Microsoft Office Project Portfolio Server 2007, OLP-NL, GOV, D-CAL
Contents
1. eese eee eere en enne n nenne anna u nana nuu 41 www microsoft com office portfolioserver Cis Cu Da Office Microsoft Office Project Portfolio Server 2007 Overview Microsofte Office Project Portfolio Server 2007 is a top down portfolio management solution that helps organizations to realize their potential by identifying selecting managing and delivering portfolios that best align with their business strategy Office Project Portfolio Server 2007 a key component of the Microsoft Enterprise Project Management EPM Solution can help executives gain visibility insight and control across their project program and application portfolios Office Project Portfolio Server 2007 can help organizations to e Automate and standardize governance processes to subject projects to appropriate controls e Consolidate business and IT investments within an enterprise repository to improve visibility and insight e Objectively evaluate and prioritize competing investments from multiple dimensions e Optimize budget utilization and select investments that best align with the organization s business strategy e Tightly integrate with Office Project Server 2007 to track the performance of each investment throughout its life cycle from business case to benefits realization Office Project Portfolio Server 2007 is optimized for enterprise and upper midmarket UMM organizations that require portfolio analytical tools2. while streamlining performance and reducing risk Excited by the results Sidney s analyst further uses the charts to support a proposal for a program to evolve from thick client server architecture to Web based applications Moving to a standard technology would enable the IT group to better use support staff improve responsiveness and reduce license costs These aren t new ideas but the charts help illustrate to the Board how the technology upgrade provides business benefit beyond simple return on investment ROI After completing the rationalization of the application portfolio Sidney s team has saved Wide World Importers about 10 percent of the IT budget The application life cycle decisions also result in promising new project candidates to be considered for the next project portfolio www microsoft com office portfolioserver 23 Da Office Optimize Budget and Align Investments with Business Strategy Select the Portfolio Best Aligned with Strategic and Financial Goals When you are selecting your project or program portfolio for the upcoming planning horizon Office Project Portfolio Server 2007 helps optimize budgets and recommend portfolios that best align with your organization s business strategy This objective process enforces a rational rather than emotional approach to portfolio selection helping to ensure that the selected investments are aligned with the organization s strategic priorities and w
3. Best practice assessment attributes include www microsoft com office portfolioserver 18 Da Office e Business Importance Objectively derive a business importance score for each application e Architectural Fit Map each application against the organization s architectural strategy and standards and calculate an architectural fit score e Risk Assessment Calculate an application s risk using the Portfolio Builder risk questionnaire e Operational Performance Automatically derive an operational performance score for each application based on a performance questionnaire in Portfolio Builder Of particular note the business importance of an application is computed in Office Project Portfolio Server 2007 using a three step prioritization process This prioritization technique uses the pair wise comparison matrix to prioritize business drivers then uses two impact matrices to first assess each business process s contribution to the success of each business driver and second to assess the level that each application supports each business process This three step process results in a business importance score for each application in the portfolio Application contributions to business processes are best rated as a percentage of the process that is automated by the application see Figure 10 The sum of application contributions to one process must be equal to or less than 100 percent www microsoft com office portfolioserver 1
4. insight and control across their project program and application portfolios Tight integration with Office Project Server 2007 can help ensure that customers and partners can quickly deploy world class portfolio analytical techniques and tools within the Microsoft EPM Solution The out of the box integration between the two solutions provides the following benefits End to End Project Portfolio Management Provides organizations with a scalable end to end project portfolio management solution Help Ensure Data Integrity Maintains data integrity between the two environments through regular synchronization events Consolidate Across Project Servers Enables administrators to link federated Office Project Server computers to a single instance of Office Project Portfolio Server 2007 and consolidate the collection of essential data for all business and IT investments in a central enterprise repository Microsoft Windows SharePointe Services 3 0 Integration Integrates with Microsoft Windows SharePoint Services 3 0 for document management www microsoft com office portfolioserver 33 Gov Phases 1 Strategic Value Financial Value Risk Value Resource Requirements Cost Estimates 1 Charting Analysis Benefit Forecasts 2 Constraint Analysis E Alignment Assessment 3 Adv Portfolio Analytics Risk Assessment Phase amp Milestone Planning 1 Develop Project Plan 2 Assign Named Resources 3 Define Inter dependencies Da Offic
5. 3 5358 1 579 050 0003 Software Roadmap Design 3 5069 2 426 660 0006 Revision History Database Design 3 3276 3 058 470 0025 IT Staff Training 3 2555 3 905 040 0031 Automated Processing System Implementation 3 1829 1 924 011 0021 Firewall Configuration 3 1272 849 380 0029 Internal Software Database Audit 2 9445 3 301 030 0008 IT Vendor System Rollout 2 6281 3 511 880 0023 Internal Web Page Design 2 5622 1 396 410 0018 HTTP Traffic Monitoring 2 1432 3 846 290 0020 Network Traffic Management System Upgrade 2 0483 2 781 430 0014 Website Design Rollout 2 0200 2 507 980 0007 Software Benchmarking Architecture Upgrade 1 4279 1 801 450 0013 Compliance DB System Implementation 1 3007 3 653 730 0017 PDA Replacement 1 0820 394 810 0013 Word processing system upgrade 0 6726 3 510 660 0028 Internal Application Customization 0 6407 1 342 740 mat Limit Vector 32 000 000 350 69 7731 55 2603 56 5304 48 6836 Builder About Log Out Close Optimizer Scattel 5 4 A 4 A A A e jx A A A AA A A A A Z onj A sz a A aA a A PY 0 6 E A 394 810 2 149 925 3 905 040 Constraints used in solution Solution Value TOTAL One 37 000 000 Usage 36 631 280 Usage 99 003 Limit Slack 368 720 TOTAL One Time Cost Middle of the Road 56 5304 TOTAL Resource Budget 400 393 4 98 35 6 6 Figure 12 An example of optimization what if analysis in Office Proj
6. Improve employee satisfaction 0 m Relative TOTAL One Time Cost m Business Drivers Priorities Figure 14 Business Alignment Analysis before optimization Relative driver priority versus proposed investment However Figure 15 shows the results of the Business Alignment Assessment generated after optimizing the same portfolio You can see there is a better correlation between the business driver priorities and the total investment in the selected portfolio suggesting a stronger investment alignment with business strategy www microsoft com office portfolioserver 28 2 Off Wil Business Drivers TOTAL One Time Cost Cost vs Priority N Data Expand into new markets and segments Increase market share in existing markets Reduce Expense Base Standardize and streamline cross functional processes Improve customer satisfaction score Improve product quality Improve employee satisfaction 0 m Relative TOTAL One Time Cost m Business Drivers Priorities Chart Menu Figure 15 Business Alignment Analysis after optimization Relative driver priority versus proposed investment Finalize Portfolio Selection Using the Decision Dashboard The Portfolio Optimizer Decision Dashboard see Figure 16 enables portfolio analysts to publish key metrics and recommended portfolios such as optimization results into an intuitive view to provide executives with the data to support projec
