Project & Portfolio Management. The Future is Now!

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1 Project & Portfolio The Future is Now! June 2014

2 Your Speakers Fraser Hirsch Manager, Information Security & Project Office, City of Ottawa Mark Feher Director, Portfolio & Project Services, Empowered Networks

3 Agenda City of Ottawa journey towards Project & Portfolio Where we were What we did What we learned Where we are going Empowered Networks role

4 Where we were Difficult to prioritize projects No resource planning or utilization Poor status reporting for projects No formal or consistent Program management Inconsistent use of Business processes

5 Where we were Projects and Programs managed in silos Inability to manage interdependencies between projects and programs..ms Project, Excel, Word, Power Point, Visio, SAP, , etc

6 What was working Portfolio Value (PfVM) and Project Lifecycle (PLC) methodologies Project templates, deliverables, etc. Monitor compliance to ITS PMO standards for mandatory deliverables as projects move between Phases And we became the PMO Police

7 What we did Research - Project and Portfolio tools Scan of other municipalities indicated use of commercial off-the-shelf (COTS) software solutions RFP development (Q4 2011) RFP evaluation and award (Q1 2012) Initial implementation (Q3/Q4 2012)

8 What we did Early Adopter program for ServiceOttawa (Q3/Q4 2012) Lessons learned (Q1 2013)

9 What we gave them Process Governance Applications Release Services Decision Registry Risk / Issue Registry Action Registry Metrics Templates Requirements Schedules Project Status Report Financial Planning Resource Database Timesheets Dept and Other Work Workflow Collaboration Space Document Dashboards and Reporting Projects Ideas Products Assets Scope Change Service Portfolio

10 What we learned All they really wanted was good Status Reporting NOW WHAT??????

11 We needed help Engaged Empowered Networks to develop a PPM Roadmap ITS PMO contracted Empowered Networks Premier partner of CA Technologies Specialists in CA Clarity PPM implementations and project management best practices

12 PPM Roadmap The Product CA Clarity - SaaS Enterprise class Scalable Comprehensive functionality Best in class configurability So what went wrong? Product complexity requires extensive experience and use to configure, control and maintain

13 PPM Roadmap Solution Effective roll-out of PPM functionality benefits extensively from real experiences with PMOs and PPM Capability Rollout Key to success factors o Business process driven solutioning o Plan to roll-out in Bite sized releases

14 But first an early win: Release 0 Status Reporting Before Inconsistent Incomplete Not all the right work being done Time consuming Many tools and formats No history Difficult review and quality process After One Standard, One Tool All key elements included Auto-populates report with project data Status Reporting Data Collection Simple review process History of Status Publish Final Status Status Reporting Crystal Report

15 Roadmap Release Approach Interviews to find Pain Points for value Natural Progression of Functionality o functionality in each release is correlates to the next release o size of the release expected to be 3-6 months o met the need of the early adopters functionality to address pain points Releases do not have to be rolled out to every branch/unit o Once available, they can be activated through a roll-out process

16 The Initial Roadmap

17 Release 1 - Intake and Portfolio Planning Before Excel hell Limited Estimating Capability Difficult to Assess Ability to deliver Show and Tell CITMT Spreadsheets/lists Initial project estimation After Involves many Clarity Components Directly Supports Business Process Idea Content Builds as Idea moves through the process Stage-Gate Pipeline associates Ideas with Idea Process Simple automation tool (Work Status) keeps stages and states accurate Security and Architecture assessments Web-based Categorization & Ranking Supports one-time users Rapid Initial project Schedule/ Estimation with role-based planning Reporting Ready as we learn from Operationalizing this Quarter

18 Release 2 Resource Before Excel Hell Still Missing 70% of the story (keeping the lights on) No ability to identify resource conflicts or interdependencies Show and Tell CITMT Spreadsheets/lists Example Resource Loading Views from EmpoweredPPM Work In Progress to achieve Tactical and operational planning (70% of the story) Business Processes Project Schedules Master/Sub-Project Interdependent Roles/Resource Assignments cover 100% of Work Clarity Components Involved Balancing the Portfolio Demand/Capacity

