PMO Portfolio Services

Overview• Cosmo Cloud was founded on the simple principle of helping our clients implement

practical portfolio management solutions• Portfolio Management processes and tools have become standard across most industries

but it is the implementation approach that determines success• Our approach focuses on partnering with clients to determine what will work best for

their organization• Cosmo Cloud has three core service offerings:

1. PMO Staff Augmentation – provide expert portfolio, program and project resources for our clients for temporary and/or permanent needs

2. PMO Management Consulting – apply our PMO expertise and know-how to target a client’s specific needs• Recent engagements include: PMO set-up/enhancement, roadmap timeline

development, process creation/refinement, project implementation, strategic planning and analysis.

3. Managed Portfolio Services – provide the benefits of project portfolio analysis and reporting at the fraction of the cost needed to build and maintain a formal PMO

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Common PMO Challenges• Data Quality – Regular updates to Project tracking tool

• Project resource allocation/management

• Resources hours capture

• Projects Prioritization/Tiering

• Demand/Pipeline

• Rollover of projects to next quarter/year

• Alignment with Release Management

• Budget and Finance information for each project

• Original start/end dates vs Actual start/end dates

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Cosmo Cloud Supply/Demand Capacity PlanningDesired Outcomes:

Portfolio Governance• Cosmo Cloud assists the business

in monitoring execution progress and making portfolio rebalancing decisions as the need arises

Business Partnership• Cosmo Cloud partners with the

business in assessing and planning for technology enabler needs

Demand Management• Cosmo Cloud identifies, assesses,

and captures all IT demand for a full year and reassesses/rebalances as the year unfolds

Supply Management• Cosmo Cloud allocates the right

resources to the right projects at the right time for all resources types across all sources of supply

Planning / Analysis• Cosmo Cloud anticipates and

adjusts for dependencies, constraints, gaps

• Cosmo Cloud formulates decision options

Enabling Mechanisms• Cosmo Cloud uses standard

tools, processes, guides, definitions, and reports

• Cosmo Cloud has assigned accountabilities that reinforce adoption

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Cosmo Cloud is prepared to deliver on commitments by aligning and

continuously rebalancing demand with supply

1Define

2Select

3Sequence

4Execute

5Evaluate

6Performance

PortfolioLifecycle

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Articulate business strategy; Define the projects and the associated costs and demand

Select the projects to proceed with based on risk,

value and strategic fit

Plan the project execution sequence based on business

priority and interdependencies

Allocate resources, oversee portfolio performance, and adjust to issues, risks & changes

Measure project outcomes against planned objectives;

Capture lessons learned and opportunities to improve

Post project delivery measurement of benefits

realization and ROI

Portfolio analysis & reporting occurs regularly throughout the lifecycle and leverages metrics from all activities

Portfolio Lifecycle

Cosmo Cloud Benefits

• Delivers portfolio dashboards and analysis that provide management visibility into the performance of individual projects and portfolios

• Allows executives and managers to see how their project portfolios are performing against well-defined business objectives, planned costs and schedules

• Identifies portfolio issues and risks, giving management the ability to proactively resolve issues and risks that would negatively impact delivery if left unaddressed

• Helps management take informed decisions regarding future IT investments

• Helps create/streamline IT Governance and Framework

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Cosmo Cloud Services• Current Scenario Analysis

• Portfolio Maturity Assessment

• Current Tools/Systems/Processes Assessment

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Portfolio Management

• Project Demand scheduling

• Resource Capacity and utilization tracking

• Resource requests and assignment tracking

• Project cost and resource estimate assistance

• Project manager request intake and fulfillment

• Project management quality support

Resource Management

Project Management

• Integrated views of the entire Portfolio

• Portfolio assessment, prioritization, selection, oversight

• Portfolio performance tracking and assessment

Assessment

Cosmo Cloud Deliverables: Weekly/Monthly

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Portfolio MgmtAssessment

Current Scenario Analysis

Planning/Governance Project Tracking Resource

Analysis/TrackingFinancial

ManagementPortfolio

Management

Assessment• PMO Maturity

Assessment• Determination of

areas of focus• Summary

Scorecard of each area of focus.

• PPM Maturity Model

Demand Management• Project Scenario

Planning• Projects Pipeline

analysis• Pipeline Projects

Tier/Ranking• New Projects

Costing• IT Governance• IT Organization

Framework

Project Management• Integration with

Requirements Management

• Integration with Defect Management

• Projects Classification

• Project Milestones• Project Roadmap • Project Lists• Project Health• Actual Start vs

Planned Start

Resource Management• Resource

Tracking• Resource

Allocation• Utilization – Over

and Under utilization of resources

• Resource Demand• Resource Hours

Financial Management• Planned Benefit

(ROI template)• Project Spend• Budget Analysis –

Over or Under budget

• Actual Cost vs Planned Cost

• Actual Benefit (Revenue Recognition)

• Earned Value Analysis

• Cost Reports

Portfolio Management• Portfolio

Roadmap• Portfolio

Performance• Portfolio Reports• Strategic

Planning • Portfolio

Alignment• Portfolio

Prioritization• Portfolio Health –

Red, Yellow or Green

• Integrated views of all programs and projects within the portfolio

Resource MgmtProject Mgmt

References/Tools:Gartner PPM Maturity Model

References/Tools:Planning SystemSpreadsheets

References/Tools:Project SystemSpreadsheetsCollaboration Tools

References/Tools:Resource/Time tracking systemSpreadsheets

References/Tools:Budget Tracking SystemFinancial Tool

References/Tools:Portfolio SystemCollaboration ToolsSpreadsheets

Cosmo Cloud Goals

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• Process variation• Need for Enterprise level

Portfolio Visibility

• Need for Agility (in terms of timing) in Resource & Financial Management

• Need for common metrics (projects, programs, portfolios)

• Significant manual effort

• Lack of planning

• Common Processes Across the organization

• Portfolio Visibility Across the organization

• Enable Resource & Financial Management Across the organization

• Common metrics (projects, programs, portfolios)

• Automation where possible

• Strategic Planning & Pipeline

Organization Current State Organization Future Vision

Thank you

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Bringing Technology and People Together