umt – overview ‘visionary’ in integrated it portfolio analysis applications (iipa 2013 mq)...
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Annual Planning:From Miracle to Methodology
571-238-6565
PMI Fairview Park Luncheon SeriesMarch 14, 2013
UMT – Overview
‘Visionary’ in Integrated IT Portfolio Analysis Applications (IIPA 2013 MQ)
‘Cool Vendor’ in Gartner’s Cool Vendor Report 2012
PPM Experts 25
years of experience
With over
‘Winner of Microsoft Partner of the Year’
Gartner MQ Download: http://www.umt.com/en-us/community/pressreleases.aspx
UMT – Solutions/ServicesCPIC & IT
GovernancePre-Select, Select, Control Evaluate Comprehensive EPMResource / Demand ManagementAPM & PMOPM Training
Innovation Process Management / New Product Development
Comprehensive EPMCapacity Planning / Resource ManagementPM CoE / CoP
Program / Corporate PMO
Project / Program ManagementBudget Formulation & ExecutionReporting and DashboardResource ManagementPMO Services
Process Improvement Initiatives
Portfolio Selection and ManagementProject / Program ManagementResource ManagementUFR PrioritizationPM Training
UMT ServicesEnterprise Project and Portfolio Management
Enterprise Application Portfolio Management and Analytics
Project and Portfolio Financial Management Consulting
New Product Development (NPD) Portfolio Management
Program Management Office (PMO)
UMT Product OfferingsUMT 360:
Financials
Portfolios
UMT Training InstituteMicrosoft Project and Project Management Training
Microsoft Portfolio Server Training
Project and Portfolio Management Training
Solu
tions
Off
eri
ng
s
Getting to know you… by a show of handsHow many of you are Public Sector (aka Government)
employees?
How many of you are Private Sector Employees?
How many of you are Private Sector Employees that work for Government Customers (aka Contractors)?
How many of you support the Annual Planning (aka CPIC) process?
Annual Planning Process (aka CPIC) Capital Planning and Investment Control - OMB Definition:
A process to structure budget formulation and execution, and to ensure that investments consistently support the strategic goals of the [organization]. [OMB]
* http://www.whitehouse.gov/sites/default/files/omb/memoranda/2013/m-13-14.pdf
Pre-Select Select Control Evaluate
Business Needs Portfolio Selection Portfolio Tracking & Status
Portfolio Reporting
Resource Capacity Planning
Resource Planning & Tracking
Project Scheduling
Project Tracking, & Status
Portfolio Management
Resource Management
Project Management
Benefits Realization
Budget Formulation
Financial Management
Budget Execution
Core CPIC Disciplines & Capabilities
6
Benefits Planning
Team Collaboration, Cooperation and Communication
Operational Analysis
Operational Analysis
Operational Analysis
Operational Analysis
Initiate Plan Execut
eContro
l Close
Quick Pollby a show of handsI would say that the solutions my <organization> has in place for enabling the management of the CPIC processes are:
1.Easy to use2.Easy to use but not automated3.Requiring me to do a lot of duplicative
effort and data entry4.Not easy to use and difficult to
understand5.Downright cumbersome and disjointed 6.Non-existent
The Miracle of CPIC … Pre-Select Select Control Evaluate
Initiate Plan Execut
eContro
l Close
Business or Operations team Advisory & Executive Teams
Miracle
1
n
$
Government Schedule
ContractorSchedule
Miracle
CO, PMs, CPIC Lead, Contractors
Miracle
Miracle
Reconciliation &Tracking
Miracle
Update eCPIC & IT Dashboard
Analysts, PMs, & Executives
Repeat Monthly or Quarterly
Bu
sin
ess N
eed
Revie
w
Ran
kin
g
Pri
ori
tizati
on
Hatc
het
Games
Creative Writing
Dis
trib
uti
on
#
Incomplete Investment Inventory
Difficulty in Rolling Up Data Duplicate Data Entry Data Integrity Issues
Ineffective Reporting Versioning & Audit Challenges Incomplete Business Cases Wasted Time Chasing Old Data
Integrated CPIC SolutionPre-Select Select Control Evaluate
Initiate Plan Execut
eContro
l Close
Business or Operations team Advisory & Executive Teams CO, PMs, CPIC Lead, Contractors
Update eCPIC & IT DashboardsAnalysts, PMs, & Executives
Repeat Monthly or Quarterly (as Needed)
Enterprise
Governing Workflow
Consistent
Investment
RankingCriteria
Strategic Alignment
Score
Standardized
Business Case
Capture
Portfolio Level
What-If Analysis
Budget Formulati
on
Cost, Schedule & Perf.