7. Server 2007 e Enterprise Fields The administrator can map enterprise fields attributes between the two environments Office Project Portfolio Server 2007 is available in English only but integrates with localized versions of Office Project Server 2007 Tight integration with Office Project Server 2007 Project Fortoio Servet IU Integrates witn VUTTice rrojec IMicroso ft SQL Server 2005 Figure 18 The Microsoft EPM Solution www microsoft com office portfolioserver 35 2 Off Exchange Data with Line of Business Applications e Office Project Portfolio Server 2007 includes a flexible import module that enables analysts to manage the data exchange between general ledger systems and Office Project Portfolio Server 2007 e Office Project Portfolio Server 2007 includes a read only application programming interface API to help ensure that organizations and partners can develop connectors to third party enterprise systems to improve interoperability www microsoft com office portfolioserver 36 Microsoft ICe Da Office Office Project Portfolio Server 2007 Benefits The following describe the top 10 benefits of using Office Project Portfolio Server 2007 in your organization 1 Automate and enforce governance processes Define multiple workflows to subject each project to the appropriate governance controls throughout its life cycle from proposal to post implementation 2 Employ best pra
8. are able to quickly react to fluctuations in the economy or changes in their industry to help ensure that their project and program portfolios remain aligned with their new strategic priorities Dynamically Assess Your Portfolio s Business Alignment The Portfolio Optimizer Business Alignment Framework methodology provides a rational approach for selecting project and program portfolios that best align with business strategy Executives can dynamically assess the correlation between the business driver priorities and the investment from the selected project or program portfolio www microsoft com office portfolioserver 27 Microsoft ICE Da Office This technique helps you quickly see if you are over or under investing in each of the prioritized business drivers For example Figure 14 shows the results of the Business Alignment Assessment generated before optimizing the portfolio Executives can quickly see that this organization is under investing in the higher priority drivers and over investing in the lower priority drivers suggesting the portfolio spending is not aligned with the organization s business strategy Wil Business Drivers TOTAL One Time Cost Cost vs Priority Data Expand into new markets and segments Increase market share in existing markets Reduce Expense Base Standardize and streamline cross functional processes Improve customer satisfaction score Improve product quality
9. business value they provided She did know that different applications were used in silos across lines of business and geographies and wanted to understand if there were redundant applications that could be consolidated or retired altogether As a first step Sidney instructed her team to create an inventory of all the applications at Wide World Importers in the Portfolio Builder module of Office Project Portfolio Server 2007 The team agreed on which key metrics and standard descriptive attributes to capture in order to effectively evaluate the applications including metrics for annual cost architectural fit process contribution risk and operational performance The team then began to create the inventory One important metric the process contribution assessment included mapping each application to the standard library of organizational business processes That information populated Office Project Portfolio Server 2007 report templates enabling Sidney s team to identify functional overlap between applications that support the same business processes and to highlight opportunities for better application integration After running the report Sidney noticed some key processes were supported by multiple enterprise resource planning ERP applications suggesting a functional overlap and a potential opportunity to rationalize these ERP applications Upon completing the application repository Sidney now had reliable visibility into the st
10. derive prioritization www microsoft com office portfolioserver 2 Da Office scores to evaluate the project program and application portfolios from multiple dimensions e Define and prioritize business strategy and drive consensus among executives using the pair wise comparison matrix e Derive prioritization scores such as strategic value financial value risk architectural fit and operational performance to objectively assess projects programs and applications e Generate charts to effectively evaluate potential investments within the portfolios Optimize Budget and Align Investments with Business Strategy Use embedded best practice methodologies including the Business Alignment Framework to optimize budgets and recommend portfolios that best align with the organization s business strategy This objective process enforces a rational rather than emotional approach to portfolio selection to help ensure that the selected investments deliver the maximum business value e Employ sophisticated optimization algorithms to determine the optimal project or program portfolio under varying budget and business constraints e Use advanced portfolio analytical techniques including insight analysis to identify and break the constraints prohibiting the portfolio from reaching the Efficient Frontier e Undertake a business alignment assessment to help ensure that the selected portfolios are optimally aligned with the org
11. develop new products the most important business drivers while a CIO might consider maximize systems uptime and modernize enterprise infrastructure the most important In organizations where executives will be competing for the same budget and resources achieving consensus is critical In a facilitated business strategy prioritization workshop the executives collaborate to complete the pair wise comparison matrix and assess the importance of each business driver against each other for the upcoming planning period to help drive consensus and calculate the business driver priorities For example in Figure 6 is Expand into new www microsoft com office portfolioserver 14 Da Office markets and segments is moderately more important when compared to Improve Customer Satisfaction Builder Optimizer Dashboard About Log Out E2 Office Project Portfolio Server tity Projects Menu ER Uxpesse c sim D Business Drivers Emme amm gp Gees EP 0001 0002 0003 0004 0005 0006 0007 uan L Business Drivers Expand intonew Reduce Expense Improve customer Increase market Improve employee Standardize and Improve product markets and Base satisfaction score shareinexisting satisfaction streamline cross quality segments markets functional processes 0001 Expand into new markets and segments 0002 Reduce Expense Base D Ewa 0003 Improve customer satisfaction sco
12. technologies for example Microsoft SQL Server Microsoft Windows Server System are installed To use Office Project Portfolio Server 2007 you need Component Requirement z Operating system Single box installation Drive Display Browser Network Connection Other requirements Additional Components Microsoft Windows Servere 2003 SP1 or higher 32 bit e Server with a processor speed of at least 2 5 GHz RAM capacity minimum of 1 GB 2 GB recommended disk space 1 GB for installation e Microsoft SQL Server 2005 SP1 with a processor speed of at least 2 5 GHz minimum 2 GB of RAM CD ROM or DVD drive Minimum 800x600 1024x768 or higher resolution monitor recommended Microsoft Internet Explorere 6 0 with service packs or higher 32 bit browser version is supported 100 Megabits per second Mbps connection speed is required to utilize Office Project Portfolio Server functionality Microsoft NET Framework 2 0 IIS 6 0 ASP NET 2 0 Office Project Portfolio Server 2007 processor RAM and hard disk requirements are highly dependent on the number of services installed on the computer and the load on the server e Microsoft SQL 2005 Reporting Services included with Microsoft SQL Server is required for Reporting www microsoft com office portfolioserver 39 Da Office e Office Project Server 2007 is required to use the Project Server Gateway the bi directional link between Proje
