1. Optimizing IT Department Project Portfolio Management (Concurrency Corporation)

2. Contents Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 2

3. Background The IT Department within your organization currently faces a number of challenges related to its project portfolio management processes: Lack of governance controls in project management leads to misallocation of resources Lack of resource utilization knowledge across projects leads to resource surpluses or deficits for ongoing projects Lack of visibility into status of projects in the portfolio, which impacts future project pipeline planning Laborious process to update project status, resource utilization, and resource requirements Long project status reporting process taking 10 days of cycle time per month, leading to out-of-date reports when finalized Inability to accurately measure risk and return of projects The net result of these challenges is reduced project profitability 3

4. Engagement Participants Participant NameDepartmentRole (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) 4

5. Executive Summary (Partner Name) proposes expanding upon (Contoso’s) current Office System deployment to incorporate an optimized Project Portfolio Management system Implementing the proposed Project Portfolio Management Solution will provide (Contoso) with: Better analysis of risk/reward of current and future portfolios, allowing IT directors to optimize the value of their projects More accurate and timely project performance reports resulting in better project planning and capacity planning decisions Near real-time project status updates enable management to quickly reallocate resources across the entire project portfolio 90% decrease in labor required to prepare project status reports Reduce overall project reporting cycle time by 80% 5

6. Executive Summary 6

7. Contents Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 7

8. Current State Process Analysis Create New Projects Select Optimal Project Portfolio Plan Project Execution Manage Project Portfolio Project Portfolio Optimization Process Analysis Summary 8

9. 9 Current State Process Diagram

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11. Current State Process Diagram 11

12. Current State Process Diagram 12

13. Contents Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 13

14. Future State Process Analysis Project Portfolio Optimization Phases – Analysis Summary 14 Create New Projects Select Optimal Project Portfolio Plan Project Execution Manage Project Portfolio

15. Level Of Complexity Low High Low 5 3 35 1 Value to Business Prioritized Process Solutions 15 Create business rules for task-level project status tracking (Project Server 2010, Exchange Server 2010) Develop Executive Project Planning & Capacity Planning Dashboards (Project Server 2010, SharePoint Server 2010 with Excel Services) 1 Integrate all resource allocation, project status, and pipeline planning data into Project Server 2010 (Project Server 2010, Exchange Server 2010, SharePoint Server 2010 with Excel Services) Create resource utilization views in Project Server 2010 (Project Server 2010, SharePoint Server 2010 )

16. 16 Future State Process Diagram

17. Anticipated Benefits - Process IDProcess Phase Improvement DescriptionBenefitsTechnology Leveraged KPI Impact(s) Affected Stakeholders 1 Create New Projects Collection of project requests is standardized Governance in computing project requirements and value ensures that projects can be accurately compared with each other Reduced cost and effort manage project requests Project Server 2010 SharePoint Server 2010 with Excel Services 57% decrease in labor required 90% decrease in process cycle time. Project Stakeholders Project Mangers 2 Select Optimal Project Portfolio Entirely removes lengthy manual project portfolio selection process Projects are selected and started faster Optimal project portfolio is selected more often Improved IT responsiveness Exchange Server 2010 Project Server 2010 100% decrease in labor required 75% decrease in process cycle time. Project Managers Directors CIO 3 Plan Project Execution Clear view of resource allocation across portfolio Eliminates manual utilization tracking an email/Excel based reports Removes executive management from the decision process, freeing them for more important issues Projects are better planned and more profitable Resources are efficiently allocated across portfolio Improved IT responsiveness Project Server 2010 SharePoint Server 2010 with Excel Services 100% decrease in labor required 75% decrease in process cycle time. Project Managers 4 Manage Project Portfolio Simplified status reporting reduces errors Governance improves accuracy of status reporting Provides granular, task-level view of project status Automates resource allocation across portfolio Optimal resource allocation increases utilization and improves portfolio profitability More time available for analysis reduces risk of missing key issues Improved IT responsiveness Project Server 2010 SharePoint Server 2010 with Excel Services 50% decrease in labor required 50% decrease in process cycle time. Project Team Project Managers Directors CIO 17

18. Contents Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 18

19. Adoption & Implementation Planning Summary ID Improvement Description Resources Required Implementation Owner Additional Stakeholders Notes 1 Integrate all resource allocation, project status, and pipeline planning data into Project Server 2010 IT department resources for solution development and/or project management Project Manger volunteers for pilot testing VP of IT Project Managers Directors IT Department 2 Develop Executive Project Planning & Capacity Planning Dashboards IT department resources for solution development and/or project management Project Manger volunteers for pilot testing Executive volunteers for pilot testing VP of IT Project Managers Directors IT Department 3 Create resource utilization views in Project Server 2010 IT department resources for solution development and/or project management Project Manger volunteers for pilot testing VP of IT Project Managers Directors IT Department 4 Create business rules for task-level project status tracking IT department resources for solution development and/or project management Project Manger volunteers for pilot testing VP of IT Project Managers Directors IT Department 19

20. Potential Adoption Roadblocks 20 Stakeholder Group Anticipated Resistance to ChangeDegree to which Resistance will Limit Initiative Success Mitigation actions Technical IT DepartmentN/A Departmental Analysts Some reluctance to use new toolsMid Develop brief training document and FAQ LOB ManagersSome reluctance to use new toolsMid Develop brief training document and FAQ Departmental Manager Some reluctance to use new toolsLow Develop brief training document and FAQ Cultural IT Department Strong ownership of multiple process phases; feels that current process is “good enough” Mid Reward involvement in deployment and participation Departmental Analysts Staff may be reluctant to change current business practices Low Highlight time saving benefits of solution LOB Managers Departments have realized limited value from analytics and reporting solutions to date; concern that new solution will repeat problems of previous solutions Mid Highlight short-term and long- term process and information benefits Departmental Manager Interested in bottom line; show me the moneyMid Monitor and report on ongoing performance

21. Adoption Roadblock Mitigation Actions by Stakeholder Adoption Category IT DepartmentDepartmental AnalystsLOB ManagersDepartmental Manager Awareness Awareness generating communications via email, newsletters, manager meetings, etc., targeted to stakeholder group and concerns Value Demonstration Emphasize performance process and productivity improvements to department as well as economic cost and implementation timeline. Demonstrate improvement in productivity through quick hits and quick wins; also show overall process improvements and reduced impact on staff. Provide useful tactical training to support roll-out. Demonstrate both improvement in productivity through quick hits and quick wins; also show overall process improvements. Provide useful tactical training to support roll-out. Integration & Alignment Ensure proposed solutions/ initiatives are aligned with both with business and IT strategy and direction 21

22. Contents Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 22

23. Next Steps Review presentation and proposal with decision maker(s) and stakeholders for approval Execute work order for project Schedule kick off meeting for week of _____ and weekly status meetings Propose schedule: A) Deadlines for initial milestones, or B) Date to finalize initial milestones 23