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Develop a Project Portfolio Management Strategy

Drive IT project throughput by throttling resource capacity.

  • As an IT leader, you oversee a project environment in which the organizational demand for new products, services, and enhancements far outweighs IT’s resource capacity to adequately deliver on everything.
  • As a result, project throughput suffers. IT starts a lot of projects, but has constant difficulties delivering the bulk of them on time, on budget, in scope, and of high quality. What’s more, many of the projects that consume IT’s time are of questionable value to the business.
  • You need a project portfolio management (PPM) strategy to help bring order to IT’s project activity. With the right PPM strategy, you can ensure that you’re driving the throughput of the best projects and maximizing stakeholder satisfaction with IT.

Our Advice

Critical Insight

  • IT leaders commonly conflate PPM and project management, falsely believing that they already have a PPM strategy via their project management playbook. While the tactical focus of project management can help ensure that individual projects are effectively planned, executed, and closed, it is no supplement for the insight into “the big picture” that a PPM strategy can provide.
  • Many organizations falter at PPM by mistaking a set of processes for a strategy. While processes are no doubt important, without an end in mind – such as that provided by a deliberate strategy – they inevitably devolve into inertia or confusion.
  • Executive layer buy-in is a critical prerequisite for the success of a PPM strategy. Without it, any efforts to reconcile supply and demand, and improve the strategic value of IT’s project activity, could be quashed by irresponsible, non-compliant stakeholders.

Impact and Result

  • Manage the portfolio as more than just the sum of its parts. Create a coherent strategy to maximize the sum of values that projects deliver as a whole – as a project portfolio, rather than a collection of individual projects.
  • Get to value early. Info-Tech’s methodology tackles one of PPM’s most pressing challenges upfront by helping you to articulate a strategy and get executive buy-in for it before you define your process goals. When senior management understands why a PPM strategy is necessary and of value to them, the path to implementation is much more stable.
  • Create PPM processes you can sustain. Translate your PPM strategy into specific, tangible near-term and long-term goals, which are realized through a suite of project portfolio management processes tailored to your organization and its culture.

Develop a Project Portfolio Management Strategy

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should develop a project portfolio management strategy, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.

1. Get executive buy-in for your PPM strategy

Choose the right PPM strategy for your organization and get executive buy-in before you start to set PPM process goals.

2. Align PPM processes to your strategic goals

Use the advice and tools in this phase to align the PPM processes that make up the infrastructure around projects with your new PPM strategy.

3. Complete your PPM strategic plan

Refine your PPM strategic plan with inputs from the previous phases by adding a cost-benefit analysis and PPM tool recommendation.


Member Testimonials

After each Info-Tech experience, we ask our members to quantify the real-time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this blueprint and what our clients have to say.

9.6/10


Overall Impact

$40,110


Average $ Saved

28


Average Days Saved

Client

Experience

Impact

$ Saved

Days Saved

Palmer College of Chiropractic

Guided Implementation

10/10

$29,130

23

Delek US

Workshop

10/10

$19,833

10

Coca-Cola Beverages Philippines, Inc

Workshop

8/10

$30,989

20

OnPoint Group, LLC

Guided Implementation

8/10

$12,395

20

Saskatchewan Polytechnic

Workshop

8/10

$16,000

100

Choice Properties Limited Partnership

Guided Implementation

10/10

N/A

N/A

Carver County, MN

Guided Implementation

10/10

$8,444

18

Pascua Yaqui Tribe

Workshop

10/10

$123K

60

Teacher Retirement System of Texas

Workshop

10/10

$61,979

47

Delek US

Guided Implementation

10/10

$37,187

20

Highlands County Clerk of Courts

Guided Implementation

10/10

$6,197

20

Henley Arch Pty Ltd ATF Heneley Arch Unti Trust

Guided Implementation

10/10

$32,542

12

Office of the Auditor General of Canada

Workshop

10/10

$60,000

20

The University Of Manchester

Guided Implementation

10/10

$51,444

10

Alabama Department of Environmental Management

Guided Implementation

10/10

N/A

10

Colorado Judicial ITS

Guided Implementation

9/10

$61,979

50

County of Marin IST

Workshop

10/10

$49,583

20

Yamana Gold

Guided Implementation

10/10

N/A

20

Washington Department of Fish and Wildlife

Workshop

9/10

$30,989

20

The University Of Manchester

Guided Implementation

10/10

N/A

55

Symcor Inc.

Guided Implementation

9/10

$10,000

5

Surgical Care Affiliates

Guided Implementation

8/10

N/A

5

County of Marin IST

Guided Implementation

10/10

$2,412

20

Canadian Utilities Ltd.

Guided Implementation

9/10

$50,000

47

Chickasaw Nation Industries

Guided Implementation

10/10

N/A

50

Southwest Gas Corporation

Guided Implementation

10/10

$603K

90

The Scotts Miracle-Gro Company

Guided Implementation

10/10

N/A

N/A

Arkansas Blue Cross Blue Shield

Guided Implementation

10/10

N/A

N/A

Ring Power Corporation

Guided Implementation

10/10

N/A

N/A

Surgi-Care, Inc.

Guided Implementation

8/10

N/A

1


Portfolio Management

Time is money; spend it wisely.
This course makes up part of the PPM & Projects Certificate.