13. to help ensure the portfolios are managed effectively and realize the forecasted benefits Define Workflows and Automate Governance Controls Office Project Portfolio Server 2007 enables you to define communicate and standardize multiple workflows to help manage the projects throughout their entire life cycle while enforcing the portfolio governance framework across your organization Automate Governance Processes Across the Organization Office Project Portfolio Server 2007 includes an intuitive workflow designer that enables administrators to define governance phases and multiple workflows helping to ensure that projects are subject to appropriate controls throughout their entire life cycle As shown in Figure 2 each workflow is composed of a series of life cycle steps such as Propose Idea Initial Review Complete Request Request Review Portfolio Selection and Selected which in turn are mapped to governance phases The governance phases are used as common denominators to aggregate and report on projects across various workflows The phases and workflows establish a blueprint for your organization s governance framework and help ensure all projects complete the necessary deliverables and receive managerial sign off before moving to the next life cycle step This audit functionality keeps stakeholders aware and accountable as projects move from business case creation to consideration to implementation www microsoft com offic
14. to improve decision making and help ensure that selected portfolios align with the organization s strategic priorities The solution is intended for the following stakeholders e Executives and business decision makers e Portfolio analysts and project management office staff e Program managers and project managers e Application managers www microsoft com office portfolioserver 1 Da Office Office Project Portfolio Server 2007 Positioning amp Messaging Figure 1 Microsoft Office Project Portfolio Server 2007 Positioning amp Messaging Statements Gain Visibility and Control Quickly gain visibility and control across your project program and application portfolios by automating governance processes standardizing and streamlining the collection of data and tracking portfolio performance to maximize return on investment ROI and improve operational efficiencies e Consolidate the collection of essential data for all business and IT investments in a central enterprise repository e Define multiple workflows to standardize communicate and enforce the portfolio governance framework across the organization e Create personalized scorecards to track investments throughout their life cycle Objectively Prioritize and Evaluate Competing Investments Employ proven best practice techniques to help objectively prioritize your organization s business strategy for the upcoming planning period Automatically
15. 9 Office Project Portfolio Server Da Office Builder Optimizer Dashboard About Log Out tity Applications v NE TES joe d D Ca es CN Senn ie al Se Se GE ES EM Business Processes 0001 0002 0003 0004 0005 0006 0007 0008 0009 00 Applications Planning amp Control and Market Actions Accounting Production Warehousing and Quality Assurance Facilities Benefits and Re Financial Compliance 0 7548 2 239 13 9942 Supply Chain 8 4805 Management Payroll Pla Projections 4 6153 7 9375 2 4523 Management 3 8354 1 5683 0001 Customer Locator Oo oe 0003 Maintenance Log 0004 Timesheets 3 0005 EOM Processing 0006 Help Desk 0007 Project Planner 0008 Show Grafix 0009 Strategy Matrix 0010 Daily Schedule EN d 0011 Sharholder Records Em 0012 Network Monitor 0014 Outsourcing QC 0015 Pipleline Tracking Ee d 0016 Cost of Goods opt 0017 ERP 0018 Paychecker tet 25 pet a gt Figure 10 Example of an application to business process impact assessment in Office Project Portfolio Server 2007 Generate Charts to Map Potential Portfolio Investments Create charts and investment maps to visually evaluate the competing investments from multiple dimensions using the derived prioritization scores for example strategic financial risk architectural fit and performance As shown in Figure 11 applications are mapped and can be evaluated based on their operational p
16. Micresoft Microsoft Office Project Portfolio Server 2007 September 2006 p o Table of Contents Microsoft Office Project Portfolio Server 2007 Overview 1 Gain Visibility and Control cesses eme eme emen nnn 2 Objectively Prioritize and Evaluate Competing Investments 2 Optimize Budget and Align Investments with Business Strategy 3 Tightly Integrate with Office Project Server 2007 sse 3 Gain Visibility and Control eee eee eere enne nnn nnn nnn 5 Define Workflows and Automate Governance Controls 5 Automate Governance Processes Across the Organization 5 Centralize and Streamline Portfolio Data Collection ssss 6 Capture All Project Program and Application Investments Centrally6 Use Templates to Streamline the Collection of Data and Metrics 6 Measure and Track Portfolio Performance cceceeeeeeeeeeeeeeeeeeeeneenenas 11 Track Investments with Personalized Scorecards and Status Reports11 Governarice Scenarios seccion kuuawxe cx aa uxe e E Tag WE EY nee xe CE ERE nian 12 Objectively Prioritize and Evaluate Competing Investments 14 Prioritize Business Strategy ssssssesseeene mnn 14 Build Consensus Among Executives ssesssseseseee 14 Prioritize Competing Investments from Multiple Dimensions 16 Calculate Scores for
17. She quickly determines that to complete all projects in the portfolio to gain 100 percent of the strategic value would cost 57 million Wendy enters the budget restriction of 25 million and runs the Portfolio Optimizer module s optimization algorithm to dynamically identify the best project portfolio under the budgetary constraints The initial portfolio selection looks good delivering 68 percent of overall strategic value for that budget level However Wendy notices that a mandatory compliance project and two pet projects of the CFO have not been included in the optimal portfolio Wendy uses the force in feature to make sure that the compliance and CFO pet projects are automatically included in the portfolio This time the Portfolio Optimizer selects a new portfolio of projects delivering 54 percent of the overall strategic value given the 25 million constraint and the forced in projects As expected some higher value projects fall out of the portfolio to make room for the compliance project and pet projects www microsoft com office portfolioserver 31 Da Office Using the Portfolio Optimizer advanced portfolio analytics techniques Wendy plots her portfolio of projects against the Efficient Frontier curve which shows the best plan under varying cost thresholds Wendy quickly determines that the forced in projects were significantly affecting the portfolio s overall strategic value and revises her model After ena
18. Strategic Value Risk and Financial Return 16 Generate Charts to Map Potential Portfolio Investments 20 Prioritize and Evaluate Competing Investments Scenarios 21 Optimize Budget and Align Investments with Business Strategy 24 Select the Portfolio Best Aligned with Strategic and Financial Goals 24 Determine Optimal Portfolio Under Budget and Business Constraints24 Use Advanced Analysis to Improve Portfolio Selection 26 Break Portfolio Constraints with Efficient Frontier Analysis 26 Model Different Strategic Scenarios ccceceeee cece testes eeeeeeeeaeenees 27 Dynamically Assess Your Portfolio s Business Alignment 27 Finalize Portfolio Selection Using the Decision Dashboard 29 Optimization and Alignment SCenariO 2 ceeceee cece eee ee eee ee eset eee tees 31 Tightly Integrate with Office Project Server 2007 33 Integration with Office Project Server 2007 ccceeeeeeeee eee eeeeeeeeeees 34 Exchange Data with Line of Business Applications sess 36 Office Project Portfolio Server 2007 Benefits 37 System Requirements 1 1er uir renu e eR Roc n se nU sen RERO CR ERG 39 Office Project Portfolio Server 2007 csssseeeeeeen mmm 39 Office Project Portfolio Web Access cesssseeenn mmm 40 Additional Resources
