Besides the small introduction, subscribers and consulting clients within this management domain have access to:
Engage in purposeful and effective PPM deployment planning by clearly defining what to prepare and when exactly it is time to move from planning to execution.
Provide clearer definition to specific project-related functional requirements and collect the appropriate PPM data needed for an effective PPM suite deployment facilitated by vendors/consultants.
Provide clearer definition to specific resource management functional requirements and data and create a communication and training plan.
Plan how to engage vendors/consultants by communicating functional requirements to them and evaluating changes to those requirements proposed by them.
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 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.
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.
Preparation activities will be organized and purposeful, ensuring that you do not threaten deployment success by being underprepared or waste resources by overpreparing.
1.1 Overview: Determine appropriate functional requirements to define and data to record in preparation for the deployment.
1.2 Create a timeline.
1.3 Create a charter for the PPM deployment preparation project: record lessons learned, establish metrics, etc.
PPM Suite Deployment Timeline
Charter for the PPM Suite Preparation Project Team
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.
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Avoidance of scrambling to find data at the last minute, risking importing out-of-date or irrelevant information into the new software.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.
2.1 Define project phases and categories.
2.2 Create a list of all projects in progress.
2.3 Record functional requirements for project requests, project charters, and business cases.
2.4 Create a list of all existing project requests.
2.5 Record the current project intake processes.
2.6 Define PPM dashboard and reporting requirements.
Project List (basic)
Project Request Form Requirements (basic)
Scoring/Requirements (basic)
Business Case Requirements (advanced)
Project Request List (basic)
Project Intake Workflows (advanced)
PPM Reporting Requirements (basic)
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.
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.
3.1 Create a portfolio-wide roster of project resources (and record their competencies and skills, if appropriate).
3.2 Record resource management processes and workflows.
3.3 Create a transition plan from existing PPM tools and processes to the new PPM suite.
3.4 Identify training needs and resources to be leveraged during the deployment.
3.5 Define training requirements.
3.6 Create a PPM deployment training plan.
Resource Roster and Competency Profile (basic)
User Roles and Permissions (basic)
Resource Management Workflows (advanced)
Transition Approach and Plan (basic)
Data Archiving Requirements (advanced)
List of Training Modules and Attendees (basic)
Internal Training Capabilities (advanced)
Training Milestones and Deadlines (basic)
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.
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.
4.1 Collect, review, and finalize the functional requirements.
4.2 Compile a functional requirements and data package to provide to the vendor and/or consultants.
4.3 Discuss how proposed changes to the functional requirements will be reviewed and decided.
PPM Suite Functional Requirements Documents
PPM Deployment Data Workbook