1. Info-Tech Research Group, Inc. Is a global leader in providing IT research and advice. Info-Tech’s products and services combine actionable insight and relevant advice with ready-to-use tools and templates that cover the full spectrum of IT concerns. © 1997-2015 Info-Tech Research Group Inc. Develop a Project Portfolio Management Strategy Time is money; spend it wisely. Info-Tech's products and services combine actionable insight and relevant advice with ready-to-use tools and templates that cover the full spectrum of IT concerns.© 1997 - 2015 Info-Tech Research Group

2. Info-Tech Research Group2 2 This Research is Designed For: This Research Will Help You: This Research Is Designed For: Our Understanding of the Problem The Portfolio Management Officer (PMO) and/or Portfolio Manager and/or CIO interested in optimizing their Project Portfolio Management (PPM) processes and tools. The optimal Project Portfolio Management strategy involves the full participation of the CIO. If the member is one of the few with highly evolved PMO models that have conveyed authority to the PMO, then the CIO is less vital to this process. Develop a comprehensive strategy to: Improve intake and prioritization by starting only those projects that your organization has the capacity to see through to completion. Implement resource optimized processes and tools by reconciling supply and demand. Reduce cost of unfinished projects by cancelling projects before they become “zombies.” If key strategic goals are not considered in portfolio management, it can lead to low-value projects, project failure, and ineffective use of resources. Improve portfolio visibility and project status reporting through improved frequency and the establishment of the portfolio as the “one true source” of status updates. Build a sense of urgency around the process of PPM to guide employees to communicate their project updates. Maintain and apply your portfolio data. If data is not useful, it is a waste of time and resources. Improve project completion rates through increased rigor around requirements definition and project closure criteria or through increased rigor around intake and prioritization.

3. Info-Tech Research Group3 3 Resolution Situation ! Complication ? Executive Summary As Portfolio Manager you’re responsible for communicating portfolio results and future resource capacity to your steering committee. You need to help them make insightful intake decisions based on accurate information. You rely on project managers for up-to-date project data and you provide them with the tools they need for aggregating project statistics, managing resources, and delivering regular status reports. It is your duty to maintain the frequency of current reporting on the portfolio. A PPM strategy is needed to help direct the PMO towards a higher level of capability. The portfolio is not seen as the “one source of truth” when it comes to project reporting. There are multiple conflicting reports circulating around stakeholders and management. You need to better understand the needs of the PMO and assess the costs and benefits associated with different tools and approaches to PPM. Objectively assess PPM capability by analyzing the costs and benefits of different capability levels to find the right level for your organization. Select and implement the right type of tool for your organization by exploring Info-Tech’s catalogue of research in the PPM space to find the blueprints that are most applicable to your needs (e.g. a homegrown solution vs. a commercial tool). Get senior management approval or buy-in for organizational changes to ensure that there is continuous support for the PPM solution. Info-Tech Insight If time is money, think of the PMO as the accounting department for time. As the Portfolio Manager, it is your responsibility to ensure that time is spent wisely in pursuit of the goals handed down by the portfolio owner. Use this PPM Strategy to master the art of resource optimization and portfolio throughput.

4. Info-Tech Research Group4 4 Three ways to complete this project: Do-It-Yourself, Guided Implementations, or Onsite Workshop Best-Practice Toolkit Download and customize Info-Tech’s tools and templates to develop your project deliverables. Use this do-it-yourself Best-Practice Toolkit to help you complete this project. The slides in this Blueprint will walk you step-by-step through every phase of your project with supporting tools and templates ready for you to use. Guided Implementations Speak to an Info-Tech subject matter expert for advice throughout the project. Arrange to speak to an Info-Tech expert at key milestones to ensure maximum project value. Watch for this icon at key opportunities to speak with an Info-Tech analyst for additional insight and advice. Call 1-888-670-8889 or email GuidedImplementations@InfoTech.com. GuidedImplementations@InfoTech.com Onsite Workshop Accelerate your project with an onsite, expert Info- Tech facilitator to run a workshop for you. To inquire about or request a workshop: Call 1-888-670-8889, contact your account representative (www.infotech.com/account) or email Workshops@InfoTech.com for more information.www.infotech.com/account Workshops@InfoTech.com Your account representative and workshop coordinator will follow up to help determine the cost, timing, and other details of the workshop.