19. al Resources To learn more about Microsoft Office Project Portfolio Server 2007 and the Microsoft EPM Solution please refer to the following list of related links for additional resources and information e Microsoft Office Project Portfolio Server 2007 Site http www microsoft com office portfolioserver e Microsoft Office Project Server 2007 Site http www microsoft com office projectserver e Business Value from the Microsoft EPM Solution http www microsoft com business epm aspx e Microsoft Project Association http www mpug org default aspx e Microsoft Project Communities http www microsoft com technet community en us project default mspx e Microsoft Office Project Developer Center http msdn microsoft com office understanding project default aspx e Microsoft Office Project TechNet http www microsoft com technet prodtechnol project default mspx e Microsoft Office Project Support Information http support microsoft com default aspx pr offpr2003 This document is developed prior to the product s release to manufacturing and as such we cannot guarantee that all details included herein will be exactly as what is found in the shipping product The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication Because Microsoft must respond to changing market conditions this document should not be interpreted to be a
20. and strategy Business Process Evaluate and keep a record of the business processes that each application supports Risk Assessment Evaluate an application s risk through a configurable risk questionnaire Operational Performance Evaluate an application s performance through a configurable operational performance questionnaire www microsoft com office portfolioserver 9 Merosofr n Builder Optimizer Dashbo About LogOut Office Project Portfolio Serv New Snapshot Delete Snapshot Lock Budget Cost Strategic Impact Architectural Fit S T9 Enhancement Request Application Associations A description Name ERP TS Application Purpose The Enterprise Resourc Planning system will become the information backbone of the corporation Initially the focus in on integrating all accounting data Future releases will integrate customer and order tracking data and later implement the workflow management feature The next project will upgrade the version to use more modem O S Application ID Application Status Application Type Last Arch Upgrade year Transformation 2005 2006 A Enhance v Analysis Start Date 4 1 2005 T Est Lifespan mo 60 Retirement Date 1 1 2013 E Application Age yrs 7 201 2012 2013 Maintain v Maintain HU Retease notes 000 dl 2000 Upgraded user securit
21. and view reports on your investments at any time My Scorecard Analysts managers and executives can create personalized scorecards to track portfolio investments and drill down from the organization level to view project program and application level status reports www microsoft com office portfolioserver 11 Da Office e Status Reports The snapshot reporting mechanism enables project program and application managers to generate periodic status reports to measure the overall health of each investment throughout their life cycle Cost Management Maintain financial controls by assessing budget versus actual for project cost Resource Management Evaluate staffing and resource utilization Change Request Raise change requests for approval and automatically update the original budget to keep an accurate baseline e Flexible Reporting Framework Use the Office Project Portfolio Server 2007 report generators to customize and publish report templates so you can standardize and streamline the reporting process across the organization Governance Scenarios Project Portfolio Management PPM Scenario Jeff Chia director of reservation processing at Blue Yonder Airlines believes the airline requires an online customer reservation system Jeff knows that there is a governance framework in place in order to approve budget and implement any project Jeff completes a project request form providing an overview o
22. anization s business strategy Tightly Integrate with Office Project Server 2007 Tight integration between Office Project Portfolio Server 2007 and Office Project Server 2007 provides organizations with an end to end project portfolio management solution Office Project Portfolio Server 2007 is a key component within the Microsoft EPM Solution providing the following benefits www microsoft com office portfolioserver 3 Da Office e Help ensure that customers and partners can quickly deploy world class portfolio analytical techniques and tools within the EPM Solution e Maintain data integrity between the two environments through regular synchronization events e Enable portfolio analysts to link federated computers running Office Project Server 2007 to Office Project Portfolio Server 2007 and consolidate projects into an enterprise repository e Provide organizations with a scalable end to end project portfolio management solution www microsoft com office portfolioserver 4 Da Office Gain Visibility and Control Gain visibility into your project program and application portfolios by using Office Project Portfolio Server 2007 to standardize and streamline the collection of data within one enterprise system of record Automate the governance processes across the organization to subject each project to the appropriate governance controls throughout its entire life cycle Measure and track portfolio performance
23. atus of her application portfolio with the core data and a foundation to effectively rationalize the portfolio and make application life cycle decisions www microsoft com office portfolioserver 13 Da Office Objectively Prioritize and Evaluate Competing Investments Office Project Portfolio Server 2007 includes proven techniques to help objectively prioritize your organization s business strategy for the upcoming planning horizon drive consensus between the key stakeholders and evaluate and prioritize competing investments from multiple dimensions Using embedded best practice prioritization methodologies and tools executives can derive common scoring criteria for projects programs and applications enabling apples to apples comparisons among dozens or hundreds of competing investments Prioritize Business Strategy One of the most critical tasks in the portfolio management process is to define and prioritize the organization s business strategy The Office Project Portfolio Server 2007 Portfolio Optimizer module includes the pair wise comparison matrix used to help executives objectively prioritize business strategy for the upcoming planning horizon Build Consensus Among Executives In most organizations executives from distinct functional domains will have different perspectives on which business drivers are most important to the business A vice president of sales might consider increase market share and
24. bling the Portfolio Optimizer to re optimize she observes that the new portfolio which includes only one of the CFO s pet projects moved up toward the Efficient Frontier delivering 63 percent strategic value under the same cost constraints Wendy decides to save this scenario so that she can discuss the implications with the CFO of forcing in both pet projects Using the Decision Dashboard she creates a scorecard that includes the optimization scenarios she had run the day before and reviews the results with the CFO and team Finally the CFO wants to look at the alignment between the proposed portfolio and Contoso s business strategy Wendy uses the charting option in Office Project Portfolio Server 2007 to analyze the proposed portfolio investment in each strategic business driver see Figure 15 and displays the relative spend from the portfolio into each driver The CFO likes the alignment between spending and business drivers and agrees with Wendy s recommended portfolio www microsoft com office portfolioserver 32 Da Office Tightly Integrate with Office Project Server 2007 Office Project Portfolio Server 2007 integrates with Microsoft Office Project Server 2007 to provide organizations with an end to end project portfolio management solution Office Project Portfolio Server 2007 is a key component of the Microsoft Enterprise Project Management EPM Solution helping to ensure that executives gain visibility
25. commitment on the part of Microsoft and Microsoft cannot guarantee the accuracy of any information presented after the date of publication The information represents the product at the time this document was printed and should be used for planning purposes only Information is subject to change at any time without prior notice This document is for informational purposes only MICROSOFT MAKES NO WARRANTIES EXPRESS OR IMPLIED IN THIS DOCUMENT 2006 Microsoft Corporation All rights reserved Microsoft Excel Internet Explorer the Office logo SharePoint Windows Windows Server System Windows Server and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries All other trademarks are property of their respective owners www microsoft com office portfolioserver 41
