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Annual Planning: From Miracle to Methodology Jon Hughes [email protected] 571-238-6565. PMI Fairview Park Luncheon Series March 14, 2013. UMT – Overview. With over. 25 y ears of experience. PPM Experts. ‘Visionary ’ in Integrated IT Portfolio Analysis Applications (IIPA 2013 MQ).

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Annual Planning: From Miracle to Methodology Jon Hughes [email protected] 571-238-6565

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Annual planning from miracle to methodology jon hughes jhughes umt com 571 238 6565

Annual Planning:

From Miracle to Methodology

Jon Hughes

[email protected]

571-238-6565

PMI Fairview Park Luncheon Series

March 14, 2013


Umt overview

UMT – Overview

With over

25

years of experience

PPM Experts

‘Visionary’ in Integrated IT Portfolio Analysis Applications (IIPA 2013 MQ)

‘Cool Vendor’ in Gartner’s Cool Vendor Report 2012

‘Winner of Microsoft Partner of the Year’

Gartner MQ Download: http://www.umt.com/en-us/community/pressreleases.aspx


Umt solutions services

UMT – Solutions/Services

  • CPIC & IT Governance

  • Pre-Select, Select, Control Evaluate

  • Comprehensive EPM

  • Resource / Demand Management

  • APM & PMO

  • PM Training

  • Innovation Process Management / New Product Development

  • Comprehensive EPM

  • Capacity Planning / Resource Management

  • PM CoE / CoP

  • Program / Corporate PMO

  • Project / Program Management

  • Budget Formulation & Execution

  • Reporting and Dashboard

  • Resource Management

  • PMO Services

  • Process Improvement Initiatives

  • Portfolio Selection and Management

  • Project / Program Management

  • Resource Management

  • UFR Prioritization

  • PM Training

Solutions

  • UMT Services

  • Enterprise Project and Portfolio Management

  • Enterprise Application Portfolio Management and Analytics

  • Project and Portfolio Financial Management Consulting

  • New Product Development (NPD) Portfolio Management

  • Program Management Office (PMO)

  • UMT Product Offerings

  • UMT 360:

  • Financials

  • Portfolios

  • UMT Training Institute

  • Microsoft Project and Project Management Training

  • Microsoft Portfolio Server Training

  • Project and Portfolio Management Training

Offerings


Annual planning from miracle to methodology jon hughes jhughes umt com 571 238 6565

Getting to know you… by a show of hands

How many of you are Public Sector (aka Government) employees?

How many of you are Private Sector Employees?

How many of you are Private Sector Employees that work for Government Customers (aka Contractors)?

How many of you support the Annual Planning (aka CPIC) process?


Annual planning process aka cpic

Annual Planning Process (aka CPIC)

  • Capital Planning and Investment Control - OMB Definition:A process to structure budget formulation and execution, and to ensure that investments consistently support the strategic goals of the [organization]. [OMB]

* http://www.whitehouse.gov/sites/default/files/omb/memoranda/2013/m-13-14.pdf


Core cpic disciplines capabilities

  • Pre-Select

  • Select

  • Control

  • Evaluate

Core CPIC Disciplines & Capabilities

  • Initiate

  • Plan

  • Execute

  • Control

  • Close

Business Needs

Portfolio Selection

Portfolio Tracking & Status

Operational Analysis

Portfolio Reporting

Portfolio Management

Resource Capacity Planning

Resource Planning & Tracking

Operational Analysis

Budget Formulation

Budget Execution

Benefits Planning

Benefits Realization

Resource Management

Operational Analysis

Financial Management

Project Scheduling

Project Tracking, & Status

Project Management

Operational Analysis

Team Collaboration, Cooperation and Communication


Annual planning from miracle to methodology jon hughes jhughes umt com 571 238 6565

Quick Pollby a show of hands

I would say that the solutions my <organization> has in place for enabling the management of the CPIC processes are:

Easy to use

Easy to use but not automated

Requiring me to do a lot of duplicative effort and data entry

Not easy to use and difficult to understand

Downright cumbersome and disjointed

Non-existent


The miracle of cpic

  • Pre-Select

  • Select

  • Control

  • Evaluate

The Miracle of CPIC …

  • Initiate

  • Plan

  • Execute

  • Control

  • Close

Repeat Monthly or Quarterly

Miracle

1

Government Schedule

Miracle

Games

Prioritization

Business Need

$

Review

Miracle

Miracle

Ranking

Contractor

Schedule

Distribution

#

Creative Writing

Miracle

Hatchet

n

Reconciliation &

Tracking

Analysts, PMs, & Executives

CO, PMs, CPIC Lead, Contractors

Business or Operations team

Advisory & Executive Teams

Update eCPIC & IT Dashboard

  • Incomplete Investment Inventory

  • Difficulty in Rolling Up Data

  • Duplicate Data Entry

  • Data Integrity Issues

  • Ineffective Reporting

  • Versioning & Audit Challenges

  • Incomplete Business Cases

  • Wasted Time Chasing Old Data


Integrated cpic solution

  • Pre-Select

  • Select

  • Control

  • Evaluate

Integrated CPIC Solution

  • Initiate

  • Plan

  • Execute

  • Control

  • Close

Repeat Monthly or Quarterly (as Needed)

Standardized Business Case Capture

Consistent Investment Ranking

Criteria

Portfolio Level What-If Analysis

Cost, Schedule & Perf.

