project portfolio management presentation ppt

Free Project Portfolio Management Templates

By Kate Eby | July 27, 2021 (updated September 28, 2023)

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We’ve compiled the top templates for strategic project portfolio management (PPM). Download free, customizable PPM templates in Microsoft Excel, PowerPoint, and Google Sheets formats. 

Included on this page, you’ll find a project portfolio summary template , a project portfolio management dashboard , and a project portfolio status report template , as well as a link to in-depth information on project portfolio management benefits and processes .

Project Portfolio Summary Template

Download Project Portfolio Summary Template

Microsoft Excel  | Smartsheet

This project portfolio template provides spreadsheet and dashboard views, as well as space to summarize details about specific projects and the overall health of your portfolio or project program . The spreadsheet includes columns for a project’s health ratings, priority, status, summary description, budget, progress, and risks. 

Record the outcomes of any cost benefit analysis, and note any links or attachments associated with a given project. The dashboard display offers a snapshot of budgeted costs versus actual spending, as well as the distribution of projects across the health, status, and priority categories.

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Project Portfolio Scorecard Template

Download Project Portfolio Scorecard Template

Microsoft Excel | Smartsheet

Evaluate projects in your portfolio with this simple spreadsheet template. The project management office (PMO) section at the top of the template provides a summary review of your portfolio’s progress and costs, as well as room for notes on the risks and cost benefit analysis. 

The template also includes a section for details about each project in the portfolio, with  categories for the priority, status, planned versus actual costs, hours, and quality index rating. This template includes example commentary that illustrates how portfolio managers can use the template to expand on the numerical data.

Project Portfolio Dashboard Template

Download Project Portfolio Dashboard Template — Microsoft Excel

Get a visual overview of portfolio KPIs with this Excel dashboard template, which includes a Gantt chart that shows the delivery timeline for each project, a pie chart that displays the portfolio’s resource allocation, and bar charts that analyze each project’s financials. 

The bar charts also include categories for risk analysis and open or pending actions. The project portfolio report section summarizes each project’s schedule, budget, issues, and other details in a spreadsheet format.

Project Portfolio Timeline Template

Download Project Portfolio Timeline Template

Microsoft Excel | Google Sheets | Smartsheet

This project portfolio planning template provides a visual timeline for multiple projects. The Gantt chart timeline allows you to easily differentiate between projects, and the template automatically generates each bar on the chart based on your start and end dates. 

The template also includes columns for notes on the schedule, budget, resources, risks, and issues for each project in your portfolio. Make strategic plans based on delivery timelines and ongoing performance.

PowerPoint Project Portfolio Template

Download PowerPoint Project Portfolio Template — Microsoft PPT

Create an in-depth project portfolio dashboard in PowerPoint. Template slides include the portfolio’s timeline, resource allocation, financial status, risk analysis, issues, and pending actions. There is also a slide that displays the duration of each project in days.

The template also includes a table for compiling notes on each project. This thorough presentation template provides a broad overview of your portfolio as well as specific details about individual projects, and also includes sample data to illustrate the charts and graphs in each slide.

Project Portfolio Tracker Template

Download Project Portfolio Tracker Template

Track multiple projects with this combined spreadsheet and timeline template. You’ll find two tabs: an example template with color-coded options to highlight a project’s status, priority, itemized costs and hours, duration, and timeline; and a blank template for easy data entry. 

This tracker template divides each project into activities or phases, with columns for assigned owners, deliverables, and percent complete. The timeline provides a weekly schedule based on the start date you enter at the top of the template. Add or remove columns to create a customized template based on the project information you want to track.

Project Portfolio Budget Tracking Template

Download Project Portfolio Budget Tracking Template — Microsoft Excel

For each project in your portfolio, this budget tracking template provides a detailed breakdown of the costs, budgeted expenses, actual spending, and outstanding balance. Use the built-in  Gantt chart for visual tracking and to summarize each project’s budget versus actual costs. 

This template calculates subtotals and total costs as shown in the example template tab. The template also lists the status as well as planned and actual start dates for each project phase.

Project Portfolio Roadmap Template

Download Project Portfolio Roadmap Template

Microsoft Excel | Google Sheets

Create a portfolio roadmap with milestone markers and color-coded bars that indicate a project’s status: finished, in progress, scheduled, or proposed. The roadmap format makes it easy to manage a large portfolio, and offers clear timelines and visual status levels.

The roadmap displays quarters and years and lists start and end dates next to each project name.