26. ct Portfolio Server 2007 and Project Server 2007 e Microsoft Windows SharePoint Services 3 0 included in Microsoft Windows Server 2003 is required for Document Management Office Project Portfolio Web Access Microsoft Office Project Portfolio Web Access is a Web portal used to access the information stored in Microsoft Office Project Server 2007 Using Office Project Portfolio Web Access requires an Office Project Portfolio Server 2007 Client Access License CAL Computer and processor Memory Hard disk Operating system Display Browser Network Connection Other To use Project Portfolio Web Access you need 700 megahertz MHz processor or higher 128 MB of RAM or more recommended additional memory may be required depending on operating system requirements 40 MB of available hard disk space per workstation Windows XP SP2 or later Windows XP Tablet Edition SP1 or later Microsoft Windows Vista or higher required Minimum 800x600 1024x768 or higher resolution monitor recommended Microsoft Internet Explorer 6 0 with service packs or higher 32 bit browser version is supported 256KB or higher connection e Microsoft Office Excele 2003 or higher is required to load the matrix views in the Portfolio Optimizer module and generate reports e Adobe Acrobat 5 0 or higher is required to generate reports in PDF www microsoft com office portfolioserver 40 Da Office Addition
27. ctice methods Use out of the box templates such as a business driver library or risk assessments and embedded best practice methodologies to more effectively manage project program and application portfolios across the organization 3 Capture all investments within a central repository Consolidate business and IT investments within an enterprise repository to improve visibility insight and control Flexible configuration forms help administrators quickly build and publish templates standardizing and streamlining the collection of data for all portfolios 4 Objectively prioritize business strategy Employ proven techniques to define and prioritize your organization s business strategy for the upcoming planning period 5 Effectively prioritize and evaluate competing investments Use best practice techniques to automatically derive prioritization scores such as strategic value financial value and risk and develop investment maps to effectively evaluate the competing investments from multiple dimensions www microsoft com office portfolioserver 37 Da Office 6 Optimize budget and align selected investments with business strategy Run optimization what if scenarios to identify tradeoffs and select the optimal portfolio under varying budgetary and business constraints that best aligns with your organization s business strategy 7 Reach the Efficient Frontier Take advantage of advanced portfolio ana
28. e Change Request Mgmt Status Reporting Portfolio Re Optimization Project Tracking Resource Mgmt Time Reporting Issues amp Risk Mgmt Document Mgmt Team Collaboration Microsoft C 6ffice ProjectPortfolio Web Access EPM Portfolio Builder Portfolio Optimizer Solution Portfolio Dashboard i 1 7 Windows Windows Server2003 yy SharePoint Services Figure 17 Microsoft EPM Solution architecture and example governance process Integration with Office Project Server 2007 Office Project Portfolio Server 2007 includes the Project Server Gateway a bidirectional link with Office Project Server 2007 The gateway enables administrators to import export and synchronize phases and milestones resource requirement data such as budget actual and forecast resource availability data and enterprise fields between the two environments e Resource Data Office Project Portfolio Server 2007 provides resource management at the resource type level for example C programmer project www microsoft com office portfolioserver 34 C Offic manager Named resource data is captured in Office Project Server 2007 and mapped to a primary resource type in Office Project Portfolio Server 2007 e Schedule Data Office Project Portfolio Server 2007 captures phase and milestone data The data from the detailed tasks in Office Project Server 2007 is automatically aggregated to the appropriate phases in Office Project Portfolio
29. e portfolioserver 5 Da Office CREATE SELECT PLAN MANAGE Complete Request Figure 2 Example of a configurable workflow in Office Project Portfolio Server 2007 Centralize and Streamline Portfolio Data Collection Office Project Portfolio Server 2007 enables you to quickly capture all project program and application investments in an enterprise repository with easy to use customizable templates and flexible forms to help ensure you standardize and streamline the collection of essential data Capture All Project Program and Application Investments Centrally With Office Project Portfolio Server 2007 you can capture all projects programs and applications in the Portfolio Builder module providing you with a holistic view of all of your investment portfolios in one central system of record The flexible scorecard in Portfolio Builder enables you to quickly slice and dice the investments across portfolios to create intuitive and informative reports for example by line of business program or portfolio Use Templates to Streamline the Collection of Data and Metrics Standardize and streamline the collection of data across the organization by defining templates and forms for each investment type for example project program and application using the Portfolio Builder module of Office Project Portfolio Server 2007 The following are some examples of templates that can be created to capture critical proj
30. ect data www microsoft com office portfolioserver 6 Da Office e Project Request Form Complete a project request form to capture the high level information for each new request such as business description start and end dates and sponsors e Business Case Templates see Figure 3 Develop a detailed business case for each project request in accordance with the governance workflow including Y General Project Information Capture general project information v Cost Estimate Capture detailed cost estimates Y Resource Estimates Capture detailed resource estimates at the skill level v Benefits Estimates Capture both financial and non financial benefit estimates Y Strategic Impact Assess how each project supports your organization s business strategy Y Risk Assessment Questionnaire Derive a risk score for each project through a configurable risk questionnaire Y Schedule Management Capture the phases and key milestones Y Issues and Risk Management Log all issues and risks throughout the project s life cycle www microsoft com office portfolioserver 7 Project Portfolio Server Settings My Scorecard Resource Pool Preferences Reports Builder Optimizer Dashboard About ffice Log Out Project Info j Additional Information Budget Cost i Budget Resource Benefit Estimates quest Alert Subscription Workflow Project Associations Name Automated Processing Sy
31. ect Portfolio Server 2007 One of the most important project assessment scores is the strategic value score which calculates the project s value to the business Using the Office Project Portfolio www microsoft com office portfolioserver 17 Da Office Server 2007 impact matrix shown in Figure 8 each project is evaluated against each business driver and rated on a 5 point scale for example no impact low impact Hw moderate impact strong impact and extreme impact depending on the project s contribution to quantitative key performance indicators KPIs defined for each driver This process derives a strategic value score for each project shown in Figure 9 Builder Optimizer Dashboard About Log Out fice Project Portfolio Server Priorities Entity Projects m ajere m oea i ai aan ee e FN Priorities Projects 0004 are a 5 3736 0030 integrated Development Environment Training 5 2063 0010 Operating System Upgrade 4 9073 0002 Bug Tracking Database Design 4 8269 0015 Router Benchmark System Upgrade 4 5524 0012 ERP System End User Training 4 3915 0001 Feature Request Database Evaluation 4 3579 0009 IT Architecture Deployment 4 1585 0005 Data Warehouse Upgrade 4 0689 0031 Automated Processing System Implementation 3 8394 0016 Hub Upgrade 3 7681 0026 Network Application Architecture Design 3 7390 0022 End User Network Training 3 7007 0024 Knowled
