Prepare to Successfully Deploy PPM Software
Set the stage for sustainable long-term adoption of your new PPM suite through preparation and communication.
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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.
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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.
Book NowModule 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: | |
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| 1.1 | Overview: Determine appropriate functional requirements to define and data to record in preparation for the deployment. |
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| 1.2 | Create a timeline. |
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| 1.3 | Create a charter for the PPM deployment preparation project: record lessons learned, establish metrics, etc. |
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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. |
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| 2.2 | Create a list of all projects in progress. |
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| 2.3 | Record functional requirements for project requests, project charters, and business cases. |
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| 2.4 | Create a list of all existing project requests. |
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| 2.5 | Record the current project intake processes. |
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| 2.6 | Define PPM dashboard and reporting requirements. |
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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). |
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| 3.2 | Record resource management processes and workflows. |
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| 3.3 | Create a transition plan from existing PPM tools and processes to the new PPM suite. |
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| 3.4 | Identify training needs and resources to be leveraged during the deployment. |
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| 3.5 | Define training requirements. |
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| 3.6 | Create a PPM deployment training plan. |
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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. |
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| 4.2 | Compile a functional requirements and data package to provide to the vendor and/or consultants. |
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| 4.3 | Discuss how proposed changes to the functional requirements will be reviewed and decided. |
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