Project Portfolio Status Report Template

Download Project Portfolio Status Report Template

This status template simplifies reporting with a 12-month roadmap, status summaries, and details on each individual project. The portfolio status overview uses green, yellow, and red to indicate whether items are on track, show signs of potential issues, or are otherwise of concern. 

The financial summary calculates budgeted costs, actual costs, a financial forecast, and variance. This PMO project portfolio template also lists individual project status updates, including time frames, progress, and descriptions of risks or concerns.

What Is a Project Portfolio Management Template?

A project portfolio management template allows you to evaluate, choose, and prioritize projects in order to maximize performance and meet organizational goals. The template may include one or more portfolios. 

You can use a PPM template to efficiently evaluate the benefits and risks associated with multiple projects (and possibly multiple portfolios). These templates also enable you to ensure that you’ve aligned your projects with overall business objectives. PPM templates support the process of prioritizing, scheduling, and tracking multiple projects, so you can use an organized, metric-driven approach when making strategic decisions. 

For a comprehensive look at the project portfolio management process, including additional templates (such as a project risk analysis) and PPM for IT projects, check out “Project Portfolio Management 101: Processes, Tools, and Examples.”

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Project Portfolio Management PowerPoint Presentation

Description

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Project Portfolio Management (PPM) is a crucial process in any organization that involves the centralized management of projects to achieve strategic objectives. A well-structured PPM ensures that resources are allocated efficiently, risks are managed effectively, and projects are aligned with the overall business goals.

The Project Portfolio Management PowerPoint Presentation is a comprehensive tool that helps organizations visually communicate the key elements of their project portfolio management process. This professionally designed template includes various slides that cover topics such as project prioritization, resource allocation, risk management, and performance tracking.

With easy-to-edit slides, users can customize the content to suit their specific needs and showcase their PPM strategies in a clear and engaging manner. The template also features visually appealing graphics, diagrams, and charts that make complex concepts easy to understand for both internal and external stakeholders.

Key features of the Project Portfolio Management PowerPoint Presentation template include: 1. Fully editable slides: Easily customize text, colors, and graphics to tailor the presentation to your organization’s brand and requirements. 2. Ready-to-use templates: Save time and effort with pre-designed slides that cover all aspects of project portfolio management. 3. Data-driven charts: Visualize key metrics and performance indicators to track the progress of projects within the portfolio. 4. Strategic planning tools: Communicate project priorities, goals, and alignment with the overall business strategy effectively. 5. Cross-functional collaboration: Facilitate communication and decision-making among different departments and stakeholders involved in project management.

Whether you are a project manager, executive, or team member, the Project Portfolio Management PowerPoint Presentation template is a valuable resource for showcasing your organization’s PPM processes and driving success in project execution. Transform your project portfolio management strategy into a compelling visual story with this versatile and user-friendly presentation tool.

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Use this Free Ppt Template of Project Portfolio Management to make an industry-standard presentation. It has creative and unique graphics of a circular cycle used to showcase 6 points: Governance, Linkage, Resource balancing, Data system, Decision making, and Portfolio architecture. Each Point has icons and a section to write a brief description about it. The color and the design make this template very attractive and engaging. This Free Powerpoint Template is 100% editable and customizable as per your convenience. It can be used with both Powerpoint and Google Slides.

Check out the blog about why we should use free PowerPoint templates to build effective presentations.

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Home Blog Business How To Create a Project Presentation: A Guide for Impactful Content

How To Create a Project Presentation: A Guide for Impactful Content

Corporate, academic, and business meetings share one common factor: successfully delivering project presentations. This is one skill professionals should harness in terms of articulating ideas, presenting plans, and sharing outcomes through an effective project presentation.

In this fast-paced reality where new tools and frameworks make us question the human factor value, we believe there’s much to be said about how working towards building presentation skills can make a difference, especially for making a project stand out from the crowd and have a lasting impact on stakeholders. We can no longer talk about simply disclosing information, the manner in which the narrative is built, how data is introduced, and several other factors that speak of your expertise in the subject.

This article will explore the art of project presentation, giving insights to presenters to deliver a memorable project plan presentation. Whether you are new to this experience or a seasoned presenter, this article promises to give you valuable information on how to build and present a project presentation that resonates with your target audience and will convert into your expected results for the project. Let’s get started.

Table of Contents

• Who is the audience of a project presentation?

