The decision to implement a Microsoft Enterprise Project Portfolio Management (PPM) solution— whether it be Project Online (cloud-hosted) or Project Server (on-premises)—is a momentous opportunity for a project-driven organization. If done correctly, it can be a professionally rewarding experience with a lasting beneficial impact that could one day become an institutional legacy for its original sponsors. However, it is not a light undertaking to implement Microsoft PPM and there are several success factors that must be given serious attention up-front. If these factors are ignored or handled in a superficial manner, the deployment may be terminally imperiled before it has even gotten underway.
Phase-In Functionality and Keep It as Simple as Possible. A big mistake is to try and do everything all at once. The most effective Microsoft PPM implementations are those that phase-in functionality and components. Always start with the most basic and important things first. For instance, focus first on getting all projects in the organization visible in the Project Center, then you can concentrate on having all tasks properly assigned to individuals, finally you can perfect your efforts by providing proper estimates of effort so you can accurately gauge utilization and capacity across the enterprise.
A Prescriptive Approach Might Be the Right First Step. Rather than diving in headfirst with a full custom configuration, it may make better sense to test the waters with a more prescriptive approach. A prescriptive approach is one that is more turnkey and can be implemented more economically with a best practices design. It allows an organization to fast-track its approach by trying out a Microsoft PPM system that has mostly been pre-fabricated to industry standards with curated customizations to make it easier to get started. This is usually the right choice for organizations that are newer to project portfolio management. Project Online FasTrack™ provides this guided way of getting started in Microsoft PPM more quickly and cost effectively than a full custom implementation.
Make Sure There Is Something for Everyone. When implementing Microsoft PPM, it is easy to become too focused on the needs of only a small group of people affected by the system—typically the higher-ups and mid-levels in the organization. It is important to remember that there must be something for everyone so the project will be successful in all aspects. For example, certain team members may feel that the system is being implemented only for senior managers to monitor and track time. You might need to explore the “pain points” that these team members are experiencing and highlight how the system can alleviate some of those problems. This is related to buy-in which is discussed next.
Plan for a Realistic Schedule for A Full Custom Implementation. By the time they are ready for Microsoft PPM, most organizations feel they needed it up and running “yesterday.” This usually results in a big push to have the entire system implemented in an unrealistic time frame. Truth be told, the average organization will probably require anywhere from 6 to 12 months to get a customize system in place and be actively piloting all its functionality with a selected user group. While this is just a ballpark estimate, time frames can shift depending on size, complexity, and business requirements.
Treat the Implementation as a Project. Deploying Microsoft PPM to an organization is a project in itself. While it is a commercially available product, the devil is in the details of the comprehensive configuration. Quite frankly, there are more options and controls than found in the cockpit of a Boeing 747 and this doesn’t even include all the customizations and additional business intelligence that most organizations wish to get from it. A typical PPM implementation has the following project life cycle: (1) Discovery and Requirements Gathering, (2) Configuration and Customization, (3) Stringent Testing of Functionality, (4) End-User Training, (5) Pilot and User Acceptance Testing (UAT), and (6) Roll-Out to the Organization At-Large.
Gather Detailed Requirements the Right Way. Proper discovery and requirements gathering upfront is akin to an “architectural blueprint” for the design and configuration of an effective Microsoft PPM solution that is tailored to meet an organization’s needs. Many Microsoft PPM solution providers are equipped with robust tools for extracting the comprehensive set of information required. Solution providers can offer a fast-tracked/turnkey approach that is more prescriptive in nature, or a full custom configuration which is more like a partnership. The latter will require the organization to be more involved. With either option, the best practices in project portfolio management should always be incorporated into the design.
Buy-In at All Levels. Getting full organizational “buy-in” as early as possible in the process is a key factor for success and momentum moving forward. Enterprise solutions like Microsoft PPM bring about change in the way things get done. Resistance to change is usually expected. Buy-in should occur at all levels. Higher level executives, decision makers, and stakeholders play an important role in the adoption of the new system by providing strategic support and the appropriate budget, but don’t forget, it will be the project managers, resource managers, and team members most affected by the system. A “user-centered approach” to getting buy-in at all levels of the organization should be the mindset of any professional that wishes to successfully implement Microsoft PPM.
Develop Evangelists and Ambassadors Early On. It is a great idea to identify people in your organization who are supportive of Microsoft PPM and make these people evangelists of the project early on. Certain people, especially those individuals who are well-respected, can be very helpful and act as “opinion leaders” or “change agents” for the organization. You should get these champions to instill support at the grass roots level.
Provide Role-Based Training. Training on the system should be tailored to the specific type of user of the system. Project managers will require much more training than regular team members or executives. Make sure that your training is laser-focused to the needs of your audience. Always provide separate training sessions based upon user roles. Also, identify potential power users of the system and use them to assist other users when training has ended.
Greater Success Lies in Greater Capability. While Microsoft PPM’s essential capability is in managing portfolios, projects, and resources; this capability can be substantially extended—almost like a Swiss army knife—through the power of SharePoint which is the foundation of Microsoft PPM. Organizations that achieve the highest ROI are those that use the tool not just for IT project portfolio management, but also capital improvement planning for facility, infrastructure, and public works construction projects. By choosing an experienced partner with certified skills in SharePoint and Business Intelligence (BI) solutions, this tool can push the envelope of functionality and provide tremendous results.
Roll-Out to an Enthusiastic and Manageable Audience. As you begin piloting the system, you should first select a limited audience to work with to help you get the system running smoothly. These would be your evangelists, ambassadors, and power users. Always start with a receptive audience before including individuals that may be more skeptical or challenging. Your champions can then be used to pull these people sitting on the fence into the Microsoft PPM fold.
Don’t Go at It Alone. In the past ten some years when we help clients migrate their Project Server to newer version, we found many of them had been using less than 20% of the capabilities of the tool. Implementing Microsoft PPM can be daunting without some seasoned expertise. Seriously consider hiring a Microsoft Gold Partner that specializes in PPM to help you. Take advantage of your internal skills but sometimes they can only take you so far. Pick a consultant and professional implementer who has many successful engagements to help you leverage the tool to its full potential.
If your organization needs Microsoft enterprise project portfolio management solution, head over to contact and let us know how we can help you.