32. ect Portfolio Server 2007 www microsoft com office portfolioserver 25 Da Office Use Advanced Analysis to Improve Portfolio Selection Use advanced portfolio analytical techniques to assess the portfolio s alignment with the organization s business strategy and identify and break the constraints prohibiting the portfolio from reaching the Efficient Frontier Break Portfolio Constraints with Efficient Frontier Analysis Efficient Frontier modeling enables analysts to visually identify the project or program portfolio that will deliver the maximum strategic value under varying constraint thresholds such as 5 million budget or 10 million budget Each point on the Efficient Frontier represents a different bundle of projects or programs from the proposed portfolio The Efficient Frontier represents the best value For example in Figure 13 you can see that with a 34 million budget you can achieve approximately 72 percent of the portfolio s total potential strategic value although the current portfolio solution is only achieving 60 percent Organizations can use the Efficient Frontier in two ways e Identify the point of diminishing return Find the point where the curve begins to flatten indicating you are paying a lot more to achieve a disproportionate amount of strategic value e Benchmark the selected portfolio against the Efficient Frontier Compare the position of the selected portfolio in relation to the efficient frontie
33. els and are heavily marketing the new capabilities to our current client base This project is required to protect our existing revenues and grow into new client segments 2006 2010 example GN Stakeholders Project Requester Boyer Marc Project Manager Li Yale Financial Summary Sak Time Cost 4 924 011 pee cost Budget 738 477 Recurring Cost Increases 347 465 Benefits Revenue Growth 1 560 090 Required Field application 4 Executive Sponsor Team Members One Time Cost Budget IT One Time Cost Budget Business Total Capital Budget Benefits Expense Reductions 2006 2010 www microsoft com office portfolioserver Jamison Jay Conn Steve Ji Jeune Ralls Kim 557 167 628 367 715 792 2 973 790 did Po OA Figure 3 Example of a detailed Business Case template in Office Project Portfolio Server 2007 Y General Application Information Capture general attributes about the Application Inventory Templates see Figure 4 Define templates to capture the essential metrics necessary to gain visibility into your application portfolio For Da Office Cost Estimates Capture application costs and calculate annual cost of ownership ACO and total cost of ownership TCO Strategic Impact Assess how each application supports your organization s business strategy Architectural Fit Assess how each application supports your organization s enterprise architecture standards
34. erformance and architectural fit www microsoft com office portfolioserver 20 Da Office A Chart Display Microsoft Internet Explorer to Details Actions Save Close Sa amp O e Data Architecture Fit Assessment Architectural Fit Score 110 5 Annual Cost Application Risk Show Labels Label Size 8 ass Scale Network Monitor E d Q Show Gr Y Min Max Strategy Matrix E 110 Q SQM Analytics Wer Labels and Legend Timesheets Reset Apply EOM Processing Projection Matrix a ru ject Planner po peig l achdeow View OQ oA Operational Performance Sharholder Records Pipleline 9 orkflower ts Cost of Goods outsourcing ac 30 2 5 8 Architectural Fit Score Figure 11 An example of a bubble chart in Office Project Portfolio Server 2007 Prioritize and Evaluate Competing Investments Scenarios Project Portfolio Management PPM Scenario The CIO of Woodgrove Bank Jay Jamison receives an e mail notification from Dana Birkby the PMO director at Woodgrove indicating that business cases for two more major projects have just been submitted one for an online customer mortgage system and another to roll out a wireless CRM solution to the sales field With more than 100 other project proposals already submitted Jay needs to objectively prioritize the project portfolio as he will not have the budget and resources to select from all those project
35. f the project s objectives and the business rationale The workflow defined to automate Blue Yonder Airlines governance framework alerts Christina Lee senior vice president of Operations and Axel Delgado general manager of the E Business division about the completed project request Upon reviewing the proposal both approve the request and ask Jeff to complete a detailed business case to further justify his project Next Jeff completes a detailed business case which includes capturing budget cost estimates budget resource estimates and benefit estimates undertaking a strategic impact assessment against Blue Yonder Airlines business drivers and completing a risk questionnaire When the business case is completed Christina and Axel are again notified and the project is approved to be considered for the next project portfolio www microsoft com office portfolioserver 12 Ca Off Microsoft ICE Application Portfolio Management APM Scenario Sidney Higa CIO of Wide World Importers desperately needed to get more visibility into her application portfolio More than 70 percent of the annual IT budget went to supporting existing applications across the organization and Sidney needed a better understanding of how this expense contributed to the business Sidney wanted to rationalize her portfolio but she did not have a solid grasp of the number of applications deployed at Wide World Importers and what
36. folio Optimizer enables analysts to force in mandatory projects or even pet projects overriding the optimization algorithm to ensure these projects are included in the resulting portfolio This analysis technique enables you to rapidly assess the impact on the portfolio s business value and effectively communicate the tradeoffs of including these mandated projects within the portfolio tPortfolio Server a Bies ee ee seien ec Priorities TOTAL One TOTAL Agressive Show Me theMiddle of Conservative Time Cost Resource Strategic SV Money FV the Road Budget Prioritization Prioritization Projects Z A peu 0004 Software Testing Architecture Upgrade 5 4103 3 617 770 0030 Integrated Development Environment Training 5 2419 401 290 0010 Operating System Upgrade 4 9408 515 840 0002 Bug Tracking Database Design 4 8599 2 300 690 0015 Router Benchmark System Upgrade 4 5835 3 291 720 0012 ERP System End User Training 4 4214 1 584 750 0001 Feature Request Database Evaluation 4 3877 2 923 940 0009 IT Architecture Deployment 4 1869 3 612 440 0005 Data Warehouse Upgrade 4 0967 2 548 620 0016 Hub Upgrade 3 7939 1 837 830 0026 Network Application Architecture Design 3 7645 3 500 700 0022 End User Network Training 3 7259 2 440 130 0024 Knowledge Management System Enhancement 3 6055 1 378 980 0017 Packet Optimization Software Design 3 5751 2 978 030 0027 Secure Software Audit
37. ge Management System Enhancement 3 5811 0017 Packet Optimization Software Design 3 5509 0027 Secure Software Audit 3 5118 0003 Software Roadmap Design 3 4831 0006 Revision History Database Design 3 3051 0025 IT Staff Training 3 2334 0021 Firewall Configuration 3 1060 0029 Internal Software Database Audit 2 9246 0008 IT Vendor System Rollout 2 6103 0023 Internal Web Page Design 2 5448 0018 HTTP Traffic Monitoring 2 1286 0020 Network Traffic Management System Upgrade 2 0344 0014 Website Design Rollout 2 0063 0007 Software Benchmarking Architecture Upgrade 1 4182 0019 Compliance DB System Implementation 1 2919 0011 PDA Replacement 1 0747 0013 Word processing system upgrade 0 6681 0028 Internal Application Customization 0 6363 Projects Software Testing Architecture Upgrade Operating System Upgrade Router Benchmark System Upgrade Feature Request Database Evaluation p Data Warchouse Upgrade Hub Upgrade End User Network Training Packet Optimisation Software Design Software Roadmap Design IT Staff Training Internal Software Databaze Audit Internal Web Page Design Network Traffic Management System Upgrade Software Benchmarking Architecture Upgrade _ PDA Replacement t 0 Internal Application Customization m T T tn LE 1 1 2 3 4 5 6 Figure 9 Example of a strategic value priority scores for projects in Office Project Portfolio Server 2007 Applications
