Latest Research

Prepare to Successfully Deploy PPM Software

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

Book This 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.

Book Your Workshop

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 Now

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.
Visit our IT Cost Optimization Center
Over 100 analysts waiting to take your call right now: 1-519-432-3550 x2019