Select Checkpoint
1 In the left navigation panel,
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The following information is captured for each business driver.
Driver Name & Description: By
capturing a name and description for each business driver, analysts can better communicate the intent of each driver reducing ambiguity.
Departments: The
flexibility of the solution allows organizations to have a single set of business drivers across the entire organization or provides the freedom to associate specific sets of drivers to multiple departments.
Project Impact Statements: Project
Impact Statements are used to ensure the objectivity of driver assessment and clearly communicate the thresholds for each of the impact ratings. Project Impact
Statements are derived from the key
performance indicators (KPIs) used to measure each business driver.
Under Driver Name column, click
Expand into new markets and segments.
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Close driver form. In the Driver tab, click Close.
Project Server 2010 includes a business driver
prioritization capability that helps executives objectively prioritize their business drivers; utilizing a pair-wise comparison technique.
In the left navigation panel, click
Driver Prioritization.
Open the business driver
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As this analysis has already been completed we first see the business driver priorities for the CIO. This normalized score makes it easy to assess the relative importance of each business driver for the upcoming planning period. By clicking on the Prioritize Drivers button in the Ribbon we can step back in the process to see how the business drivers were prioritized.
Under Driver Name column, select the row Increase market
share in existing markets.
In the Prioritization tab, click
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The new tabular user interface makes it easy to compare and contrast each business driver. The user simply reads the table from left to right and selects the appropriate value from the dropdown list.
After stepping through the intuitive wizard to compare all drivers, the system derives the normalized priority score for the business drivers.
Click the drop-down arrow appearing in the cell is more
important than.
The business driver priorities are used to help derive a strategic value score for each project, based on the Impact Assessment undertaken in the business case.
In the Prioritization tab, click
Close.
Carol can easily analyze the portfolio to identify the optimal project portfolio under varying cost and resource constraints by clicking on the Portfolio Analyses link.
Note: Normally the analyst
would create a new analysis by defining the appropriate properties. To save time we
On the left navigation panel, click
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will launch a saved analysis. By clicking Portfolio Analysis, Carol is taken to a list of saved analysis (for example, FY11 Portfolio Analysis).
Click FY11 Portfolio Analysis.
Carol can intuitively select the buttons in the Ribbon to walk through the best practice portfolio selection methodology.
By clicking on Prioritize Projects, the Impact Matrix is displayed. This matrix shows how the competing projects (on the rows) support the business drivers (on the columns) defined by the executive team.
The Impact Assessments for each project are pulled in from the business case.
Click the Prioritize Projects in the
Analysis tab.
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By clicking on Review Priorities, Project Server 2010 derives a strategic value score for each of the project requests.
Click the Review Priorities in the
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Having prioritized the competing projects Carol can run cost constraint analysis.
The Cost Constraint Analysis view provides an intuitive portal to help executives identify the best mix of projects under varying cost constraints. This powerful ―what-if― analysis tool uses sophisticated optimization algorithms and embedded best practices to help executives quickly determine the optimal project portfolio. The solution first calculates a baseline scenario based on all projects being selected. As you can see Contoso can achieve 100 percent of the value from the portfolio for approximately $20 million.
Click the Analyze Cost in the
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This baseline scenario is plotted on the Efficient Frontier chart and used as a benchmark to compare all subsequent scenarios. The Efficient Frontier and Strategic Alignment charts are two of the out-of-the- box reports that provide valuable insights.
In the Metrics section of the page, click Efficient Frontier.
Based on the total cost and the strategic alignment of all projects included in this analysis, the Strategic Alignment chart helps Carol to compare the percentage of budget (cost) to the priority value of each business drivers.
Carol can use the Strategic Alignment chart to see if the current investments align with the overall business strategy.
In the Metrics section of the page, click Strategic Alignment.
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Like other companies, Contoso has IT budget constraints. Carol reduces the available budget to approximately $12 million and runs the optimization analysis
Edit the Total Cost value from
$19,684,000 to $12,684,000.
Carol clicks the Recalculate button, which enacts the optimization algorithm. The algorithm maximizes the value gained from the portfolio under the cost constraint employed while considers inter-project dependencies.
Click Recalculate in the Analysis tab.
The intuitive view groups selected and unselected projects accordingly, so it is easy to determine which are included or excluded.
Carol would like to save this
analysis so that she can later refer to it and compare it with other scenarios.
Click the Save As button in the
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She names this scenario
$12M.
For the Portfolio Selection
Scenario Name: type $12M and
then click OK.
Carol wants to see what would happen if she reduced the budget to approximately $10 million. The analysis capabilities allow her to easily model different scenarios by further refining the cost constraints.
Edit the Total Cost value from
$12,684,000 to $10,684,000.
This new analysis excludes more projects from scenario. Even though the budget has been reduced to
approximately 50 percent of the original, Contoso can still derive approximately 79 percent of the benefits of the original portfolio value. Portfolio optimization ensures that Contoso enacts an optimized set of projects that can return the
maximum value from a minimum investment.
Click the Recalculate in the
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Carol saves this scenario. Click the Save As in the Analysis tab.
Carol names the scenario
$10M. For the Portfolio Selection Scenario Name: type $10M and
then click OK.
