1. Increasing Profits, Market Share & Operational Throughput with the Efficient Frontier

2. Agenda Intro: Why the Efficient Frontier Matters to Business
What is the Efficient Frontier?
How is the Efficient Frontier used in Project Portfolio Management?
Best practices for implementing Efficient Frontier-based Project Portfolio Management in your organization
Q&A 2

3. Why the Efficient Frontier Matters to Your Business
The Meta Group suggests…
84 percent of companies either do not conduct business cases for any of their IT projects or perform them only on select key projects
89 percent of companies are flying blind, with virtually no metrics in place except for finance
84 percent of companies are unable to adjust and realign their budgets with business needs more than once or twice a year…
The result, close to $1 trillion in underperforming investments.
The Efficient Frontier answers three key portfolio management questions:
What are the best projects that an organization can implement given the available budget and capabilities?
Are we getting the best from our potential portfolio of projects?
Are we over-investing in IT? 3

4. Why PSG?
PSG is the only PMI (Project Management Institute) registered education partner that offers university accredited training programs that are integrated with Microsoft Project and Portfolio Server.
PSG are experts in the deployment of Microsoft Project Portfolio Server, the only technology that incorporates the Efficient Frontier as an integral part of their model for Project Portfolio Optimization.
100% Success Guarantee: PSG is the only project and portfolio management company that clearly defines success at the onset of a project and guarantees that success criteria will be met within the scope, time and budget agreed upon with our customers 4

5. Today’s Challenge Management expects us to
accomplish more this year with the same staff
produce more with less budget
complete projects faster with more project requests than ever
be more accurate in forecasting growth/savings with the tools we have

6. What is Project Portfolio Management?
Project Portfolio Management (PPM) is a discipline used to manage a grouping of projects, resources and assets, to effectively achieve organizational goals.

7. Lack of Portfolio Management
87% of the companies surveyed said they have never used project portfolio management software or applications that typically manage several projects across a portfolio simultaneously.*
17% said that management only sometimes selected projects aligned with corporate strategy.*
$2.521 billion on PPM software with a projected 9.1% CAGR (Source: IDC 2007)
*2007 Clarion Consulting: 300 enterprise companies and public sector bodies were surveyed with a 17% response rate

8. What is Portfolio Management worth?
How would your organization benefit if by choosing different projects for the same budget they could:
Increase EBIT by 15%
Reduce costs by 20%
Accomplish 30% more this year over last
Increase market share by 5%
Improve customer satisfaction by 10%
Reduce time-to-market by 10%
Increase shareholder value by 5%
Increase production throughput by 15%
Reduce defect rates by 50%
Increase retention by 25%

9. PPM is a Solution to a Problem
The biggest problems organizations face in achieving their objectives:
Not realizing the benefits promised from projects
Competing and changing priorities on projects
Not enough resources to complete all projects
Project delays and budget overruns

10. PPM is a Solution to a Problem
PPM should help organizations:
Maximize organizational benefits from projects
Choose the right projects
Ensure adequate resources to complete projects
Increase project success rate

11. Answer: the Efficient Frontier
The Efficient Frontier represents the portfolio value delivered by the optimal selection at each constraint value
Helps ensure visibility into:
Project selection decisions
Planned inefficiencies
Potential for increased throughput or return on investment

12. What is this graph worth?
Untapped benefits/returns
Overspend for returns

13. 13 Proposal Project Benefits Business drivers prioritization
4/1/2017
Proposal
Project
Benefits
Business drivers prioritization
Business case: strategic and financial benefits
Portfolio analysis/optimization
Resource Capacity Planning/what-if analysis
Portfolio balancing schedules-skills
Select portfolio
Planning/scheduling
Resource assignment
Project tracking
Time reporting
Resource management
Status reporting
Portfolio investment tracking
Portfolio performance tracking
Portfolio benefits realization tracking
Portfolio risk analysis
Project lifecycle cost tracking 13 13

