Prepare to Successfully Deploy PPM Software

Set the stage for sustainable long-term adoption of your new PPM suite through preparation and communication.

Onsite Workshop

Failing to prepare for a professional implementation engagement with your vendor or consultant can result in:

  • The PPM suite being configured/customized in a way that does not fit your organization’s specific PPM processes and needs.
  • Failing to fully utilize the vendor’s/consultant’s valuable expertise by forcing them to carry out tasks you could have prepared beforehand.
  • The perception within the organization that the new PPM suite was “forced upon them” by the vendor/consultant.

Collecting and organizing PPM data and fully defining functional requirements leads to:

  • A higher probability that the PPM suite will be sustainably adopted in the long term.
  • Establishing internal stakeholder ownership of the PPM suite before the vendor/consultant arrives.
  • Establishing buy-in from key stakeholders as early as possible.
  • Ensuring that the professional implementation engagement with the vendor/consultant is successful and a positive experience for all parties involved.

Module 1: Plan the Preparation Project

The Purpose

  • Select a preparation team and establish clear assignments and accountabilities.
  • Establish clear deliverables, milestones, and metrics to ensure it is clear when the preparation phase is complete.

Key Benefits Achieved

  • Preparation activities will be organized and purposeful, ensuring that you do not threaten deployment success by being underprepared or waste resources by overpreparing.

Activities: Outputs:
1.1 Overview: Determine appropriate functional requirements to define and data to record in preparation for the deployment.
1.2 Create a timeline.
  • PPM Suite Deployment Timeline
1.3 Create a charter for the PPM deployment preparation project: record lessons learned, establish metrics, etc.
  • Charter for the PPM Suite Preparation Project Team

Module 2: Prepare Project-Related Requirements and Deliverables

The Purpose

  • Collect and organize relevant project-related data so that you are ready to populate the new PPM suite when the vendor/consultant begins their professional implementation engagement with you.
  • Clearly define project-related functional requirements to aid in the configuration/customization of the tool.

Key Benefits Achieved

  • An up-to-date and complete record of all relevant PPM data.
  • Avoidance of scrambling to find data at the last minute, risking importing out-of-date or irrelevant information into the new software.
  • Clearly defined functional requirements that will ensure the suite is configured in a way that can be adoption in the long term.

Activities: Outputs:
2.1 Define project phases and categories.
2.2 Create a list of all projects in progress.
  • Project List (basic)
2.3 Record functional requirements for project requests, project charters, and business cases.
  • Project Request Form Requirements (basic)
  • Scoring/Requirements (basic)
  • Business Case Requirements (advanced)
2.4 Create a list of all existing project requests.
  • Project Request List (basic)
2.5 Record the current project intake processes.
  • Project Intake Workflows (advanced)
2.6 Define PPM dashboard and reporting requirements.
  • PPM Reporting Requirements (basic)

Module 3: Prepare PPM Resource Requirements and Deliverables

The Purpose

  • Collect and organize relevant resource-related data.
  • Clearly define resource-related functional requirements.
  • Create a purposeful transition, communication, and training plan for the deployment period.

Key Benefits Achieved

  • An up-to-date and complete record of all relevant PPM data that allows your vendor/consultant to get right to work at the start of the implementation engagement.
  • Improved buy-in and adoption through transition, training, and communication activities that are tailored to the actual needs of your specific organization and users.

Activities: Outputs:
3.1 Create a portfolio-wide roster of project resources (and record their competencies and skills, if appropriate).
  • Resource Roster and Competency Profile (basic)
  • User Roles and Permissions (basic)
3.2 Record resource management processes and workflows.
  • Resource Management Workflows (advanced)
3.3 Create a transition plan from existing PPM tools and processes to the new PPM suite.
  • Transition Approach and Plan (basic)
  • Data Archiving Requirements (advanced)
3.4 Identify training needs and resources to be leveraged during the deployment.
  • List of Training Modules and Attendees (basic)
3.5 Define training requirements.
  • Internal Training Capabilities (advanced)
3.6 Create a PPM deployment training plan.
  • Training Milestones and Deadlines (basic)

Module 4: Provide Preparation Materials to the Vendor and Implementation Professionals

The Purpose

  • Compile the data collected and the functional requirements defined so that they can be provided to the vendor and/or consultant before the implementation engagement.

Key Benefits Achieved

  • Deliverables that record the outputs of your preparation and can be provided to vendors/consultants before the implementation engagement.
  • Ensures that the customer is an active and equal partner during the deployment by having the customer prepare their material and initiate communication.
  • Vendors and/or consultants have a clear understanding of the customer’s needs and expectations from the beginning.

Activities: Outputs:
4.1 Collect, review, and finalize the functional requirements.
  • PPM Suite Functional Requirements Documents
4.2 Compile a functional requirements and data package to provide to the vendor and/or consultants.
  • PPM Deployment Data Workbook
4.3 Discuss how proposed changes to the functional requirements will be reviewed and decided.

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Onsite Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn’t enough, we offer low-cost onsite delivery of our Project Workshops. We take you through every phase of your project and ensure that you have a road map in place to complete your project successfully.

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