My co-worker recently released a white paper that takes an in-depth look at the many factors to consider when assessing your PPM (Enterprise Project Portfolio Management) needs across your organization. She brought up the point that more often than not financial constraints or time to market requirements outweigh the critical need to truly understand and evaluate the original need for this organizational change. The most common mistake made in PPM deployments is the inability to define all stakeholders, their challenges, their tools and processes, and most importantly their current state of organizational project management maturity.
An effective strategy for PPM implementation addresses all of the following areas:
– Who will be using the system?
– What are their current PPM challenges?
– What tools and processes are they using today?
Very similar to branding, knowing and understanding your target audience will undoubtedly result in higher user adaption, leading to overall acceptance and maximized ROI.
Here are 5 components that were covered in the white paper and definitely should be considered if you are looking to implement a PPM solution within your organization:
1. Overcome Common PPM Deployment Challenges:
- One solution rarely fits the needs of all users
- A PPM system rarely accommodates all other work that affects your project resources
- PPM systems seldom represent a complete portfolio, making visibility into all investments impossible
Every user within your organization will have different needs. As you can see from the challenges mentioned above, it is critical to accommodate and meet the needs of all users within your project AND work management tool. As you begin discussions of building a solution for your organization, don’t forget to consider all users that will eventually play a role in acceptance and usability.
2. In order to make a deployment successful you must know and understand your audience:
- Who will be using the tool?
- What challenges are the users facing with their current processes and toolsets?
- What benefits are expected out of the tool for each of the user roles?
- What capabilities are needed to ensure this application will meet the user’s needs?
- Where does each user fall in organizational project management maturity?
As you can imagine, there are many more questions that can be asked to help you define a detailed business-specific design that is right for your organization. Other areas that must be considered in design include integration, demand management, workflow and governance and general collaboration needs. As questions are answered and more questions are generated, make sure you are considering every user and every maturity level. The level in which you capture data can vary, but ensuring that the system is built to make it easy to capture data COMPLETELY, across all projects and work, is critical for visibility and accuracy.
- Define your audience
- Qualify expertise of each individual user
- Define the vision: What is PPM?
- Understand the business and challenge any assumptions being made
- Focus on pain points
- Focus on strengths
- Consider those not present
- Review risks
It is absolutely critical that we sell the PPM brand to our organizations before we begin implementation. We all must brand ourselves, our skills and our business! A brand must bring consistent value to its audience. PPM is an essential brand for organizations to enforce that will ensure the right projects are being completed at the right time within the given budget. Let’s not forget the critical output of any project…increased value.
5. How EPM Live aligns to Address Today’s Challenges:
EPM Live is built with the user in mind. If management cannot get the end users to use the system, the system will not be a success. For this reason, EPM Live has been designed to take into account all the various users that will be using the tool. EPM Live understands that in order to have a truly successful PPM solution, you must accommodate all the work that affects your bottom line. To do so, EPM Live has built a full PPM solution that brings all projects, all work, all products, all applications and all services together in one centralized location! You have many options for all work management: easily integrate with other LOB systems to bring all work together, retire legacy systems and migrate your business to EPM Live, or define your EPM Live system as an all work management system from the get go and leverage EPM Live’s free solution apps to get you up and running quickly. In many organizations it is common to track large IT projects within your PPM toolset. Now, more than ever, it is critical to show all projects that are utilizing your organizations resources in the same tool. You will always have large and small projects, seasoned and unseasoned Project Managers, and work coming in from every corner of your organization. If you are putting in $2m into your organization every year, every piece of that investment should be included in your PPM toolset. Remember, there are tools to accommodate every user so user maturity should no longer be the excuse here. EPM Live has made it easy for every organization to gain control of their project and work portfolios.
For a more in-depth understanding and explanation of the components laid out in this blog, read the full, free, white paper here!