AdrianCoull

ImplementationofanEnterpriseProjectandPortfolioManagement(EPPM)tool:challenges

andbenefits

Agenda

|©Elopak Group2

Context Goals

Implementation Benefits&verdict

|©Elopak May20163

Projectcontext

|©Elopak Group4

Multiplesites

Multiplesystems

Multiplestandards

Multiplebusinessareas

Projectgoals

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ITProjectITProjectITProjectITProjectITProjectsBusinessprojects

•Deliverprojectontime,onbudget,atknownquality,withreduced risksandadequateresources

Projectlevel

•Improvedprojectprioritization,budgetingaccuracyandgovernance

Portfoliolevel

Projectinitialscope

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Longlistoffunctionalrequirements

Demandmanagement,finance,scheduling,resourcemanagement,workmanagement,quality,reporting,etc.

Agreementon3focusareasinphase1:• Resourcemanagement• Projectstatusreporting• Demandmanagement

Projectsetup

Organization• ProjectownedbyCorporateIT• BusinessstakeholdersrepresentedbymainPMOs• Solutionimplementationpartner:Intersoft AS

Guidingprinciples• Providevaluequickly• Keeptotheexistingstandardsandprocesses• Outoftheboxfunctionalitiesasmuchaspossible• Startsmallandaddfunctionalitiesprogressively

|©Elopak Group7

Projectimplementation:toolchoice

Systemchoice– whyMicrosoftProjectOnline?• Provenactor(GartnerMagicquadrant)• Familiarsystemtomanyusers(MSProject)• FitsourITlandscape• Fitsourphilosophy:selectedoutsourcing• Quicksetupasproofofconcept/pilot• Scaleupanddownasrequired• Possibilitytoswitchtoonpremise• Latestandgreatestfeaturesavailableimmediately*

|©Elopak Group8

*Delayedimplementation possible(ex:9months for«Resourceengagement») - Reviewimpactwithsubjectmatterexperts

Projecttimeline

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2012 2013 2014 2015 2016

Phase 2start

PilotIT

Largeproject

POC

Golive

Rolloutextended

Evaluation/preparation

Pilotbusiness

Projectexperience

|©Elopak Group10

Challenges:Newwaysofworkingandresistancetochange

Focusonquickwins• GetthenewlydefinedprojectKPIsveryvisible• Agileapproachtorequirements:businessusedsandbox

environmenttotestallfunctionalitieswitheasyimplementationinproduction

• Getthebigproject(s)onboardwithextendedsupport

Involvebusinesschampions(PMOs)• Promotesystemandremoveobstacles

Don’tunderestimatethetraining• It’snot«clickandplay»forPMO/ProjectManagers• Resourcecapacitymanagementrequiresenforcementof

standards• Companyspecificguidelinesareessential– «MSproject

fordummies»isnotenough

Projectexperience

|©Elopak Group11

FACT:Nobodylikestimesheeting

Challenges:Newwaysofworkingandresistancetochange

• Workrecognition• Workloadundercontrol

• Projectcustomreports• Enterprisesocialnetwork

Projectexperience:guidingprinciplesvsreality

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Defineprocessesbeforetools

Outofthebox Customconfigurationanddevelopment

?

Definetoolsbeforeprocesses

?

Projectexperience:cloudservices

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SupportonMSProjectOnline• Veryskilled3rdlevelsupport• Casedescriptionandcriticalityisessential• Involvementof3rdpartytoqualifyissueswasimportant

SafeharbornolongervalidØ RequirementtolookatEUdatamodel

clausesØ Dataprotectionofficeshouldbepart

oftheprojecttofacilitatethesediscussions

Goalsandoverallbenefits

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3focusareasforphase1:• Resourcemanagement• Projectstatusreporting• Demandmanagement

• Bettercollaboration• Improvedportfolioand

pipelineoverview• Standardwayof

measuringprojects

• Simplifiedsystemoperation

• Factbaseddiscussionsoncapacityplanning

• Improvedcross-departmentfinancerecharge

Userbenefitsandpotentialimprovements

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Users AdministratorPMO

Verystable,alwayson

(Quite) simplemanagement– no«SQLguru» needed

ProjectOnlinelimitssomeconfigurationandaccesstologs

FullEPPMwithextensivecapacity

Microsoft lookandfeelandappsdevelopment

Timesheeting workswellbutcouldbe

simplified

Consolidatedportfoliomanagement&KPIs

Thetoolpushes forstandardization

Managementofnon-projectworkcouldbe

improved

Phase2scope

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Improvedreporting

Fullcapacitymanagement

Sowhatistheverdict?

|©Elopak Group17

CouldIchooseMSProjectOnlineagain?

WouldIdosomethingsdifferently?

Moreleverageofbusinesschampions

Fasterendorsementofcustomization

Focusearlieroncapacitymanagement

Fasterandmoreagiledeployment

Thankyouforyourattention