Leadership, Strategic IQ, and Organizational Health Tim Washington November 2013 An Overview of Project Portfolio Management
Overview of project portfolio management
May 06, 2015
Project portfolio management is very much a multi-faceted management discipline. Portfolio management directly impacts strategic execution resulting in greater benefit to the organization and its customers. At the same time portfolio management focuses on increasing project value, often measured financially, by selecting the best projects with the right balance of risk. Portfolio management also provides much needed organizational infrastructure to enable the organization to launch more successful projects. At the same time, portfolio management is very much about people, the senior managers who make decisions, the project managers who provide key data, resource managers who play an integral role in resource allocation, and team members who participate on project teams and possess a variety of skills that can be utilized in multiple ways. Finally, the nuts and bolts of portfolio management centers around data—strategic data, financial data, resource data, schedule data, and performance data to name a few.
Based on the information above, project portfolio management can be broken down into four basic components: selecting the right projects, optimizing the portfolio, protecting the portfolio’s value, and improving portfolio processes. In order to implement portfolio management, we must understand PPM with these four components in view.
1) Select the Right Projects—selected projects must align with the business strategy and meet other important criteria. This results in the portfolio containing a higher percentage of winning projects.
2) Optimize Portfolio Value—all the steps necessary to construct an optimal portfolio given current limitations and constraints.
3) Protect Portfolio Value—during the execution of an optimized portfolio, the aggregate project benefits (portfolio value) must be protected. This occurs by monitoring projects, assessing portfolio health, and managing portfolio risk.
4) Deliver Portfolio Value—Ensure that portfolio value is delivered by comparing expected benefits with actual benefits. Drive PPM maturity which translates into a greater realization of the benefits of project portfolio management.
One of the primary goals of portfolio management is to execute strategy. There is an important distinction between strategy creation and strategic execution. Possessing a strategy (and spending the energy to create one) is meaningless if the organization cannot accomplish the strategic goals. Although many people acknowledge that strategic projects are vehicles for a accomplishing a strategy, senior leadership needs to make the right project decisions at the right time to advance the goals of the company. Hence, making smarter and better decisions is a precursor for solid strategic execution. In order to make smarter and better decisions, the right data needs to be available at the right time.
Based on the information above, project portfolio management can be broken down into four basic components: selecting the right projects, optimizing the portfolio, protecting the portfolio’s value, and improving portfolio processes. In order to implement portfolio management, we must understand PPM with these four components in view.
1) Select the Right Projects—selected projects must align with the business strategy and meet other important criteria. This results in the portfolio containing a higher percentage of winning projects.
2) Optimize Portfolio Value—all the steps necessary to construct an optimal portfolio given current limitations and constraints.
3) Protect Portfolio Value—during the execution of an optimized portfolio, the aggregate project benefits (portfolio value) must be protected. This occurs by monitoring projects, assessing portfolio health, and managing portfolio risk.
4) Deliver Portfolio Value—Ensure that portfolio value is delivered by comparing expected benefits with actual benefits. Drive PPM maturity which translates into a greater realization of the benefits of project portfolio management.
One of the primary goals of portfolio management is to execute strategy. There is an important distinction between strategy creation and strategic execution. Possessing a strategy (and spending the energy to create one) is meaningless if the organization cannot accomplish the strategic goals. Although many people acknowledge that strategic projects are vehicles for a accomplishing a strategy, senior leadership needs to make the right project decisions at the right time to advance the goals of the company. Hence, making smarter and better decisions is a precursor for solid strategic execution. In order to make smarter and better decisions, the right data needs to be available at the right time.
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Leadership, Strategic IQ, and Organizational Health
Tim WashingtonNovember 2013
An Overview of Project Portfolio Management
Overview of Project Portfolio Management
Project portfolio management is a combination of various management disciplines:
%Management Disciplines
General management
Business management
Project and program management
Overview of Project Portfolio Management
Project portfolio management (PPM) is a
senior leadership discipline that drives
strategic execution and maximizes
business value delivery through the
selection, optimization, and oversight of
project investments which align to business
goals and strategies.
PMI Quote
Paradigm Shift #1: Projects are an important vehicle for executing strategy
Overview of Project Portfolio Management
“Portfolio management is the strategy-based, prioritized set
of all projects and programs in an organization reconciled
to the resources available to accomplish them.”
Stanford Quote
Paradigm Shift #2: The single project view to a total portfolio view.