Executive Summary

Project overview, the project process model, the project scope, the project resources, the project roadmap, the project activities plan, the project risks, quality control, project execution and monitoring.

• The Project Team

What Is a Project Presentation?

A project presentation is a business activity that brings together stakeholders and team members to oversee a project from execution to completion. During a project presentation, one or two people present a document or slide deck with an overview of all the project’s details.

During a project presentation, the project manager highlights key data about the project initiation and planning activities, like the project scope, requirements gathering, a deliverable list, timelines, and milestones.

The first instance of a project presentation is right before the execution of the project itself. Then, during the project process life cycle, you present it again with timely updates and news about the progress.

Who is the audience of a project presentation? 

A project-related audience is made up of stakeholders – all individuals and entities that affect or are affected by the project’s existence.

Discuss the project presentation with team members that’ll work on the project so they know what’s at stake and what’s expected of them. They’ll need information like requirements, the roadmap, the work breakdown structure, and deliverables.

Stakeholders

Present your project to the stakeholders that can authorize resources and expenditures. Show them how the project will offer the solutions they want under the conditions they impose in a set amount of time. 

Stakeholders want to know details like project scope, budget breakdowns, timing calculations, risk assessments, and how you plan to confront these risks and be ready for changes. 

The Structure of a Project Presentation

Project presentations follow a standard structure covering all critical elements. Follow this guideline to ensure that you cover everything with the slides, the speech, and the discussion.

In the next section, we describe a project presentation structure you can build with SlideModel templates or working with our AI PowerPoint generator . As you will see, most sections in the structure are summaries or overviews of project management practices completed during initiation and planning. 

At the start of your presentation, add an executive summary slide . This section is meant to welcome the viewer to the presentation and give an idea of what’s to come. To differentiate your executive summary from the project overview that comes right after it, use the opportunity to place the project into context. 

In an executive summary , show how this particular project fits into the overall strategy for the company or the section it belongs to. If, for example, your project is about TikTok Marketing, offer information as to how it fits in the overall marketing strategy.

Continue the presentation with a project overview to show the audience what to expect. This section covers one slide or a combination of slides depending on the layout. The project overview slide serves as the introduction to a project presentation and what’s inside.

Include these items:

• An Introduction with a brief background about the project. 
• A short explanation of the project’s objectives and completion goals.
• A quick overview of the timeline with start and end dates.

The project life cycle is the series of phases that a project goes through from its inception to its completion. The project process model is the group of knowledge areas, processes, and their relationships that will guide the activities along the project lifecycle. The next slide should display the chosen project process model and explain how it’ll be carried out along the different lifecycle phases. Project process models examples include Waterfall, Scrum, and V Model for software development, and Business Process Modeling Notation (BPMN) and Swimlane for general business-related projects.

Process models are important for the team to understand execution processes. Stakeholders need to see the process model to understand the systematic process of activities and how long they will take. 

Use one slide for the model, show only high-level components, and offer details during the presentation if the audience asks for them.

The scope is a crucial element of any project and needs its own section in the presentation. The scoping process begins with requirements gathering and includes the creation of a work breakdown structure , an analysis of what’s in and out of scope, plus validation and scope management plans. 

One or two slides are enough to highlight key scope details in a dashboard-style layout mirroring the information on your project scope statement. Preferably, place the scope slides towards the start of the project presentation close to the process model and project resources.

Every project needs resources, and that assessment must be included in the project presentation as well. In a general sense, all resources are what make up the overall budget for the project. In turn, you’ll need to show a budget breakdown that shows high-level resources.

Like many aspects of a project presentation, what you include depends on the industry you’re working for. Construction projects use constructors, materials, machinery, etc. Software projects use programmers, designers, software licenses, computers, etc.

Time is the main resource of any project. During project planning, the project management team estimates the required effort needed to complete the defined scope. Using the Project Process Model, Scope, and Resources, a plan is built. Present a roadmap to highlight the expected time for project completion and where each milestone falls along that line.

Roadmaps can be constructed with an infinite variety of visual layouts, from highly creative and illustrative to structured formats resembling spreadsheets and tables with color-coded roadmaps across the cells. Use one slide to show the roadmap highlighting time estimates, constraints, and projections. For updated project presentations, mark where the project is on the roadmap at that particular moment in time.

Every phase of the roadmap is broken down into action plans . Action plans list activities, their duration, allocated resources (human, material, and financial), and the relationship between activities.