14. Defining the Portfolio
You can
define portfolios many different ways
have multiple portfolios across different portfolio types
have many levels of portfolios and sub-portfolios
one project can exist in many portfolios
Examples of portfolio types include:
Organizational entity
Product line/product
Market/Segment
Geographical/Regional
Customer
Channel
Strategic objective
Growth Strategy
United States
Automotive
Project

15. Defining the Portfolio
The portfolio of projects exists only to deliver results for the strategic goals of the organization. This involves a top-down planning approach.
When project are identified outside of the strategic planning process, they must be evaluated against the strategic objectives and then against the current portfolio.

16. Project Portfolio Lifecycle
PPS
EPM
PPS/EPM
Cost
Time
ROI
Quality
Success
% Comp
Approval
Final Docs
Historicals
Baseline
Actuals
Variances
EVM
Reporting
Utilization
Work Auth
Issues
Risks
Tasks
Milestones
Schedule
Leveling
Resources
Budget
Sequence
Capacity
Max ROI
Optimization
Constraint
Force I/O
Risk
Strategic Value
Financial Value
Risk Value
Criteria
Weighting
Mapping
Benefits
Strategic
Alignment
Ownership
Dependencies
New ideas
Initiatives
Enhancements
Regulation
Mandates
Measure
Close
Execute/
Track
Plan
Stage
Select
Prioritize
Define
Identify

17. Governance Governance (noun) - the act, process, or power of governing
Managers can group together a number of initiatives into a portfolio that supports a business segment, product, or product line (or some other segmentation scheme).
They (the managers) must also manage their investments by providing continuing oversight and decision-making about which initiatives to undertake, which to continue, and which to reject or discontinue.

18. Project Portfolio Prioritization (forced)
Purpose of prioritizing your project portfolio is to determine which projects:
should be done
can be done
get funded
start when
get terminated
get strategic (scarce) resources

19. Investment Effectiveness
Even with the advent of portfolio management, in use by over 50% of organizations today and better project management techniques, 40% of the value of projects is lost.
However companies that have put their focus on “selecting the right projects, the right way, at the right time” are attaining a yield of 90% or more from their projects.

20. Project Prioritization - Impact Measures
You can see the Impact Measures on the right panel.
The Impact Assessment of each projects against the Business Drivers is typically entered in the corresponding Builder tab

21. Project Prioritization
The project priorities add up to 100% (implementing all projects would involve deploying 100% of the portfolio value)

22. Result: Project Priorities

23. Defining Strategic Goals/Objectives
Defining strategic goals and objectives is critical to being able to effectively manage a project portfolio.
Strategic goals and objectives help to:
Determine which project work should and should not be done
Prioritize project work
Establish metrics for measuring portfolio success

24. Linking Strategy to Portfolio Management
Projects
Goals
Strategies
Buy and integrate Company X
Buy and integrate Company Y
Acquisitions
Grow to $2B
Implement 3 additional sales channels
Develop Sales Channels in Europe
Establish survey programs
Improve Customer Satisfaction
Build Customer Survey Program
Build online survey tools
Increase Market Share
Build industry leading competency in X
Fund university collaborative
Build recruitment program
Increase direct marketing efforts
Develop catalog
Execute direct marketing campaign

25. Determine Selection Criteria
Gather C-level personnel and identify goals and strategies
Goals should be quantifiable
Strategies should be ‘objective’
Projects should be specific plans to achieve objectives
Improve Financial Performance
Expand into new markets and segments
Increase market share in existing markets
Reduce expense base
Maximize Organizational Efficiency
Improve Customer Satisfaction
Improve customer satisfaction score
Improve product quality
Reduce Turnover
a) Improve employee satisfaction

26. Impact Measures
EXAMPLE

27. Prioritize Selection Criteria
Conduct ‘Pairwise Comparison’ session with C-Level personnel
Consistency Rate is important!