19

20 So... What s next Revisit the roadmap Meet pent up demand Demand for financial management and integration We have some of the building blocks

21 The Initial Roadmap

22 The SAGA continues Bad status reporting Chaotic and unpredictable intake process Siloed, reactive program planning Good status reporting A predictable and balanced intake process Integrated planning and with prioritization

23 Stay tuned Executives Project Sponsors Program Directors Always up-to-date dashboards and executive reporting Informed portfolio-level decision making Improved prioritizations and resource capacity maximization Project/Program Offices Senior Project Managers Project Managers Project Teams Subject Matter Experts Enhanced monitoring, integration and coordination Improved communication and collaboration across programs Proactive risk/issues management and enabled change request controls Process standardization and workflow automation Improved project scheduling and resource allocation Automated progress tracking and status monitoring Resource balancing and forecasting Document management including centralized storage and version control

24 As an Enterprise Tool Beyond technology projects o Transit o Economic Development o Environmental Services o Corporate Business Services o Infrastructure Services

25 Close The City of Ottawa s Project Office now viewed as a value added service Projects are managed on time, on budget and in scope Remember It is as much about processes and governance as it is about the tool

26 Can we help you? Fraser Hirsch Manager, Information Security & Project Office, City of Ottawa Mark Feher Director, Portfolio & Project Services, Empowered Networks

27 Thank you!

28 Mark s Links to Example Slides

29 CA Clarity Enterprise Breadth Process Governance Applications Release Services Decision Registry Risk / Issue Registry Action Registry Metrics Templates Requirements Schedules Project Status Report Financial Planning Resource Database Timesheets Dept and Other Work Workflow Collaboration Space Document Dashboards and Reporting Projects Ideas Products Assets Scope Change Service Portfolio

30 CA Clarity: Complex and Highly Interconnected Financial Fiscal Time Periods Financial Entity Settings Transaction Entry Actual Costs Time Reporting periods Total Actual Costs Timesheet Actual Labour Costs Rate Matrix Total Forecast Cost Current Planned Cost (Created by userdriven auto process) Current Budget Submitted for Approval Timesheets Timesheets Timesheet Tasks Investment (Services, Projects, Ideas, Applications, Products, Other Work) Create Investment Tasks Project Role Assignments Employees and Timesheet Contractors Resource-Task/Effort Assignments All Resource Assignments Scheduling Baselining Governance Action Document Performance Monitoring/Metrics Risk/Issue Change Decisions Registry Status Status Reporting Reporting Resource Resource Roles Create New Roles/ Resources Primary Role Assignment Actual and To-Be- Hired Resources Security/Access Rights Reporting, Dashboards and Views Security Groups Reports Direct Assigned Instance Rights Dashboards Process Driven Instance Rights Views Inherited Instance Rights Return to Slide Presentation

31 Essential Components: Project Health and Status Process Governance Applications Release Services Decision Registry Risk / Issue Registry Action Registry Metrics Templates Requirements Schedules Project Status Report Financial Planning Resource Database Timesheets Dept and Other Work Workflow Collaboration Space Document Dashboards and Reporting Projects Ideas Products Assets Scope Change Service Return to Slide Presentation

32 Status Reporting Data Collection Return to Slide Presentation

33 Status Report Crystal Report TBD Return to Slide Presentation

34 Essential Components: Intake and Portfolio Planning Process Governance Applications Release Services Decision Registry Risk / Issue Registry Action Registry Metrics Templates Requirements Schedules Project Status Report Financial Planning Resource Database Timesheets Dept and Other Work Workflow Collaboration Space Document Dashboards and Reporting Projects Ideas Products Assets Scope Change Service Return to Slide Presentation

35 Intake and Portfolio Business Process Return to Slide Presentation

36 Essential Components: Resource Process Governance Applications Release Services Decision Registry Risk / Issue Registry Action Registry Metrics Templates Requirements Schedules Project Status Report Financial Planning Resource Database Timesheets Dept and Other Work Workflow Collaboration Space Document Dashboards and Reporting Projects Ideas Products Assets Scope Change Service Return to Slide Presentation

37 Resource Process Starting Point

38 Requisitioning Resources Return to Slide Presentation

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