Now Playing: Academy: Portfolio Management | Executive Brief

An active membership is required to access Info-Tech Academy
  • Course Modules: 4
  • Estimated Completion Time: 2-2.5 hours
  • Featured Analysts:
  • Barry Cousins, Sr. Research Director, Applications Practice
  • Gord Harrison, SVP of Research and Advisory

Onsite Workshop: Develop a Project Portfolio Management Strategy

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 roadmap in place to complete your project successfully.

Module 1: Get Executive Buy-In for Your PPM Strategy

The Purpose

  • Choose the right PPM strategy for your organization and ensure executive buy-in.
  • Set process goals to address PPM strategic expectations and steer the PPM strategic plan.

Key Benefits Achieved

  • A right-sized PPM strategy complete with executive buy-in for it.
  • A prioritized list of PPM process goals.

Activities

Outputs

1.1

Assess leadership mandate.

  • Choice of PPM strategy and the leadership mandate
1.2

Determine potential resource capacity.

  • Analysis of current project capacity
1.3

Create a project inventory.

  • Analysis of current project demand
1.4

Prepare to communicate your PPM strategy to key stakeholders.

  • PPM Strategic Plan – Executive Brief
1.5

Translate each strategic goal into process goals.

  • PPM strategy-aligned process goals
1.6

Set metrics and preliminary targets for PPM process goals.

  • Metrics and long-term targets for PPM process goals

Module 2: Align PPM Processes to Your Strategic Goals

The Purpose

  • Examine your current-state PPM processes and create a high-level description of the target-state process for each of the five PPM processes within Info-Tech’s PPM framework.
  • Build a sound business case for implementing the new PPM strategy by documenting roles and responsibilities for key PPM activities as well as the time costs associated with them.

Key Benefits Achieved

  • Near-term and long-term goals as well as an organizationally specific wireframe for your PPM processes.
  • Time cost assumptions for your proposed processes to ensure sustainability.

Activities

Outputs

2.1

Develop and refine the project intake, prioritization, and approval process.

  • Process capability level
2.2

Develop and refine the resource management process.

  • Current-state PPM process description
2.3

Develop and refine the portfolio reporting process.

  • Retrospective examination of the current-state PPM process
2.4

Develop and refine the project closure process

  • Action items to achieve the target states
2.5

Develop and refine the benefits realization process.

  • Time cost of the process at current and target states

Module 3: Complete Your PPM Strategic Plan

The Purpose

  • Perform a PPM tool analysis in order to determine the right tool to support your processes.
  • Estimate the total cost-in-use of managing the project portfolio, as well as the estimated benefits of an optimized PPM strategy.

Key Benefits Achieved

  • A right-sized tool selection to help support your PPM strategy.
  • A PPM strategy cost-benefit analysis.

Activities

Outputs

3.1

Right-size the PPM tools for your processes.

  • Recommendation for a PPM tool
3.2

Conduct a cost-benefit analysis of implementing the new PPM strategy.

  • Cost-benefit analysis
3.3

Define roles and responsibilities for the new processes.

  • Roles and responsibilities matrix for each PPM process
3.4

Refine and consolidate the near-term action items into a cohesive plan.

  • An implementation timeline for your PPM strategy

About Info-Tech

Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.

We produce unbiased and highly relevant research to help CIOs and IT leaders make strategic, timely, and well-informed decisions. We partner closely with IT teams to provide everything they need, from actionable tools to analyst guidance, ensuring they deliver measurable results for their organizations.

Member Rating

9.6/10
Overall Impact

$40,110
Average $ Saved

28
Average Days Saved

After each Info-Tech experience, we ask our members to quantify the real-time savings, monetary impact, and project improvements our research helped them achieve.

Read what our members are saying

What Is a Blueprint?

A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your IT problems.

Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.

Need Extra Help?
Try Our Guided Implementations

Get the help you need in this 3-phase advisory process. You'll receive 5 touchpoints with our researchers, all included in your membership.

Guided Implementation #1 - Get executive buy-in for your PPM strategy
  • Call #1 - Scoping call: discuss the current state of PPM and review strategy options.
  • Call #2 - Understand how to wireframe realistic process goals, rooted in your PPM strategic expectations, that will be sustained by the organization.

Guided Implementation #2 - Align PPM processes to your strategic goals
  • Call #1 - Examine your current-state PPM process and create a high-level description of the target-state process for each of the five PPM processes (1-2 calls per process).

Guided Implementation #3 - Complete your PPM strategic plan
  • Call #1 - Assess your PPM tool requirements to help support your processes.
  • Call #2 - Determine the costs and potential benefits of your PPM practice.

Author(s)

Travis Duncan

Contributors

  • Kiron Bondale, EPMO Senior Manager, TD Canada Trust
  • Shaun Cahill & Jim Carse, Project Manager & Director of the Project Portfolio Office, Queen's University
  • Amy Fowler Stadler, Managing Partner, Lewis & Fowler
  • Rick A. Morris, President, R2 Consulting LLC
  • Terry Ricci, PPM Practice Lead, IAG Consulting
  • Alana Ruckstuhl, IT Project Officer, Federal Economic Development Agency for Southern Ontario
  • Jay Wardle, Director of the PMO, Red Wing Shoes Co
  • Bob White, CIO, ALM Holding Company
  • Plus eight anonymous contributors
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