5. Info-Tech Research Group5 5 Best-Practice Toolkit 1. Make the Case 2. Assess the Current State 3. Perform a Cost/Benefit Analysis 4. Articulate the PPM Strategy 5. Right-Size PPM Tools 6. Define & Implement the Near-Term Plan 7. Define the Long-Term Plan Guided Implementations Scoping call. Discuss the results of the Current State Assessment and/or Scorecard Diagnostic. Discuss your costing assumptions for Project Portfolio Management. Explore options for the PPM strategy and formalize the strategy document. Discuss tool options based on your budget and capability level. Define the steps of your near-term PPM plan and begin implementation. Finalize your long-term goals and define the project charter to help you meet your target state. Onsite Workshop Module 1: Assess Current PPM Capability Module 2: Develop Your PPM Strategy Module 3: Implement and Maintain the Strategy Phase 1 Outcome: An overview of your organization’s current capability level, target state, and gap analysis. Phase 2 Outcome: An articulated PPM strategy and an exploration of tool options based on your organization’s needs. Phase 3 Outcome: Defined standard operating procedures and a completed project charter to achieve your near and long- term PPM goals. 1. Assess PPM Capability 2. Develop the PPM Strategy 3. Implement and Maintain the Strategy Develop a PPM Strategy– Project Overview

6. Info-Tech Research Group6 6 Day 1Day 2Day 3Day 4Day 5 PreparationWorkshop Day Working Session Workshop Preparation Complete the PPM Current State Scorecard diagnostic (recommended). Compile a list of active projects. Morning Itinerary Review PPM Current State Scorecard (recommended). Evaluate PPM current state: Define current level of success. Define current level of capability. Afternoon Itinerary Conduct a SWOT analysis. Define target state and goals of the PPM strategy. Morning Itinerary Assess risks and constraints to executing a PPM strategy. Define budget assumptions. Afternoon Itinerary Define PPM strategic goals and requirements. Decide on: Intake portal Reporting dashboard Resource management Additional requirements Morning Itinerary Conduct a trial portfolio meeting. Evaluate and select technology options. Afternoon Itinerary Define near-term plan: Implement spreadsheet-based PPM solution. Draft SOP (with portfolio review format and agenda). Morning Itinerary Define long-term plan: Define vendor evaluation and selection process. Draft project charter. Develop communications plan. Afternoon Itinerary Workshop wrap-up. Plan for next steps. Workshop Overview This workshop can be deployed as either a four or five-day engagement depending on the level of preparation completed by the client prior to the facilitator arriving onsite. The light blue slides at the end of each section highlight the key activities and exercises that will be completed during the engagement with our analyst team. Contact your account representative or email Workshops@InfoTech.com for more information.Workshops@InfoTech.com

7. Info-Tech Research Group7 7 Phase 1: Assess Current PPM Capability Develop the PPM Strategy Implement and Maintain the PPM Strategy Phase 2: Phase 3: Assess Current PPM Capability Phase 1

8. Info-Tech Research Group8 8 Phase 1 Outline Complete these steps on your own, or call us to complete a guided implementation. A guided implementation is a series of 2-3 advisory calls that help you execute each phase of a project. They are included in most advisory memberships. Guided Implementation 1: Assess Current PPM Capability Proposed Time to Completion: 1-2 weeks Step 1.1: Make the CaseStep 1.2: Assess Current StateStep 1.3: Perform Cost/Benefit Analysis Start with an analyst kick off call:Review findings with an analyst:Finalize Cost & Benefit Assumptions: Call 1-888-670-8889 ext. 3001 or email WorkshopBooking@InfoTech.com for more informationWorkshopBooking@InfoTech.com Then complete these activities: Estimate the benefits of implementing a PPM strategy. Use the PPM Strategy Business Case template to make the case for developing a PPM strategy. Review the options available in Info-Tech’s PMO Practice. Use the PPM Strategy Business Case template to make a go/no go decision. Then complete these activities: Complete PPM Current State Scorecard diagnostic (strongly recommended). Conduct an Input & Output Analysis of your portfolio processes. Conduct a SWOT analysis. Document the success of your current tool selection. Evaluate current success by completing the Current State Assessment Snapshot. Consider the expectations that leadership has for Project Portfolio Management. Identify your capability level. Then complete these activities: Calculate the cost of running the portfolio to your organization. Calculate the current and future cost of PPM tools. Use percent waste decrease as a metric for measuring PPM benefits. Current State Assessment tab in the PPM Strategy Development Tool Costing Assumptions and Benefits Assumptions tabs in the Strategy Development Tool Scoping call Discuss the results of the diagnostic report and Current State Assessment. Discuss cost and benefit assumptions With these tools & templates: Business Case Template (in this storyboard)