Present your project activities plan with a Gantt Chart and a Costs Report. The Gantt Chart will show the activities to execute, how long they will take, and who (person or team) will be responsible for them. The costs reports will show how much the execution of activities will cost.

During the presentation, you’ll spend the most time on this section, as this is when and where your entire plan is outlined. To show more detail than the roadmap overview, use a few slides to show specific sections of the main Gantt chart and show key activities per phase or milestone.

All projects present risks, and to control them, they must be identified, assessed, evaluated, and mitigated . Visualize your risk assessment with a risk matrix and include it in the project presentation. 

Use this slide to explain to stakeholders how you plan to mitigate the identified risks. Share with team members what’s expected of them in order to keep the risks under control. Risk management is a critical component of project management and something stakeholders will always be looking at.

Controlling the quality of project deliverables is critical for positive project outcomes and continued success with the deliverable. This process is called quality control or quality assurance.

The project process model includes which quality control techniques the team will use and when. Some quality assurance (QA) techniques include statistical process control (SPC), Six Sigma, ISO 9000, and Total Quality Management (TQM). Use one slide to visualize the process and your plan to execute it.

Once the project starts, the project plan is a living entity and evolves over time. This section will need to be regularly updated with progress reports, performance KPIs, and status updates.

Across these slides, explain how activities will be monitored and deliverable outcomes measured. Show exactly how you will determine if the project is on course or has deviations. Visualize all execution activities with a Gantt chart to show the current progress. Use big numbers and data points to highlight performance metrics. Use a comparison slide to visualize the completeness percentage vs. planned progress and budget consumption vs. planned budget.

Explain all monitoring activities for the execution phase using a calendar or schedule that shows on what days activities will take place and who is involved.

The Project Team 

When presenting a project, include a stakeholder map to describe the management team, the sponsors, the main stakeholders, and the implementation team or teams. Depending on the size of the project, this will be an org chart or multiple org charts across a few slides.

Why is it important to present the project team to the stakeholders and vice versa? So that everyone involved knows the other parties and their responsibilities.

Another use for the team slide or slides is to present the next person who will speak during the project presentation. This gives the audience some background on that person’s role in the project.

Case Study – Project Presentation Example

Using the structure we present above, we outlined a case study of a realistic project and how the project manager puts together the project presentation using SlideModel templates. The project presentation example is based on a complex project of building a bridge (Cline Avenue Bridge). For the educational purpose of this article, we are not delivering all the elements of the project presentation, as it is out of scope. Still, we illustrate the more representative slides of each section, show how to prepare a PowerPoint Presentation for a project and how simple it is to adapt the templates to the content that needs to be presented. As a disclaimer, all information we present is an adaptation and reinterpretation of the real project, modified by SlideModel to fit the use case learning goals. This information and presentation should not be considered a source of information related to the Cline Avenue Bridge Project.

In this slide, the presenter summarises the project highlights in a project charter style. The Project Manager can extend this introduction all over the project lifecycle, and the speech can jump from different knowledge areas without the need to change slides or get deeper into details. Specifically, in the Cline Bridge Project, the objective is narrated, the location is just mentioned and linked to a map for further details, and a set of important facts are presented (Building Information Modelling Process, Budget, Duration, Sponsor, and Constructor). Key Highlights of the final deliverable are listed (Segmental Bridge, Material Concrete, 1.7 miles of length and 46 feet of width)

Process Model

The Process Model slide illustrates the framework for the project lifecycle, processes, planning, and execution. In this slide, the Project Manager will describe the model and how it is tailored to the specifics of the project. In this case, for the development and construction of the Cline Bridge, the builder has defined the use of BIM (Building Information Modelling) as the process model. During this slide, the presenter can describe the lifecycle phases (Design, Production, Construction, Operation, and Planning) and drill down one level over the knowledge practices involved. For example, the initial stage consists of “Design”, which has two main knowledge areas, Conceptual Design, and Detailed Design. The project manager is able to explain this definition without the need to outline detailed processes and activities within them.

The Scope section of the presentation generally involves several slides, as the content layout is a list of “requirements.” Based on this fact, a table layout is suggested to make good use of space. It is important to avoid abusing the “list” and present the group of requirements rather than specific requirements. Otherwise, the project manager ends up transcribing the requirements document.

In this project presentation example, we present 10 groups of requirements traversing different stages of the project lifecycle. 