Although the portfolio optimization algorithm is intended to maximize company’s returns, the Forced-in and Forced-out features help Carol to override the algorithm and specify projects that should
For E-CRM Solution project, select Auto under the Force
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be included or excluded in the portfolio for compliance or for other reasons. Carol finds that one of Contoso’s compliance projects, E-CRM Solution, was not selected during portfolio optimization. Carol forces the portfolio to include the E-CRM Solution project.
Click Compliance.
This marks the E-CRM Solution project as selected. The Automated Software
Installation project and the Software Development Plan project have also been
selected though they have very low priorities. This is because there is a mutually inclusive dependency among these three projects. If one project is forced in, the others will also be selected.
Note: You can review all
project dependencies by returning to where the existing Portfolio Analysis are listed and then clicking the Dependencies in the
Analysis tab.
Click Recalculate in the Analysis tab.
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Carol saves this scenario. Click the Save As in the Analysis tab.
Carol names the scenario
$10M Force-In.
For the Portfolio Selection
Scenario Name: type $10M Force-
In and then click OK.
Carol can compare all three scenarios that she has created. She can see the projects and the perceived value of each project in each scenario.
Click the Compare in the Analysis tab.
By clicking Compare, Carol opens another browser that displays all saved scenarios, making it easier to compare and contrast the projects. Carol can also see which projects were included or excluded and review key metrics in each scenario (for example, number of projects selected, value, and cost).
At the bottom of window, click
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Having analyzed the portfolio from a financial perspective, Carol can now assess the portfolio through a resource lens. The
Resource Constraint analysis ensures organizations can:
o Identify resource surplus and deficits at the skill level.
o Move projects within the horizon to maximize resource utilization. o Model headcount
Click Analyze Resources in the
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scenarios. The Resource Constraint Analysis view shows the projects selected in the Cost Constraint Analysis in priority order. The system automatically determines based on the priority score, resource demand for each project and overall resource availability which projects can be 100 percent resourced. These projects are displayed under the Selected grouping. Carol wants to analyze why some of the projects have not been selected.
She uses the Requirements
Details view to compare the
resource requirements with overall resource availability.
Note: The top pane shows
resource availability by role and the bottom pane shows resource requirements by project
Click Requirement Details in the
Analysis tab.
Note: You can click the Hide Metrics button to fit the
complete view of fiscal years on the screen.
Click the Hide Metrics in the
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By enabling the Highlight
Deficit checkbox, Carol can
quickly identify that based on the current project schedules there is a resource shortfall in the first half of the fiscal year. She can also quickly determine that there is capacity in the second half of the year, suggesting that Contoso could better utilize available resources by changing the start dates of some of the impacted projects.
Select the Highlight Deficit checkbox.
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Carol can further drill down to understand which roles are over-allocated by scrolling down the top pane of the view. She sees that there is a shortage in the Legal team in September and a shortage in the Marketing team in December.
She scrolls down further and sees that the Testers are unavailable in October and November.
Scroll down the top half of the view.
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To analyze which projects are affected, she uses the bottom pane to collapse all selected projects and see the projects that are unselected. Carol notices that the New Office Development project needs 1.35 FTE from the Legal team in September. Remember the legal team only had 0.77 FTE available in this month.
Carol again can revert to the top pane and see that there are available resources from the legal team in the second half of the fiscal year. By changing the projects start date to later in the year, Carol can better utilize available resources.
Collapse all selected projects.
Click the Gantt chart in the
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Carol changes the start date from July 2010 to Dec 2011. This new information does not overwrite the original data.
In the New Office Development row, change the start date under the New Start column to Jan 2011 and then select any other cell.
After recalculating, the New Office Development project is selected.
Carol can complete this exercise to see if additional projects can be selected by delaying the start dates.
Click Recalculate in the Analysis tab.
Next Carol can run headcount analysis. Hiring additional resources is another way to ensure a project can be fully resourced and selected in
Click Hide Metrics in the Analysis tab.
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the analysis.
Carol types 2 in the Hire
Resources row and clicks
the Recalculate button.
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With two additional resources, Carol notices that two additional projects are selected, increasing the portfolio value to 73 percent.
She can now use the Hired Resources Report to understand which resources need to be hired and the potential cost of using them.
Click Recalculate in the Analysis tab.
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This view shows that one Tester and one resource from Marketing need to be hired at a cost of
approximately $260,000 for the entire fiscal year.
In the Analysis tab, click the
Reports drop-down button, and
then click Hired Resources
Report.
Note: Similar to saving the
Cost Constraint Analysis, Carol can save scenarios and compare side by side. Having run both, the Cost Constraint and Resource Constraint Analysis, the Portfolio Analyst can Commit the selected projects. This action moves the selected projects to the next step in the workflow.
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Plan
Projects often include globally dispersed teams and require a diverse set of skills. Project Managers can significantly increase the chance of successfully completing the initiative and realizing the ROI by finding the right people with availability for each project. Project Managers must be able to effectively mine the resource pool to find potential candidates and then quickly see if they have availability to join the team.
At this stage, the project manager (Jan Kotas) is assigned and is responsible for building the project team, finalizing the schedule, completing a secondary cost assessment and baselining the project plan.
Talking Points Click Steps Screenshots
Jan Kotas logs in to system. 1 User name: JanK 2 Password: pass@word1 3 Domain: Contoso
Jan opens Internet Explorer, where the default page is set to the Contoso PWA home page.