38. ill maximize return on investment Determine Optimal Portfolio Under Budget and Business Constraints Faced with limited budgets year after year IT and business executives must thoughtfully and effectively allocate resources to the highest value portfolio of project and program investments Using sophisticated algorithms and embedded best practices in the Portfolio Optimizer module you can quickly determine the optimal project or program portfolio under varying budget and business constraints for example cost FTE and inter project dependencies while helping to ensure that the selected portfolio aligns with your organization s business strategy and delivers the maximum financial value e Run What If Analyses Apply varying cost and resource constraints optimize and dynamically assess the impact on the proposed project or program portfolio The intuitive interface in Portfolio Optimizer enables analysts to run multiple what if analyses and compare the results in a side by side table see Figure 12 The optimization algorithm identifies the optimal portfolio under the given constraints selecting projects or programs that have the highest value cost ratio e Consider Dependency Constraints The Portfolio Optimizer optimization algorithm identifies the highest value portfolio while considering complex inter project dependencies www microsoft com office portfolioserver 24 Microsoft Force in Compliance or Pet Projects Port
39. it Analyze Chart Select lbs RN gt File Previous Gotostp vj Next Load Save Set Chart Show Hide Close Menu Step XI Go to step Z Sep D matrix Matrix a Stens Wizard Hint Chart By fo M Optimizer Business Drivers 0001 0002 0003 0004 0005 0006 Weights N Impact Definition Reduce Expense Base Projects Expandintonew Reduce Expense Improve customer Increase market Improve employee Stanc markets and Base 16 3309 satisfaction score shareinexisting satisfaction strea segments 8 6648 markets 22 1057 3 0984 functi Reduce expense base by over 1M 31 0051 proce 14 24 0001 Feature Request Database Evaluation Reduce expense base by 500k to 1M 0002 Bug Tracking Database Design 0003 Software Roadmap Design Reduce expense base by 250k to 500k 0004 Software Testing Architecture Upgrade 0005 Data Warehouse Upgrade Reduce expense base by up to 250k 0006 Revision History Database Design 0007 Software Benchmarking Architecture Upgrade Does not reduce expense base 0008 IT Vendor System Rollout 0009 IT Architecture Deployment 0010 Operating System Upgrade 0011 PDA Replacement 0012 ERP System End User Training 0013 Word processing system upgrade 0014 Website Design Rollout 0015 Router Benchmark System Upgrade 0016 Hub Upgrade 0017 Packet Optimization Software Design Figure 8 Example of project to driver impact assessment in Office Proj
40. l when it is time to select a project portfolio Application Portfolio Management APM Scenario Sidney Higa CIO at Wide World Importers has her team compile an enterprise application inventory in Office Project Portfolio Server 2007 capturing key metrics to help her make application life cycle decisions With 70 percent of her budget going to existing applications it is time to rationalize the portfolio and make necessary changes Spurred by some poor risk ratings and likely functional overlap between applications Sidney has her analyst run a series of bubble charts that correlate risk scores to business importance number of users architectural fit platform type cost and a host of different technology attributes www microsoft com office portfolioserver 22 Qa Off Microsoft ICE The charts vividly illustrate potential outliers including identifying one specific thick client ERP application having both high business importance and high risk Interestingly another ERP system used in their shipping operations business unit has a Web based thin client and is considered high in business importance and low in risk and it ranks well in operational performance The two applications have very high functional overlap as they support the same business processes Retiring the thick client ERP application and replacing it with the Web based system would likely save 1 25 million in annual cost
41. lytical techniques for example insight analysis to identify and break the constraints that can prohibit the portfolio from reaching the Efficient Frontier 8 Measure and track portfolio performance Monitor the performance of each investment to help ensure you realize the forecasted benefits Re optimize the portfolio in accordance with your governance process to help maintain continuous alignment with your organization s business strategy 9 Tightly integrate with Microsoft Office Project Server 2007 Quickly deploy world class portfolio analytical techniques that are tightly integrated with Office Project Portfolio Server 2007 providing your organization an end to end project portfolio management solution 10 Consolidate and analyze projects across federated servers Link federated computers running Office Project Server 2007 to Office Project Portfolio Server 2007 to consolidate all projects within an enterprise repository helping you to quickly gain visibility insight and control across all project portfolios www microsoft com office portfolioserver 38 Da Office System Requirements Office Project Portfolio Server 2007 Office Project Portfolio Server 2007 processor RAM and hard disk requirements are highly dependent on the number of services installed on the computer and the load on the server Minimum requirements assume one server where all Office Project Portfolio Server components and supporting
42. pgrade Selected PDA Replacement Selected Packet Optimization Software Design Cancelled Revision History Database Design Suspended Router Benchmark System Upgrade Cancelled Secure Software Audit Software Benchmarking Architecture Uparad Selected Cancelled Software Roadmap Design Selected Software Testing Architecture Upgrade Suspended Website Design Rollout Selected Word processing system upgrade Selected Em Allocation Chart Strategy Radar Save Close Scenario Dashboard Allocation by Cost Project Risk Class Y One Time Cost Op 1784730 2708517 m High El Medium El Low O None Figure 16 The Decision Dashboard in Office Project Portfolio Server 2007 www microsoft com office portfolioserver 30 Da Office Optimization and Alignment Scenario Project Portfolio Management PPM Scenario Wendy Wheeler vice president of business planning at Contoso Pharmaceuticals is informed by the CFO that the board approved a 25 million budget for her group Though an increase over last year s budget it is not enough to undertake every project request submitted Using Office Project Portfolio Server 2007 Wendy opens a project portfolio and loads the Portfolio Optimizer A strategic value score for each project is already automatically calculated so Wendy uploads cost and resource estimates from the detailed business cases
43. r In reality due to varying constraints for example interdependencies project alternatives mandatory investments and resource constraints most portfolios are suboptimal and fall beneath the Efficient Frontier see Figure 13 Analysts can use Portfolio Optimizer to identify and break these constraints which will move the portfolio closer toward the Efficient Frontier and increase the total strategic value from the portfolio under the same budgetary constraints www microsoft com office portfolioserver 26 Da Off Fil ey Ch pum Constraints Impacts 9096 s 80 ra 4 oos jependencies 70 7 Alternatives j 60 b Ld Original solution Force IniDut 5096 f L 8 1 Constraints Ft MEN 40 20 L 4 0 5 10 15 2096 20 Use 10 7 Dependencies impact Alternatives impact 0 A D 10000000 20000000 20000000 40000000 50000000 60000000 70000000 80000000 il Force In Out impact EIN TOTAL One Time Cost limit usage 7 Resource constraints impact EIN Figure 13 A chart indicating the original portfolio has fallen short of the Efficient Frontier in Office Project Portfolio Server 2007 Model Different Strategic Scenarios The Portfolio Optimizer enables executives to model changes to the organization s business strategy and dynamically assess the impact on the existing project or program portfolios Using this advanced analysis technique organizations
44. re Mod Less Imp 0004 Increase market share in existing markets Extr Less Imp 0005 Improve employee satisfaction E 0006 Standardize and streamline cross functional processes 0007 Improve product quality K3 Figure 6 Business driver pair wise comparison matrix in Office Project Portfolio Server 2007 In Figure 7 we see the resulting consensus on relative business priorities for an organization It is very important to note that these derived driver priorities are relative scorings and not simply ranked from number 1 to number 7 www microsoft com office portfolioserver 15 Da Office Builder Optimizer Dashboard About LogOut Project Portfolio Server zer Business Drivers Priorities ee Proiecs NIE E e ETE zu peek mz St gnome Ew Weights Emcient Frontier Consistency Ratio 14 1335 Priorities Business Drivers 0001 ETETETITUETUUETITTTEIN 31 0051 Business Drivers 0004 increase market share in existing markets 22 1057 0002 Reduce Expense Base 16 3309 0006 Standardize and streamline cross functional processes 14 2448 0003 improve customer satisfaction score 8 6648 0007 Improve product quality 4 5504 0005 Improve employee satisfaction 3 0984 Expand into new markets and segments hetesse market share in esisting markets E Reduce Expense Base Standardize and streamline cross functional processes Improve product quality Improve employee sa
