1. Building an effective business case for PPM software
Please replace the partner or client logo on each slide.

2. Executive Summary
Provide a brief overview of what will be covered in the following sections.

3. Business Objectives
Describe how the PMO objectives support the business goals. Outline what you’ll be able to do that you can’t do now and what requirements the PPM software should have to support your team or department’s ability to solve their problems and/or accomplish their goals

4. PMO Challenges & why PPM software is necessary
Provide an assessment of the current state around project success, failure rates, project management maturity and project processes.

5. Tangible and Intangible Benefits
Highlight the expected benefits, including quantifiable benefits, such as time and money saved, as well as the qualitative benefits, such as increased collaboration and stakeholder satisfaction

6. Tangible and Intangible Benefits
Objective
Benefit
Measure
Current
Target
Decrease number of team meetings by [xx]% over [time frame] X
Increase budget adherence by [xx]% over [time frame]
Increase on-time project delivery by [xx]% over [time frame]
Decrease number of audit findings by [xx]% over [time frame]

7. Cost Savings
With the implementation of PPM software organisations can expect to attribute resource and technology to the use of a single PPM tool. List the savings related to technology consolidation and/or replacement, resource overhead, ongoing maintenance costs, etc.

8. Implementation Cost
Include a table of the costs associated with the software purchase and implementation. This includes people, process and technology. These costs will vary for Software-as-a-Service and on- premise solutions. Include both physical costs, such as the hardware costs in the case of an on-premise solution, number and price of the software licenses, as well as costs that are harder to pin down, such as the time required to implement and learn a new system. Remember to include both once-off and recurring costs.

9. Once-Off Costs Description Type Frequency Estimate
Configuration and set-up costs
Dependent of complexity of requirements
Once-Off X
Data migration
As needed
Training Cost
Number of users
Internal costs to run the implementation project
Internal resource rate cost
Communication and change management
External consultants /
Internal resource cost

10. Recurring Costs Description Type Frequency Estimate
Software licence cost
Number of users
Annual/
Monthly X
Software maintenance and support costs
As needed
Monthly/
Inclusive of licence cost

11. Return on Investment / Payback period
A typical Return on Investment (RoI) analysis looks at the costs versus the benefits, and how long it will take to realise the benefits.

12. Solution Evaluation
If you’re not sure what to look for, it’s easy to get overwhelmed when you compare project portfolio management software. List the functionality required and whether the shortlisted vendors support the functionality in a table format.

13. Solution Evaluation Portfolio Management and Prioritisation Yes No
Allows for simple or complex categorisation models
Includes automated, manual, simple or complex prioritisation models;
Allows for the collection of all demand and required projects
Graphical portfolio and prioritisation dashboards with drill down capability

14. Execution Timeline
Depending on the complexity of the requirements, expect a PPM software implementation to take anything from 3 to 24 months for a successful implementation. Work with the vendors ahead of time on the implementation approach and timeline. This will provide your audience with an idea of what to expect during the implementation.

15. Implementation Approach
Detail the implementation options and provide a recommendation on the approach that will generate the most business value in the shortest time frame.