• Design Standards: Bridge design must comply with local, national, and international design standards, including relevant engineering and safety codes
• Load Capacity: The bridge must be designed to safely carry a specific maximum load, which would include the weight of the bridge itself, traffic, pedestrians, wind, and other factors.
• Seismic Design: The design must account for seismic loads. 
• Aesthetic Design: The bridge must be designed to meet certain aesthetic criteria aligned with the artists and architects.
• Accessibility and Use Requirements: Requirements for pedestrian walkways, bike lanes, vehicle lanes, load restrictions for vehicles, clearance heights for boats if over a waterway, etc.
• Regulatory Approvals: The project must secure all necessary permits and approvals from relevant local and national regulatory bodies.
• Environmental Impact: The project must take steps to minimize its environmental impact during construction and the operation of the bridge, including implementing erosion and sediment controls.
• Materials Simulation: Materials should comply with regulations and usage expectations for current and future expected requirements.
• Site Preparation: The project must include preparation of the construction site, including any necessary land clearing or grading.
• Foundations Construction: Foundations will need to support materials weight and traffic expected for the next 30 years.
• Site Acquisition: Acquire site and terrain for building and logistics.

Building a bridge involves a high level of resource usage. In an executive meeting of a project presentation, the recommendation is to structure this section as a Financial table with only one level of detail. Further details are delegated to specific resources and cost analysis presentations.

The resources list presented is:

• Professional Services
• Construction Labour
• Quality Assurance
• Contingency
• Waste Disposal and Cleanup
• Subcontractors

In order to break the style of table after table during the project presentation, we suggest using visual elements as icons and colors metaphorically related to each of the elements listed.

Project Roadmap

As explained earlier in the article, the project roadmap serves to offer a comprehensive overview of the significant milestones that will happen over the course of time. Given the magnitude of a bridge construction project and its prolonged duration, it is advisable, particularly for such extensive endeavours, to present a roadmap that aligns milestones with corresponding lifecycle phases in a discernible manner. This approach enables the audience to mentally envision the sequential progression of the construction process.

Aligned with previous slides, in the example we created a roadmap with the following high level milestones, and sub componentes:

• Project Budgeting and Financing
• Land Purchase & Renting
• Conceptual Design
• Detailed Design
• Access Routes
• Waste Disposal
• Simulations
• Materials Tests
• Seismic Tests
• Fabrication
• Preparation of Modular Pieces
• Build and Assembly
• Test under Acceptance Criteria
• Stress Test
• Operation and Maintenance

As you can see, the Project Manager decided over a sequential roadmap, presented with little detail in timings, with start and end dates to picture dimension over the diagram.

Action Plan

In the bridge construction project of the example, there will be plenty of activity plans. All along the project several of these slides will be created and updated. The most suitable option for presentation tasks, durations, precedence relationship and resource allocation is the Gantt Chart Template. We present the first Quarter of the project, over the Conceptual Design Activities. 

As displayed in the PowerPoint Slide , the subtitle clarifies the number of slides that will be used for this purpose.

The activities presented are:

• Site Analysis
• Feasibility Analysis
• Design Concepts
• BIM Model Creation
• Model Revision
• Environmental Impact
• Present Design

Project Risks

Risk management is an iterative process all over the project life cycle. When presenting your projects, the risks will vary depending on the progress over the roadmap. For this specific example we decided to present the risks being discussed during the Ideation stage, where the developer is exchanging risks with contractors and the company that will build the bridge.

Our suggested layout for this kind of information is a simple table, where the risks are clearly readable and visible, while the description is a hint for discussion rather than an in depth explanation.

It is very important to classify the presented risks, at least with two dimensions; “Impact” and “Probability”. This will generate quality conversations around them. 

Outlined Risks during the Initiation Phase:

• Design Errors
• Construction Delays
• Budget Overruns
• Regulatory Changes
• Site Conditions
• Equipment Failures
• Health and Safety Incidents

As the reader can spot, the risks outlined, are very high level, and each of them will trigger specific Risk Analysis Reports.

The quality control section of the project presentation may vary depending on the quality process adopted. For large scale companies with a uniform portfolio of projects , it is common to see a continuous improvement quality model, which iteratively builds quality over the different projects (for example software companies) For construction companies like the example, the situation is not different, and the quality control model is aligned with the specific building process model. In this specific case, the project manager is presenting the quality control process to be applied over the BIM model and the Quality Control process to be followed for the physical construction of the bridge:

Execution and Monitoring

During the project, several status meetings will be carried out. During the project presentation the manager can establish the pattern to be used along the project.