45. requests Jay knows that whatever projects are funded they must be able to show they are aligned with Woodgrove Bank s business strategy www microsoft com office portfolioserver 21 Qa Off Microsoft ICE Jay arranges a Business Driver Prioritization workshop with the executive team and uses the pair wise comparison matrix in Office Project Portfolio Server 2007 to objectively prioritize the business drivers and drive consensus between the CEO and other executive stakeholders The driver for grow market share is calculated to be 5 5 times more important than diversify product offering which likely favors the funding of the sales field CRM system over the new online customer mortgage system Having objectively prioritized the business strategy Jay can now start to prioritize and evaluate the proposed projects Of paramount importance to Jay is each project s strategic value as well as each project s likely risk As part of the business case required for every proposed investment each project had already been subject to a strategic impact analysis and a risk assessment in the Portfolio Builder which resulted in scores for both criteria With both the strategic value score and the risk score Jay can make equal comparisons between competing projects and even generate charts to visually map them together Jay can now prioritize his 100 plus projects by their relative scores which will prove helpfu
46. stem Implementation NN p E Project Class Major Project v Workflow Complete Request Project ID DEV 17 Creation Date 3 18 2006 T Project Type Internal Efficiencies Areas Impacted Finance IT Service Delivery q Funding for Project Yes fully funded Type of Funding Ful m planned v AI Schedule Start Date 12 1 2006 T End Date 5 1 2007 i Start No Earlier Than 11 1 2006 Finish No Later Than 7 1 2007 F Benefits Start 5 1 2007 T Recurring Costs Period 36 NY Prioritization And Selection Strategic Value 125 Project NPV 485001 Risk Level Medium v A I Executive Summary diol y gt Project Objectives This project will implement the APS Automated Processing System to provide an enhanced customer experience through a better interaction model across the purchasing and delivery processes The existing business process framework will be leveraged and additional automation and delivery capabilities will be implemented in the APS to enhance quality and reduce cycle time This project will focus on leveraging the existing environment to build market leading capabilities for order processing and product delivery d I Business Need The project is need to complete the implementation of the APS system which required by the business in order to respond to the latest market trend of on line order processing and custom made product delivery Existing competitors have already provided enhanced chann
47. t and program funding decisions such as Approve Suspend Cancel In real time executives can model project and program funding decisions and automatically see the impact on the portfolio s strategic value The steering committee can then select the portfolio to be funded for the planning period www microsoft com office portfolioserver 29 Microsoft ICe Da Office Builder Optimizer Dashboard About Log Out File ZH Back to Set status Menu Setup q to advisory Portfolio Allocated resources Automated Proce system Implementati Bug Tracking Database Design Selected Compliance DB System Implementation Selected Data Warehouse Upgrade Selected ERP System End User Training Selected End User Network Training Cancelled Feature Request Database Evaluation Selected Firewall Configuration HTTP Traffic Monitoring Selected Suspended Hub Upgrade Selected IT Architecture Deployment Cancelled IT Staff Training Cancelled IT Vendor System Rollout Cancelled Integrated Development Environment Trainin Selected Internal Application Customization Cancelled Internal Software Database Audit Selected Internal Web Page Design Selected Knowledge Management System Enhancem Selected Network Application Architecture Design Network Traffic Management System Upgrad Cancelled Selected Operating System U
48. tisfaction Figure 7 Derived relative priority of business drivers in Office Project Portfolio Server 2007 Prioritize Competing Investments from Multiple Dimensions With potentially hundreds of projects programs and applications competing for the same limited budget and resources formulating common scoring criteria is essential to effectively prioritize and evaluate the competing investment proposals Calculate Scores for Strategic Value Risk and Financial Return Make use of best practice techniques to automatically derive prioritization scores such as strategic value financial value risk architectural fit and operational performance in order to objectively assess projects programs and applications www microsoft com office portfolioserver 16 Da Office Project and Programs Best practice prioritization scores include Financial Value Calculate a project s financial value ROI net present value NPV internal rate of return IRR based on the cost and benefit estimates captured in each business case Strategic Value Objectively derive a strategic value score for each project in Portfolio Optimizer based on the project s impact on the business strategy see Figures 8 and 9 Risk Assessment Calculate a risk score for each project derived from the risk assessment questionnaire Builder Optimizer Dashboard About Log Out jo Office Project Portfolio Server Entity Projects Ed
49. usiness value Builder About Log Out EHTE Marketina T View All including linked entities tg Development CHE Infrastructure amp Support Network Engineering International ME Product Development HP Automated Hardware Design Architecture Design LP Focus Group Product Implementation LP Product Accessory Design LP Product Vision Team Expansion LP Value Chain Management Process Design E Sales amp Marketing EHE Operations te Maintenance te Production Quality Assurance av Overall 44 Financial Resource 4 Schedule Risk Scope 4 me e fem iS a e ba m fem fe fe fe fe fr me fem gt gt m m fm m fe k gt zal a m m fem gt fe r fem mn m fem a gt em gt em m m fem gt fem gt fem f me ad fe mu gt gt pE e k f gt m m fem gt e mu fem m m fem al e m gt f m ie aa em e gt m m gt gt em gt Se m m fem em fe m e m m ge gt e m em m m fem fem Se m fem v m em a fem em d m m gt za e gm em m me fem aa ea aaa fem Figure 5 An example of a tracking scorecard in Office Project Portfolio Server 2007 Track Investments with Personalized Scorecards and Status Reports With the reporting and monitoring functionality in Office Project Portfolio Server 2007 you can create
50. y 1998 Initial production deployment OWNERSHIP Application Manager Danner Ryan Contact Name Ryan Danner eMail phone Ryan Danner Corp co Primary Vendor Related Vendors n Licence Type of Licences 1 of Users External Users None sj Support FTE AJ ARCHITECTURE Presentation Layer Client O S No longer serviced O S v Business Layer Primary O S Nondeading O S DEMS Transaction Mode Realtime 0v Design Pattern Distributed A TRANSFORMATION ASSESSMENT ATTRIBUTES Business Value 0 0496 Application Risk Score 291111111111111 ArchitecureFitScore 347 Performance Score 58 8333333333333 FINANCIALS Annual Cost 32 259 Discretionary Projects 931 214 A over TD Temporary Use Text Temporary Use Number Temporary Use Code Required Field L cont Off Figure 4 Example of an application record in Office Project Portfolio Server 2007 www microsoft com office portfolioserver 10 Microsoft ICe Measure and Track Portfolio Performance Cis Ga Off With the Portfolio Dashboard module of Office Project Portfolio Server 2007 you can measure and track projects programs and applications throughout their life cycle giving you the visibility to proactively identify potential issues make decisions and help ensure that your portfolios deliver maximum b
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