28. Business Driver Prioritization
The Pairwise comparison is a method for obtaining ratio scale priorities or weights for Business Drivers or objectives through performing one-to-one comparisons.
The Pairwise comparison exercise is a facilitated group session to capture the business priority of each driver relationship as defined by the key stakeholders.

29. Business Driver Prioritization
As a result of the Pairwise comparison, we obtain the absolute priority of each of the Drivers.
The obtained weights add up to 100% (1); the critical output is the relative importance of each driver.
It is important that the decision makers validate the results of the exercise. Proper facilitation leads to accurate results.

30. Business Driver Consistency Ratio
The consistency ratio helps uncover inconsistencies in the Pairwise comparison process.
Example: Assessment contradictions of the following type would lead to a high level of inconsistency:
A is more important than B,
B is more important than C,
But C is more important
than A!

31. Business Driver Consistency Ratio
The following are some of the reasons for inconsistencies:
The most common cause of inconsistency is a clerical error.
A second cause of inconsistency is lack of information.
Another cause of inconsistency is lack of concentration during the judgment process.
Still another cause of a high inconsistency ratio is an actual lack of consistency in whatever is being modeled.
A final cause of inconsistency is "inadequate" model structure.
Generally, the way to deal with a high inconsistency ratio is to re-visit with the decision makers those statements that we can identify as more inconsistent in the pair wise comparison.
The Pairwise method allows for inconsistency, but provides a measure of the inconsistency in each set of judgments.
A consistency ratio of 20% or less is usually considered "acceptable”. Note that consistency is necessary but not sufficient to qualify the process as efficient.

32. Align Investment to Strategy
Optimization of project selection promotes strategic priorities
Optimized
Unaligned

33. Scenario Analysis
The focus is on identifying projects that deliver high value for low cost
Multiple constraints can be selected for the analysis

34. Scenario Analysis - Force In/Out
The force in/out functionality allows to account for mandatory, compliance and exception projects

35. Scenario Analysis - Efficient Frontier
The best portfolio selection lies on an Efficient Frontier:
The Efficient Frontier represents the portfolio value delivered by the optimal selection at each constraint value
70% of the Portfolio value is delivered at this constraint level

36. Inputs to Efficient Frontier Analysis
Strategic Value
NPV
ROI
CAGR
Savings
Risk
Market Share
Customer Satisfaction
Can be single criteria per axis or multiple weighted criteria
Cost
Capital/Non-capital Expense
Human Resources (FTE)
Material
Equipment
Facilities
Time (Duration, Time to Market, etc.)

37. Advanced Analysis - Insight Analysis

38. Advanced Analysis - Insight Analysis
How can we move our portfolio towards the optimal solution?
Recommendation: Don’t force out “Upgrade Facility Reporting System”

39. Advanced Analysis - Insight Analysis
New decisions made with the help of the Insight Analysis allow moving the final selection closer to the Efficient Frontier.
Recommendation: Don’t force out “Upgrade Facility Reporting System”

40. Decision Dashboard
The attributes selected are shown the analysis screen
The solutions you included in the analysis are shown on the right
The analysis allows you to go/hold/kill each of the projects and dynamically understand the impact on the multiple attributes selected

41. Updating the Workflow

42. Terminating Projects

43. PPM Maturity? How are projects currently selected in
your organization?
Ad Hoc or Random
Selected individually on a case by case basis
Evaluated against other projects based on financial ROI OR against other projects based on strategic goals
Evaluated against other projects based on financial ROI and strategic goals
Financial ROI, strategic goals AND optimized, given budget and resource constraints
What is your biggest PPM-related
concern?
Governance (inconsistent PPM governance processes across organization)
Monitoring (Lack of reporting/monitoring capabilities)
Consistent Valuation (Difficult to compare projects because of inconsistent valuation framework)
Alignment (Ineffective processes to align investment ideas to business strategies)
Transparency (Poor visibility and missed opportunities)

