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Project Portfolio Management Tools and Infrastructure

A4

Provide the necessary tools and infrastructure supports to track, communicate, and assist with the progress of project portfolio components.

Improvement Planning

Practices-Outcomes-Metrics (POM)

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.