Portfolio Management

Establish discipline and visibility around IT's investments and contribution to business goals


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Your Challenge

  • Inadequate or conflicted staffing assignments
  • Underestimation of future project/resource requirements
  • Non-standardized expectations around IT resources
  • Improper allocation of IT funding in the annual cycle

Onsite Workshop

Our Portfolio Management Research is designed to enable you to make yourself World Class. We do this by:

  • Breaking down Portfolio Management into digestible steps
  • Providing actionable instructions to complete each step
  • Provide all the strategy tools and templates you need

We recommend that you do all the modules to start building your Portfolio Management Program.

Module 1: Improve the Transparency of the IT Portfolio

The Purpose

  • Understand the business case behind Portfolio Management.
  • Identify which categorizations make your IT portfolio easier to understand.
  • Understand how your IT portfolio is aligned with different departments, regions, strategic goals, etc.

Key Benefits Achieved

  • Identify sub-optimal alignment with strategic goals, operational goals, department goals, etc.
  • Improve the alignment with key tangible and intangible benefits.

Activities: Outputs:
1.1 Getting Started
  • Tailored workshop agenda and calendar
1.2 Review Portfolio Strategy and Methodology
  • Project Categorizations
1.3 Visualize IT's Current Portfolio
  • Categorized breakdown of Portfolio

Included Resources

Word icon 30x30 SOP Template
Excel icon 30x30 Portfolio Organizer
Powerpoint icon 30x30 Improve the Transparency of the IT Portfolio

Module 2: Improve IT Portfolio Impact and Alignment

The Purpose

  • Understand the contrast between current and target IT funding allocations.
  • Identify which strategic goals, operational goals, or departments need more funding.
  • Learn how to communicate the required changes to key stakeholders.

Key Benefits Achieved

  • Identify specific areas that are under funded and over funded, along with any net funding shortfall.
  • Communicate the data-driven analysis and recommendations to decision makers.

Activities: Outputs:
2.1 Analyze Current vs. Target Portfolio
  • Target vs. Actual Visualizations
2.2 Close the Gaps
  • Change Recommendations

Included Resources

Powerpoint icon 30x30 Improve IT Portfolio Impact and Alignment

Module 3: Optimize the Project Intake and Approvals Process

The Purpose

  • Identify the most effective way to receive new IT funding requests in your organization.
  • Understand why formalized business cases can streamline the intake process.
  • Learn how to assess and compare IT funding requests.
  • Learn how to formalize the approvals process.

Key Benefits Achieved

  • Clarify and simplify the project intake process for business units.
  • Streamline the entire intake process for efficiency, consistency, and visibility.
  • Assess the viability of IT funding requests based on their own merits and the overall level of available funding.

Activities: Outputs:
3.1 Formalize the Project Intake Process
  • Documented Intake Process
3.2 Right-size the Business Case process, template
  • Business Case Template
3.3 Define the Business Case assessment process
  • IT Business Case scorecard
3.4 Formalize Project Approvals
  • Documented approvals process

Included Resources

Word icon 30x30 Comprehensive Business Case Template
Word icon 30x30 Fast Track Business Case Template
Powerpoint icon 30x30 Optimize the Project Intake and Approvals Process

Module 4: Monitor Portfolio Performance & Stakeholder Satisfaction

The Purpose

  • Identify key process and communication issues as described by stakeholders.
  • Learn how to simplify the process of tracking portfolio progress.
  • Understand how to best communicate the need for policy and process changes.

Key Benefits Achieved

  • Demonstrate any needed changes based on input from stakeholders.
  • Assign and refine the portfolio tracking process to ensure visibility.
  • Prepare stakeholders for the process and policy changes resulting from the workshop.

Activities: Outputs:
4.1 Interview Stakeholders
  • Detailed interview findings
4.2 Measure and Track the Portfolio
  • Policy and Procedure for reporting
4.3 Communicate to Stakeholders
  • Stakeholder Communication Plan

Included Resources

Powerpoint icon 30x30 Change Communication Plan Template
Powerpoint icon 30x30 Monitor Portfolio Performance & Stakeholder Satisfaction

Module 5: Review SOP and Debrief

The Purpose

  • Understand the outcomes of the workshop.
  • Understand the remaining requirements requiring follow-up.

Key Benefits Achieved

  • Communicate the findings and decisions from the workshop to key stakeholders.
  • Forecast the remaining follow-up items and schedule key touch points for monitoring the success of the program.

Activities: Outputs:
5.1 Review Final SOP
  • Finalized SOP
5.2 Conduct Workshop Debrief
  • List of outstanding requirements

Included Resources

Powerpoint icon 30x30 Review SOP and Debrief

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Case Studies and Deliverables

Portfolio Management Case Study for Mid-Sized Education Organization

A leading University making the transition toward becoming a Research Institution had a consistent record of growth which created a supply and demand imbalance between their resources and outputs. This imbalance was exacerbated by flat budgets for IT, which were expected to continue for the foreseeable future. IT needed to take a new approach to mitigate these issues.

Portfolio Management SOP for Retail Company

Fueled by growth, IT faced some large strategic issues and did not have the time to spend on operational initiatives. The organization needed to build a process that looked at the overall portfolio that took both strategic and operational projects into account.

Portfolio Management Case Study of Mid-Sized Credit Union

The IT spending of a medium-sized credit union with 20 IT staff was inversely proportional to the strategic priorities of the company at large. Aligning spending with strategic goals, and getting the right IT skills and change and project management processes to deliver on alignment, was required to mitigate the pain. The credit union engaged Info-Tech to help them reprioritize its IT project portfolio and assess the supporting processes and skills required as a starting point to better business alignment.

Portfolio Management Case Study of a Large Museum

The Board of Directors and Chief Curator at a well-respected museum on the US east coast saw the need for IT to develop better Project oversight. As each new museum exhibit involved some IT capability, IT had to better manage its resources to supply both new (even last-minute) functionality as well as make progress against legacy maintenance issues. A new PMO director was hired just two weeks before Info-Tech arrived on-site, the workshop being timed to help the new PMO director launch the PPM function. In just one week, Info-Tech helped the museum move its IT PPM process and tool creation forward a “light year.”

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Search Code: 58872
Published: June 28, 2013
Last Revised: June 29, 2013

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