44. Roadmap to PPM Maturity in the Organization
Enterprise
PPM is optimized across the enterprise with a focus on continuous risk mitigation and value creation
Project portfolio performance and risk data is understood and can be compared at the individual, cross-LOB, and enterprise levels
Senior leadership is able to leverage PPM analysis when allocating funds to various portfolios
Ability to measure and benchmark entire portfolio lifecycle
Our Opportunity
Cross
Portfolio
PPM is adopted and used consistently across multiple organizations and portfolios
Portfolio Analysts can compare and leverage portfolio analysis information across multiple departments
Consistent measures enable cross portfolio analysis, selection, planning and management that supports predictive modeling and internal / external benchmarking
Portfolio Value = Value Potential x Ability to Realize
Project
Portfolio
Portfolio analysis is repeatable, predictable, and consistently used to evaluate and optimize project portfolio selection
Portfolio Management teams are able to understand, analyze, & recommend optimal portfolio bundles and schedules to technology and business partners
Value to Organization
Project
Inventory
Processes are defined & documented, and most projects are aligned to Business Driver
All projects are consistently captured in a project inventory
Ad hoc
No Portfolio Inventory or Process
-“Just Do It/FIFO”
-Success is random
-Poor transparency
Stages of Excellence
Basic
World-Class
Crawl Walk Run

45. Implementing a PPM Process
Gain senior management buy-in
Take a phased approach
Develop governance process
Use proven PPM tools
Develop consistent set of strategies and drivers and weight their importance
Optimize the portfolio against constraints
Continue to monitor portfolio execution and benefits realization

46. Gaining Control: Success Stories
“Portfolio Management led our Senior Executive Team to increase the 2004 IT Budget to allow additional projects to be funded based on their proven Strategic Value.”
“…there was much less skepticism about the value of the projects and a richer dialogue about IT and business strategy. …it's re-established our credibility and trust and has allowed senior officers to get engaged with IT at a much more strategic level."
“… by using the specialized tools, it allows a much higher degree of interactivity and participation.”
“It’s been extremely well received by our business partners. Some business units are even using the tools on non-technology projects. It isn’t fundamentally about cost savings. It’s about resource allocation.”
Allan Shub – VP Retail
Wachovia
Frank La Rocca – CIO
KeySpan Energy
"…we saved $5 to $10mm [out of a $50mm budget] in the first year alone on projects that would have automatically gone through before.”
Portfolio Management “helps agency heads and IT managers to have a greater awareness of all IT projects that are being worked on.“
Tom Runkle –
Dir. Enterprise Projects
State of North Carolina
Paul Bateman –
Dir. Enterprise Governance
AXA Financial

47. What could your organization do with the Efficient Frontier?
Increase EBIT by ____%
Reduce costs by ____%
Accomplish ____% more this year over last
Increase market share by ____%
Improve customer satisfaction by ____%
Reduce time-to-market by ____%
Increase shareholder value by ____%
Increase production throughput by ____%
Reduce defect rates by ____%
Increase retention by ____%
You decide!

48. Microsoft Office Project Portfolio Server

49. On-Site Executive Briefing: The Value of PPM
In this one hour briefing a Project Portfolio Management instructor from the University of Wisconsin’s Executive Education Center, will discuss how your organization can take advantage of one or more of the following benefits:
Determining appropriate project selection criteria
Connecting your business strategy to the project selection criteria
Preventing “problem projects” from making it into the pipeline
Identifying & terminating non-strategic projects
Using the Efficient Frontier to optimize your portfolio and gain real-time visibility
Determine ROI on current and future projects
Properly staging projects for the highest ROI
If you are interested in learning more about the Efficient Frontier and how it can help your organization improve project and product investments We would like to offer your organization an on-site executive briefing….
Now I would like to introduce our CEO, Tom Wescott.
For more information on PSG, or our offerings, please contact:
Tod Monchecourt 49