Select and Implement an IT PPM Solution
- The number of IT project resources and the quantity of IT projects and tasks can no longer be recorded, prioritized, and tracked using non-commercial project portfolio management (PPM) solutions.
- Your organization has attained a moderate level of PPM maturity.
- You have sufficient financial and technical resources to purchase a commercial PPM solution.
- There is a wide variety of commercial PPM solutions; different kinds of PPM solutions are more appropriate for organizations of a certain size and a certain PPM maturity level than others.
Our Advice
Critical Insight
- Implementations of PPM solutions are often unsuccessful resulting in wasted time and resources; failing to achieve sustainable adoption of the tool is a widespread pain point.
- The costs of PPM solutions do not end after the implementation and subscription invoices are paid. Have realistic expectations about the time required to use and maintain PPM solutions to ensure success.
- PPM solutions help PMOs serve the organization’s core decision makers. Success depends on improved service to these stakeholders.
Impact and Result
- Using Info-Tech’s Vendor Landscape and PPM solution use cases, you will be able to make sense of the diversity of PPM solutions available in today’s market and choose the most appropriate solution for your organization’s size and level of PPM maturity.
- Info-Tech’s blueprint for a PPM solution selection and implementation project will provide you with a variety of tools and templates.
- A carefully planned out and executed selection and implementation process will help ensure your organization can maximize the value of your project portfolio and will allow the PMO to improve portfolio stakeholder satisfaction.
Select and Implement an IT PPM Solution Research & Tools
Start here – read the Executive Brief
Read our concise Executive Brief to find out why you should implement a commercial PPM solution, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.Besides the small introduction, subscribers and consulting clients within this management domain have access to:
- Select and Implement an IT PPM Solution – Phases 1-3
1. Launch the PPM solution project and collect requirements
Create a PPM solution selection and implementation project charter and gather your organizations business and technical requirements.
- Select and Implement a PPM Solution – Phase 1: Launch the PPM Solution Project and Collect Requirements
- PPM Solution Project Charter Template
- PPM Implementation Work Breakdown Structure
- PPM Solution Requirements Gathering Tool
- PPM Solution Cost-of-Use Estimation Tool
- PPM Solution RFP Template
- PPM Solution Success Metrics Workbook
- PPM Solution Use-Case Fit Assessment Tool
2. Select a PPM solution
Select the most appropriate PPM solution for your organization by using Info-Tech’s PPM solution Vendor Landscape and use cases to help you create a vendor shortlist, produce an RFP, and establish evaluation criteria for ranking your shortlisted solutions.
- Select and Implement a PPM Solution – Phase 2: Select a PPM Solution
- PPM Vendor Shortlist & Detailed Feature Analysis Tool
- PPM Solution Vendor Response Template
- PPM Solution Evaluation & RFP Scoring Tool
- PPM Solution Vendor Demo Script
3. Plan the PPM solution implementation
Plan a PPM solution implementation that will result in long-term sustainable adoption of the tool and that will allow the PMO to meet the needs of core project portfolio stakeholders.
- Select and Implement a PPM Solution – Phase 3: Plan the PPM Solution Implementation
Workshop: Select and Implement an IT PPM Solution
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.
1 Launch the PPM Solution Project and Gather Requirements
The Purpose
Create a PPM solution selection and implementation project charter.
Gather the business and technical requirements for the PPM solution.
Establish clear and measurable success criteria for your PPM solution project.
Key Benefits Achieved
Comprehensive project plan
Comprehensive and organized record of the various PPM solution requirements
A record of PPM solution project goals and criteria that can be used in the future to establish the success of the project
Activities
1.1 Brainstorm, refine, and prioritize your PPM solution needs
1.2 Stakeholder identification exercise
1.3 Project charter work session
1.4 Requirements gathering work session
1.5 PPM solution success metrics workbook session
Outputs
High-level outline of PPM solution requirements
Stakeholder consultation plan
A draft project charter and action plan to fill in project charter gaps
A draft requirements workbook and action plan to fill in requirement gathering gaps
A PPM project success metrics workbook that can be used during and after the project
2 Select a PPM Solution
The Purpose
Identify the PPM solutions that are most appropriate for your organization’s size and level of PPM maturity.
Create a PPM solution and vendor shortlist.
Create a request for proposal (RFP).
Create a PPM solution scoring and evaluation tool.
Key Benefits Achieved
Knowledge of the PPM solution market and the various features available
An informed shortlist of PPM vendors
An organized and focused method for evaluating the often long and complex responses to the RFP that vendors provide
The groundwork for an informed and defensible selection of a PPM solution for your organization
Activities
2.1 Assess the size of your organization and the level of PPM maturity to select the most appropriate use case
2.2 PPM solution requirements and criteria ranking activity
2.3 An RFP working session
2.4 Build an RFP evaluation tool
Outputs
Identification of the most appropriate use case in Info-Tech’s Vendor Landscape
A refined and organized list of the core features that will be included in the RFP
A draft RFP with an action plan to fill in any RFP gaps
An Excel tool that can be used to compare and evaluate vendors’ responses to the RFP
3 Prepare for the PPM Solution Implementation
The Purpose
To think ahead to the eventual implementation of the solution that will occur once the selection phase is completed
Key Benefits Achieved
An understanding of key insights and steps that will help avoid mistakes resulting in poor adoption or PPM solutions that end up producing little tangible value
Activities
3.1 Outline high-level implementation stages
3.2 Organizational change management strategy session
3.3 A PPM project success metrics planning session
Outputs
High-level implementation tasks and milestones
A RACI chart for core implementation tasks
A high-level PPM solution implementation organizational change management strategy
A RACI chart for core organizational change management tasks related to the PPM solution implementation
A PPM project success metrics schedule and plan