9. Info-Tech Research Group9 9 Activities in this Step Activity 1.1.1: Estimate the benefits of implementing a PPM strategy. Activity 1.1.2: Use the PPM Strategy Business Case template to make the case for developing a PPM strategy. Activity 1.1.3: Review Info-Tech’s rich menu of PPM options for different levels of capability. Activity 1.1.4: Use the PPM Strategy Business Case template to make a go/no-go decision. Activity 1.1.1: Estimate the benefits of implementing a PPM strategy. Activity 1.1.2: Use the PPM Strategy Business Case template to make the case for developing a PPM strategy. Activity 1.1.3: Review Info-Tech’s rich menu of PPM options for different levels of capability. Activity 1.1.4: Use the PPM Strategy Business Case template to make a go/no-go decision. Info-Tech Insight 67% of our clients are using Excel spreadsheets and/or SharePoint, and only 16% are using a commercial solution. Ensure a proper fit between your needs, your tool set, and the resources needed to maintain a vibrant PMO reporting solution. This step will explain how this PPM strategy will be relevant for the PMO and why stakeholders should support this endeavor. Description Outcome A completed business case comparing the costs and benefits of implementing a new or improved PPM strategy. Step 1.1: Make the case

10. Info-Tech Research Group10Info-Tech Research Group10 Portfolio management is a practice, not a tool PPM defined: Project Portfolio Management is a set of processes that helps the organization formalize project intake and approval, focus on the right projects, allocate the right resources at the right time, manage the project managers, and audit project closure. Benefits Tracking Intake, Approval, & Prioritization Resource Management Project Management Project Closure Agile Portfolio Management Status & Progress Reporting ClosureExecutionIntake Project Portfolio Management Info-Tech’ s PPM Framework (shown right) is based on extensive research and practical application, and complements industry standards such as those offered by PMI and ISACA. Portfolio management focuses on ensuring that projects and programs are reviewed to prioritize resource allocation, and that the management of the portfolio is consistent with and aligned to organizational strategies. (PMBOK Guide 5 th Edition, 2013, Project Management Institute) Portfolio management focuses on ensuring that projects and programs are reviewed to prioritize resource allocation, and that the management of the portfolio is consistent with and aligned to organizational strategies. (PMBOK Guide 5 th Edition, 2013, Project Management Institute)

11. Info-Tech Research Group11Info-Tech Research Group11 Working without a PPM solution lets time and money vanish without being accounted for While it might be unrealistic to count every hour, you at least have the ability to estimate your capacity for new projects and avoid these pitfalls: Time and money wasted on cancelled projects. Taking control of your PPM practice means starting fewer bad projects and halting those that turn bad as soon as possible. Quite often, they turn bad because of external factors, and the PPM solution helps people to incorporate external factors with project status updates to have continually valid insight. Unutilized resources. A significant percentage of members with a low level of PPM process maturity run a far higher risk of having useful resources spending hours and/or days NOT contributing to the portfolio as leaders delay otherwise-sensible decisions because they lack information. Mismatched skills. Human capacity is continually squandered through inefficient matching of skills to assignments. The improved PPM practice will reduce this waste by bringing assignment optimizations closer to the surface. Inefficiency-driven waste will be reduced as duplicate assignments are avoided and unnecessary interruptions are reduced. Info-Tech Insight Aged portfolio data hinders the organization’s ability to make decisions. Without timely and accurate portfolio data, decision makers are forced to act without insight, which leads to over-allocation. Ultimately, this malinvestment of resource capacity leads to added cost, delayed benefits, and diminished trust in the PMO or portfolio owner. How many weeks per year is your reporting up to date? This blueprint will help you account for time and reclaim capacity through improved PPM practices. Think of the PMO or portfolio owner as the accounting department for time.

12. Info-Tech Research Group12Info-Tech Research Group12 Info-Tech Research Group Helps IT Professionals To: Sign up for free trial membership to get practical solutions for your IT challenges www.infotech.com Quickly get up to speed with new technologies Make the right technology purchasing decisions – fast Deliver critical IT projects, on time and within budget Manage business expectations Justify IT spending and prove the value of IT Train IT staff and effectively manage an IT department “Info-Tech helps me to be proactive instead of reactive – a cardinal rule in a stable and leading edge IT environment. - ARCS Commercial Mortgage Co., LP Toll Free: 1-888-670-8889