For this example, we set a basic progress dashboard where the project manager can present : 

• The current timeline
• Top 5 issues
• Current Burndown
• Top 5 risks.

The art of project presentation goes beyond listing data in random slides. A project presentation is a powerful tool to align stakeholders and foster an environment of trust and collaboration over factual information.

With a structured approach, all members involved in the project design and execution can understand the direction that’s being taken and the importance behind certain decisions. We hope these insights can turn your project into a powerful presentation that inspires and deliver results.

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Project portfolio management kpi and dashboard powerpoint presentation slides

Manage your assets in a professional way using our content ready Portfolio Management KPI And Dashboard PowerPoint Presentation Slides. Take advantage of these asset management PPT templates to illustrate portfolio performance, portfolio risk dashboard, portfolio timeline summary, cost-benefit analysis, etc. Take the assistance of these investment management PowerPoint infographics to depict the on-boarded projects, completed projects, pipeline projects, development projects, etc. Employ this amazing asset PPT layout to showcase the allocation of KPI’s like portfolio summary, net allocations, holdings, used budgets and returns in percentage form. Utilize these amazing asset PowerPoint visuals to reveal the projects of different departments including finance, IT, legal, operations, programs, sales, and marketing. Moreover, you can also show various risks that impact portfolio like IT long haul, product engineering, facilities upgrade, human capital initiatives, etc. Download this amazing asset management PPT slideshow to keep a timely track of various organizational projects.

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Slide 1 : This slide introduces Project Portfolio Management KPI & Dashboard. State Your Company Name and begin. Slide 2 : This slide shows Content of the presentation. Slide 3 : This slide presents Portfolio Performance Dashboard with the help of graphs. Slide 4 : This slide displays Project Portfolio Summary Dashboard. Slide 5 : This is another slide showing Project Portfolio Summary Dashboard. Slide 6 : This slide represents Portfolio Risk and Change Request Dashboard. Slide 7 : This slide showcases Timeline Summary. You can add or edit data as per requirements. Slide 8 : This slide shows Portfolio Dashboard with Cost and Benefit. Slide 9 : This slide presents Portfolio Management Dashboard describing- Net Worth, Allocations, Sectors, Regions, Holdings, Net Flows. Slide 10 : This slide displays Portfolio Summary Management Dashboard. Slide 11 : This slide represents Portfolio Management Securities Allocation Dashboard. Slide 12 : This slide showcases Portfolio Management KPI’S with related imagery. Slide 13 : This slide shows Portfolio Management Investment Allocation KPI’S. Slide 14 : This slide displays Project Portfolio Management KPI & Dashboard Icons. Slide 15 : This slide reminds about 15 minutes coffee break. Slide 16 : This slide is titled as Additional Slides for moving forward. Slide 17 : This slide shows Clustered Column chart with two products comparison. Slide 18 : This slide presents Stacked Bar chart with three products comparison. Slide 19 : This is a Timeline slide to show information related with time period. Slide 20 : This is a Financial slide. Show your finance related stuff here. Slide 21 : This is a Comparison slide to state comparison between commodities, entities etc. Slide 22 : This slide is titled as Post it Notes. Post your important notes here. Slide 23 : This is a Puzzle slide with text boxes to show information. Slide 24 : This is a Venn slide with additional text boxes. Slide 25 : This slide shows Mind Map for representing entities. Slide 26 : This is a Thank You slide with address, contact numbers and email address.

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Ratings and Reviews

by Joseph Torres

December 29, 2021

by Murphy Green

by Dick Ryan

by Demetrius Boyd

• Preferences

Project Portfolio Management - PowerPoint PPT Presentation

• Project Portfolio Management

Stakeholders for individual projects (project management) include ... Project portfolio management is the art and science of applying a set of ... – PowerPoint PPT presentation