On Demand Reporting & Operational Analysis

IMS

Enterprise Governing Workflow

Strategic Alignment

Score

Budget Formulation

Risk, Issue, Decision, Action Item Collaboration

Visibility,

Insight & Control

Analysts, PMs, & Executives

CO, PMs, CPIC Lead, Contractors

Business or Operations team

Advisory & Executive Teams

Update eCPIC & IT Dashboards

  • Centralized Data Store

  • Integrated Governance Workflow

  • Standardized Ranking Criteria

  • Portfolio Optimization Engine

  • Detailed Budget Capture

  • Enhanced Collaboration

  • Visibility of Actuals/Forecast

  • On Demand Reporting


Solution walkthrough

Solution Walkthrough

Areas of Focus

  • Information Architecture

  • Concept Definition

  • Business Case Build Out

  • Rollup/Drill Down Capability

  • Portfolio Selection & What If Analysis


Business needs flexibility

Business Needs Flexibility

Targeted Content:Centralized reminders and tasks

Ease of Use:Simple to use familiar SharePoint interface


Information accessibility

Information Accessibility

Visibility:Single click access to a list of your organizations data


Enterprise types

Enterprise Types

Governance

1

Collaboration

2

Standardization

3


Enterprise process types

Enterprise Process Types

Configurability:Set up the solution to collect data in standard formats


Investment overview

Investment Overview

Investment with related metadata and governance workflow


Investment metadata examples

Investment Metadata Examples


Investment relationships

Investment Relationships

One picture of an Investment

and all components

from inception to close out


Program project process data

Program/Project Process & Data


Portfolio analytics

Portfolio Analytics

Establish a repeatable process for what-if analysis … start with a name and some constraints


Reviewing the rankings

Reviewing the Rankings

Investment Review Boards can review the portfolio scoring against business drivers in one place

Provides sanity check on scoring criteria and the scoring itself


Prioritize project list

Prioritize Project List

1

n

Governed processes suggest the prioritize list of investments, objectively


Baseline scenario

Baseline Scenario

Constraint : 38M

Project Count : 13

Strategic Value : 100%


10 cut from 38m to 34m

~10% Cut from 38M to 34M

What If Scenario Planning

Constraint : 34M

Project Count : 11

Strategic Value : 88.68%


20 cut from 38m to 30m

~20% Cut from 38M to 30M

Optimization of the Portfolio occurs here as we move two items in and move one larger item out of the portfolio.

Constraint : 30M

Project Count : 12

Strategic Value : 82.56%


20 cut with force in

~20% Cut with Force In

Constraint : 30M

Project Count : 9

Strategic Value : 78.68%

Force In: FHA Transformation

As we force items in the portfolio things have to drop out to make room.


Scenario comparison report

Scenario Comparison Report

A single view to present and review all the portfolio scenarios at one time.


Formulation using selected portfolio

Formulation Using Selected Portfolio

More granular reporting of Budget request

Visibility in to where the money is going


Solution walkthrough1

Solution Walkthrough

Areas of Focus

  • Information Architecture

  • Concept Definition

  • Business Case Build Out

  • Rollup/Drill Down Capability

  • Portfolio Selection & What If Analysis


Tips for more successful annual planning

  • Pre-Select

  • Select

  • Control

  • Evaluate

Tips for More Successful Annual Planning

  • Centralize Your Data

  • Establish a Governance Process

  • Harmonize Ranking Criteria

  • Automate What You Can to Promote a Repeatable Process

  • Financials Matter So Push for More Detail & Better Estimates

  • Promote Collaboration & Reward Transparency

  • Initiate

  • Plan

  • Execute

  • Control

  • Close

Standardized Business Case Capture

Consistent Investment Ranking

Criteria

Portfolio Level What-If Analysis

Cost, Schedule & Perf.

On Demand Reporting & Operational Analysis

IMS

Enterprise Governing Workflow

Strategic Alignment

Score

Budget Formulation

Risk, Issue, Decision, Action Collaboration

Visibility,

Insight & Control


Annual planning from miracle to methodology jon hughes jhughes umt com 571 238 6565

Thank You! – Q&A

http://pages.umt.com/FedEPPM

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