Risk, Issue, Decision, Action Item
Collaboration
On Demand Reporting & Operational
Analysis
Visibility,Insight & Control
IMS
• Centralized Data Store • Integrated Governance Workflow• Standardized Ranking Criteria• Portfolio Optimization Engine
• Detailed Budget Capture• Enhanced Collaboration• Visibility of Actuals/Forecast• On Demand Reporting
Solution WalkthroughAreas of Focus
1. Information Architecture
2. Concept Definition3. Business Case Build
Out4. Rollup/Drill Down
Capability 5. Portfolio Selection &
What If Analysis
Business Needs Flexibility
Ease of Use:Simple to use
familiar SharePoint interface
Targeted Content:
Centralized reminders and
tasks
Information Accessibility
Visibility:Single click
access to a list of your
organizations data
Enterprise Types1
2
3
Governance
Collaboration
Standardization
Enterprise Process Types
Configurability:
Set up the solution to
collect data in standard formats
Investment Overview
Investment with related
metadata and governance workflow
Investment Metadata Examples
Investment Relationships
One picture of an Investment
and all components from inception to close
out
Program/Project Process & Data
Portfolio Analytics
Establish a repeatable process for what-if
analysis … start with a name and some
constraints
Reviewing the Rankings
Investment Review Boards can review the
portfolio scoring against business drivers in one
place Provides sanity check on scoring criteria and
the scoring itself
Prioritize Project List
1
n
Governed processes suggest the prioritize list of investments,
objectively
Baseline Scenario
Constraint : 38MProject Count : 13Strategic Value : 100%
~10% Cut from 38M to 34M
What If Scenario Planning
Constraint : 34MProject Count : 11Strategic Value : 88.68%
~20% Cut from 38M to 30M
Optimization of the Portfolio occurs here as we move two items in and move one larger item out of the
portfolio.
Constraint : 30MProject Count : 12Strategic Value : 82.56%
~20% Cut with Force In
As we force items in the portfolio things have to drop out to
make room.
Constraint : 30MProject Count : 9Strategic Value : 78.68%Force In: FHA Transformation
Scenario Comparison Report
A single view to present and review all
the portfolio scenarios at one time.
Formulation Using Selected Portfolio More granular
reporting of Budget request
Visibility in to where the money is going
Solution WalkthroughAreas of Focus
1. Information Architecture
2. Concept Definition3. Business Case Build
Out4. Rollup/Drill Down
Capability 5. Portfolio Selection &
What If Analysis
Tips for More Successful Annual Planning
Pre-Select Select Control EvaluateInitiat
e Plan Execute
Control Close
Enterprise
Governing Workflow
Consistent
Investment
RankingCriteria
Strategic Alignment
Score
Standardized
Business Case
Capture
Portfolio Level
What-If Analysis
Budget Formulati
on
Cost, Schedule & Perf.
Risk, Issue, Decision,
Action Collaborati
on
On Demand Reporting & Operational
Analysis
Visibility,Insight & Control
IMS
• Centralize Your Data• Establish a Governance
Process• Harmonize Ranking Criteria• Automate What You Can to
Promote a Repeatable Process
• Financials Matter So Push for More Detail & Better Estimates
• Promote Collaboration & Reward Transparency
Thank You! – Q&A
http://pages.umt.com/FedEPPM
(First Come First Serve, Limited Space & PDUs Are Available)