduling, and estimates is more accurate; and records of past performance can be analysed for improvement.

  Metric

  Number of project portfolio components planned in project planning software such as KANBAN wall, etc.

• Practice

  Provide user training on at least basic features.

  Outcome

  Better use of the supplied tools facilitates better communications, and accuracy.

  Metrics

  • Number of users provided training.
  • Number of users to be provided training.

3Intermediate

• Practice

  Train staff to select, rank, rate, and prioritize project portfolio components based on strategic contributions (via the toolset).

  Outcome

  Encoding ranking, rating, and selection rules into the available tools improves transparency and accuracy.

  Metric

  Number of trained and number of untrained staff.

• Practice

  Raise staff proficiency on the tool usage and tool supported methods and techniques.

  Outcome

  Enhanced usage of the toolset improves accuracy and enhances the range of complexity that the project portfolio management capability can execute.

  Metrics

  • Number of staff who have received advanced training.
  • Number of staff who have not received advanced training.

4Advanced

• Practice

  Support agile change request responses to strategy changes or disruptions to project execution.

  Outcome

  Tool sets that automatically identify impacted stakeholders or task assignments can enhance communications and reassignments following change.

  Metric

  Open and close elapsed times for issues.

• Practice

  Support ‘what-if’ analysis capabilities to analyse decision impacts before selecting the best decision options.

  Outcome

  More options can be tested quickly to identify the best option for selection.

  Metric

  The number of options tested using ‘what-if’ scenario testing.

5Optimized

• Practice

  Provide stakeholders with appropriate levels of access to portfolio decisions and priority changes.

  Outcome

  Transparency about decisions and prioritization is supported, as this is essential to maintaining understanding, buy-in, and support for the current work plans.

  Metric

  Number of stakeholders with access to portfolio management decision criteria and decision data.

• Practice

  Provide stakeholders with appropriate levels of access to portfolio resource utilities and information on project execution status.

  Outcome

  Transparency on resource utilization and project execution performance is supported, as this is essential to maintaining understanding, buy-in, and support for the current work plans.

  Metric

  Number of stakeholders with access to portfolio management resource utility data.