• common/typical practices
• 'best' practices
• ideal practices that is, what the concepts and theory suggest could or should be done.
• We will review many of the analysis topics you studied in your other courses (cost analysis, risk analysis, earned value analysis, work breakdown structure, resource scheduling, etc), but in the context of synthesizing them into a PPM process
• We will study decision making and prioritization (topics from DNSC 224) which will be helpful in performing synthesis required for many facets of PPM
• Announcements
• Grading percentages are approximate and may be modified to some extent.
• Discussion Forums
• Expect some changes
• Grading/Deliverables (Tentative s)
• Mid Term 20
• Project Choice Decision 20
• Project Portfolio Project 25
• Class Presentation of Specific Topic 10
• Class Participation 5
• Discussion Board
• Personal Information
• One Minute Summaries
• General Discussion and Team Forming
• Project Management
• Doing things right
• Enterprise Management
• Doing things right throughout the enterprise
• Doing the right things!
• Stakeholders for individual projects (project management) include
• business owners, business sponsors, and often the end user of a projects output.
• they are specifically concerned with satisfying their own business requirements and needs and controlling cost and schedule.
• Stakeholders for the PPM processes include
• financial management, senior business executives, and ultimately the stockholders of the organization.
• they are concerned with optimal investment of scarce company resources and typically are interested in return on investment, strategic alignment, and the risk profile of the portfolio.
• To satisfy both sets of stakeholders, organizations must define an integrated process that links project management and portfolio management practices.
• by tying the executive decision process to resource allocation and day-to-day project execution.
• Project portfolio management is the art and science of applying a set of (concepts, theories), knowledge, skills, tools, and techniques but to a collection (or portfolio) of projects in order to
• meet or exceed the needs and expectations of an organizations investment strategy.
• Provide a structure for selecting the right projects and eliminating the wrong ones(But which ones are right and which ones are wrong?)
• Allocate resources to the right projects, thus reducing wasteful spending(this is part of determining which are right and which are wrong, but not individually, as a combination or portfolio)
• Align portfolio decisions to strategic business goals
• Base portfolio decisions on logic, reasoning, and objectivity(As well as well informed subjective judgment)
• Create ownership among staff by involvement at the right levels
• Help project teams understand the value of their contributions
• Levine pg 23 A critical mistake is to think that PPM is fundamentally the management of multiple projects. This is not so. PPM is the management of the project portfolio so as to maximize the contribution of projects to the overall welfare and success of the enterprise. This means that
• Projects must be aligned with the firms strategy and goals.(AHP will be useful in accomplishing this)
• Projects must be consistent with the firms values and culture(Subjectivity will be an important part and should not be overlooked)
• Projects must contribute (directly or indirectly) to a positive cash flow for the enterprise(The portfolio of projects must contribute directly or indirectly to all of the enterprises objectives, not just cash flow. But a particular project need only contribute to one or a few of the objectives)
• Projects must effectively use the firms resources both people and other resources(Resources will be considered at a macro level when making portfolio decisions and then at a micro level when performing projects.)
• Projects must not only provide for current contributions to the firms health but must help position the firm for future success(Objectives such as corporate image, impact on the environment, ethics should be included in the Enterprises strategy.)
• To make the case for PPM, it is necessary to demonstrate how PPM can address real and immediate problems.
• This is best accomplished by soliciting the input of co-workers to isolate known problems, making interpretations, developing potential solutions and outlining benefits accruing from these solutions, and communicating these findings. Examples
• Who Says Any staff member.
• Interpretation The staff member has too many projects.
• Solution (AHP and Optimization) Improve prioritization and selection process.
• Reduce the number of projects happening at one time by one part of the organization.
• Benefit When the number of projects is reduced, project quality and performance increase as attention focuses on doing the right things. In addition, extra capacity is created for attending to emergencies or engaging in creative thought.
• Solution Improve prioritization and selection process.
• Who Says The project manager
• Interpretations
• Someone has challenged the projects validity (rightly or wrongly) or attempted to add scope to the project based on new information.
• In the absence of formal oversight of such requests, the project manager has decided to defend the project.
• He/she probably feels judged based on whether he/she delivers on time, on spec, and within quality constraints.
• This dynamic occurs in organizations that havent learned that project execution is subordinate to project relevance.
• Meeting ones commitments is laudable only when the commitments make sense.
• Demands and resulting commitments were made in a vacuum.
• The clients needs have not been previously challenged.
• Remove the stigma associated with project redefinition by emphasizing and communicating the importance of considering the business benefit of proposed changes over traditional and rigid measures of project success.
• Raise the visibility of the decision making process by holding regular portfolio management meetings.
• Enable broad-based input and buy-in by ensuring that all projects are vetted by a centralized and empowered governance body with the capability to see the larger picture