Overview of Project Portfolio Management
“[PPM is about] managing [the] composite
groups of projects with the same rigor,
balance, executive leadership, and decision-
making involvement as the company’s
financial portfolio. Portfolio
Management is an ongoing process that
includes decision-making, prioritization,
review, realignment, and reprioritization.”
Financial Portfolio Quote
Paradigm Shift #3: Projects are investments!
Overview of Project Portfolio Management
The Purpose of Portfolio Management
• Execute Strategy
• Deliver Business Value
• Enhance Decision Making
• Manage Organizational Change
Overview of Project Portfolio Management
At the highest level, Project Portfolio Management has four basic components:
All the steps necessary to construct an optimal portfolio given current limitations and
constraints
Ensure value is delivered by comparing expected benefits
with actual benefits; drive PPM maturity
Selected projects must align with the business strategy and meet other important criteria
OptimizePortfolio Value
Project benefits must be protected in order to deliver
maximum portfolio value
ProtectPortfolio Value
DeliverPortfolio Value
The Goal: Maximize value
delivered to customers and stakeholders
Select the Right Projects
Overview of Project Portfolio Management
Deliver Portfolio Value
Optimize Portfolio Value
Select the Right Projects
Protect Portfolio Value
Prioritization
Portfolio Balancing
Project Sequencing
Capacity Planning
Portfolio Analysis
Project Monitoring
Portfolio Risk Mgt
Benefits Realization
Lessons Learned
Improve Portfolio Maturity
Efficient Frontier
Portfolio Planning
Portfolio Selection
Ideation
Work In-take
Decision Gates
Opportunity Mgt
Overview of Project Portfolio Management
Project Parking Lot
IDEATION/OPPORTUNITY MGT
WORK IN-TAKE
1 2 3
STAGE-GATE
Employees
Management
Deliver Portfolio Value
Optimize Portfolio Value
Select the Right Projects
Protect Portfolio Value
Overview of Project Portfolio Management
Training Quality
Q1 Q2 Q4Q3
Project H
Prj I
Project J
Project K
Project L
Project M
Project N
Project O
Project P
Project AProject B Project E
Project C Project F Prj G
Project Q
Standardize Training and Development
Q1
Project D
Resource Utilization
Deliver Portfolio Value
Optimize Portfolio Value
Select the Right Projects
Protect Portfolio Value
Overview of Project Portfolio Management
Q1 Q2 Q4Q3
Project H
Pr I
Project J
Project K
Project L
Project N
Project P
Project AProject B Project E
Project F Prj G
Project O
Q1
Project D
Resource Utilization
Standardize Training and Development
Training Quality
Sequencing based on:• Priorities• Dependencies• Resource
Capacity
Deliver Portfolio Value
Optimize Portfolio Value
Select the Right Projects
Protect Portfolio Value
Overview of Project Portfolio Management
Deliver Portfolio Value
Optimize Portfolio Value
Select the Right Projects
Protect Portfolio Value
Overview of Project Portfolio Management
Drive the ship
The goal is to deliver maximum business value
“All efforts should now be put into safeguarding the value of the portfolio.”
Therefore….
In a turbulent project environment, it is critical for the management team to drive future portfolio actions based on current project results
Deliver Portfolio Value
Optimize Portfolio Value
Select the Right Projects
Protect Portfolio Value
Overview of Project Portfolio Management
Current State
Future State(expected benefit)
Actual Benefit Benefit Gap
1. What future state benefits are we expecting? (business case)
2. What benefits have we realized? (benefits tracking)
3. How do we ensure we realize full benefits on future projects? (lessons learned)
Benefits realization becomes important if we want to close the gap!
Deliver Portfolio Value
Optimize Portfolio Value
Select the Right Projects
Protect Portfolio Value
Overview of Project Portfolio Management
Art Science
Successful portfolio management is a combination of art and science
Overview of Project Portfolio Management
Governance Process
DataLeadership
Strategic Execution
Better Decision Making
Art Science
Overview of Project Portfolio Management
What Kind of Governance Do You Need?
PPM is only bureaucratic if you have the wrong infrastructure
Overview of Project Portfolio Management
You need portfolio management when…
Your Project Managers feel like this
Employees react to organizational goals like this
Your organization acts like this
Overview of Project Portfolio Management
Contact Information
@ppmexecution
http://www.linkedin.com/in/timawashington
Name: Tim WashingtonEmail: [email protected]
www.ppmexecution.com
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