Project Portfolio Management (PPM) is the centralized management of the processes, methods, and technologies used by project managers and project management office (PMO) to analyze and collectively manage current or proposed projects based on numerous key characteristics. The objectives of PPM are to determine the optimal resource mix for delivery and to schedule activities to best achieve an organization’s operational and financial goals, while honouring constraints imposed by customers, strategic objectives, or external real-world factors.

PPM is essentially a higher-up step in the value chain of managing projects on a greater scale, wherein projects are grouped into portfolios and current, new projects are analyzed for better alignment with organization’s goals. This analysis further is used to prioritize right projects and project activities, monitor progress of projects and support project managers.

PPM Tool objectives:

  • Online collaboration- currently used project management tools (MS Project etc.) don’t allow team collaboration and lacking ‘Social UI’. We recognize the importance of online tool/forum where the projects can simply go through the intake process, be reviewed, assigned and traced in their workflow as well as  a capability to produce timely reports and real-time analysis.
  • Efficiency- steering away from presently used error prone dashboard and manual process based on Microsoft One-Note. We are looking  for self-service, online hub where all managers (Directors, Line Managers, Project Managers) regularly report on the milestones and overall health of the project.
  • Transparency & visibility- Projects and Portfolio in ONE place. Ability to identify all projects in the pipeline, rolling status, executive dashboards.

Team Dynamix was selected as PPM tool based on the above objectives and the following characteristics:

  • Accommodates project portfolio management at the enterprise level
  • Offers user-friendly interfaces and functionality
  • Provides robust reporting and analytics
  • Higher Education adoption, community which shares best practices
  • Competitive cost

 

Targeted Audience

Initially, the PPM tool will be used by the following:

  • University community of stakeholders (for project requests)
  • ITS Directors
  • ITS Managers and Team Leads
  • PMO Project Managers

Over time, we expect to on-board many other team members on to the tool.

Scope

  1. Periodic project updates across the ITS Portfolio
    • All major projects are tracked. Major projects are Strategic and Tactical projects (see Classification of Projects).
    • Updates are posted for each project. These updates are fairly lightweight in nature and meant to reflect the general health and status of each project.
    • Updates are posted by a responsible person, determined as below:
      • Project Manager- if a formal PM role is assigned to an individual
      • ITS Manager- in the absence of a PM, the project is being managed by this individual
      • Project Lead- in the absence of an assigned ITS Manager, when an individual has been designated as a lead for the project. Typical of projects which cross ITS units
      • ITS Director- when none of the above roles are clearly defined
  2.  Project intake process
    • All new project requests are recorded as early as possible in the project lifecycle. This can be done as follows:
      • Stakeholder submits a project request online via a request form
      • ITS Director or Manager submits a project request on behalf of stakeholders
    • New Project requests are reviewed by ITS Leadership. This may result in the request becoming a formal Project, which is to be executed based on funding, priorities and resource availability
  3.  Project Management of selected projects
    1. Out-of-scope: Detailed task and development management is carried out in currently established tools like Jira, and not within the PPM tool
    2. PPM tool is used to report a roll-up of detailed tasks, milestones, sprints and release. Also key PM aspects, like Risk, Budget, Business Case, etc are managed within the PPM tool

Lifecycle of Existing Projects in TD

PMO will move all existing projects from One-Note to TD with the following Project Lifecycle established:

Lifecycle of New Projects in TD

Any new project request in the future will go through 3 distinct stages in its Lifecycle-Request, Review and Project.

Request– PMO will assist the departments in creating request forms. These forms can be placed on the Service Catalog, and on departmental webpages
Review– Appropriate ITS Director will review each project request, collaborate with others to decide if the Project Request will become an actual
Project – This stage involves the actual lifecycle of a project which is to be initiated, executed and delivered