• Emphasize and communicate the importance of considering the business benefit of proposed changes over traditional and rigid measures of project success.
• Who Says The client.
• Interpretation There is the sincere belief of a client who has decided (often unilaterally) that his project must take precedence over other projects. The client has gotten away with this before and often is willing to threaten taking his project elsewhere
• Solution. All projects are assessed for their ability to meet strategic goals, which can then be articulated versus arguing, Because I say so
• The governance body must apply scientific methods when evaluating projects while also allowing intuitive expressions , so the results are defensible and intuitive to system owners.
• Who Says. A PPM governing body member.
• Interpretation. PPM governing body members typically need three things in order to commit to a result
• They need to agree on the criteria (objectives) that will be used to prioritize and select projects.
• They need to have clear descriptive information about the projects (for example, the business case.
• They need to have a mechanism for applying criteria to create project rankings. (measure the contribution of projects to the organizations objectives to derive ratio scale priorities).Continued
• The criteria (objectives) should be top down in nature, deriving from high-level performance goals in the organization. The ranking mechanism (prioritization mechanism) should be statistically (theoretically) sound and defensible and include an opportunity for open conversation that provides a forum for expression of the collective experience of the group.
• Solution. The governing body (Governance) and its sponsors are charted to make top-down decisions about what the organization should do to meet strategic objectives. If the information is incomplete, make and document assumptions In order to move ahead. Then reconcile this plan with bottom-up data.
• Who Says. Any staff member.
• Interpretation
• People often avoid change, and implementing responsible portfolio management is a big change for many staff.
• A staff member may complain that PPM is too difficult in order to avoid accountability or out of fear that critical work will not get done in a timely fashion. (continued)
• Solution. Simplify as much as possible, recognizing that a number of assumptions can be made about the complex interrelationships that exist in order to make progress.
• With PPM however, multi-variate criteria (multi-objective) analysis (and synthesis) yield superior results to single-variable decision making. It is possible (and we will learn how) to combine simplicity with multivariate techniques to achieve a more balanced portfolio. Organizations that implement this approach rank among the highest performing. Integrating qualitative and quantitative data improves the probability of success, since it entails the consolidation of both subtle and supporting factors that are important to project work.
• Enterprise and Business Unit Strategic Plans
• Annual offsite to revise
• Brown/Green/Red Book gathers dust on shelves
• Bring to life by using it to make decisions!
• Contrasting alternative strategies
• Strategy Case analogous to business case
• Specific objectives (high level)
• Evaluating Strategies
• Boston Consulting Group Model
• Market Attractiveness (Market Growth)
• Industry Competitiveness (Market Share)
• ..ValueBasedManagement
• BCG type AHP model for Enterprise
• BCG type model for Business Unit
• Organizations are accustomed to investing in developing strategies to drive them forward
• Multiple days of leaders and cross-functional teams time are spent each year in offsite meetings
• Participants leave the meeting feeling they have raised options, hammered through them and achieved alignment among participants and the key methods that the organization will pursue to achieve its goals
• The goals these strategies are intended to make happen are frequently NOT achieved
• Cross-functional resource allocation and competing priorities cause drag on the organization
• Over time, belief in the organizations ability to develop effective strategies and achieve goals lessens
• Funding sources retreat and talented associates who want to contribute to a successful organization leave
• (Tregoe Zimmerman in Top Management strategy)Framework that guides those choices that determine the nature and direction of an organization
• (George Steiner in Strategic Planning) Strategy answers the questions
• What should the organization be doing?
• What are the ends we seek and how should we achieve them?
• (Michael Porter, Competitive Strategy)Competitive strategy is a combination of the ends (goals) for which the firm is striving and the means (policies) by which it is seeking to get there.
• Assuming that leadership has identified the mission, goals, and strategies, the next level of detail is identification of specific projects that will carry out the strategies.
• These projects become candidates for inclusion in the organizations project portfolio.
• The sum of the individual strategy impact ratings provides an overall project strategy value score.
• This score is integrated with a projects ratings on other evaluation criteria, such as net present value or risk.
• Such a total project score is often used to do the initial prioritization of project candidates.
• What if strategies do not exist for the organization?
• German proverb Whats the use of running if you are on the wrong road?
• Stop and find the right road.
• Might be able to reverse engineer the organizations strategy by looking at
• Where is the organization spending its money?What programs are funded?
• What skills are being bought?
• Gain concurrence from leadership to use the implied strategic criteria in the project evaluation process.
• If your organization does not do strategic planning today, instituting PPM will enable the discipline and process that defines the strategic process.
• If your organization does do strategy work today, integrating PPM with it is a natural extension to strengthen it and increase rate of strategy realization (take the dust off the strategic plans sitting on shelves).

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