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Topics: Government, Portfolio Management, Strategy
Program Manager Tool
Network:40



Hello,

I am working in a program office, and I am looking for a tool that will show the following for each project in the program.

- Overall Goal
- Project Info (Name, ID Number, Charge Codes, Project Leads, Sponsor Information)
- Milestones
- Resources
- Connections Between Projects
- The Budget of Overall Project
- Forecasts
- Central Document Repository

Overall, I want a tool where the project members can easily report the status of their project to sponsors and upper-level management. I don’t want something that will be considered micromanaging.

Does anyone have advice?

Thanks,

Rachel Atencio
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Network:0
Buenas tardes Raquel:

Comparto con vos dos (2) aplicaciones muy útiles para la gestión de proyectos en la nube. La posibilidad de poder desarrollar el proyecto junto con los demás miembros de equipo es fantástica y sin dudas impacta de manera exponencial en el rendimiento del equipo y en los resultados.

La aplicación sin costo se llama: Trello (www.trello.com)

La Aplicación con costo se llama Jira de la empresa Atlassian (www.atlassian.com)

Saludos y espero que ser de tu utilidad.

A disposición.
Network:40



Gracias por tu ayuda, Pedro. Te lo agradezco mucho.
Network:69



Do you have other requirements beyond reporting on these for each project and giving some place to store docs?

For example, a simple solution could be to create an excel file that each PM updates and a sharepoint site. But don't know if that satisfies all that you want out of the tool(s).

Do you want more than simple reporting? Do you want trends, for example?

Do you want isolation so one PM might not be able to see/access other PMs details?

Do you want an integrated way to see connections between projects, so a change in one is reflected in what the other sees?

Are you also tracking actuals? Are you tracking resource utilization? Vendor costs?

Tracking issues, risks, assumptions?
Network:40



Thanks for answering! I will look into getting SharePoint.

I need to track the following:
Projects:
- Upcoming Milestones
- Requirements
- Risk
- Overall Project Goal
- Assumptions
- Issues

Resources:
- Projects
- Hours on each project
Goal: Know if they are going to have trouble reaching a deadline or if they are charing to the wrong project.

Financials:
- Actual Cost
- Forecast
- Budget
Goal: Prevent overspending or know why it is underspending
I am considering using a phase gate style of tracking financials instead of EVM.

I am new to this role and would appreciate any suggestions.

Thanks,

Rachel
...
1 reply by Robert Neil Wood
Dec 12, 2018 7:04 PM
Robert Neil Wood
...
What level do you feel your PMO and PMs are at from a "maturity" or "experience" perspective? And maybe consider volume of PMs, "size" of projects, # of stakeholders involved across your projects, etc.

On the simpler end of the scale for a company size of 50-200 people total with say 5-10 junior/intermediate PMs and projects that typically fall in the $50K-200K range and not a lot of risk, and maybe a small PMO budget, the excel/sharepoint solution might be a good starting point then work your way upwards as you gain more knowledge/experience/problems.

More complex scenarios (larger company size, more significant projects, more experienced PMs, etc.) might want or need more standard tools like MS Project, Jira, PowerBI, etc. (there's a wealth of tools sets out there).

And on the high end are full feature set tool suites that provide a very rich project management environment but are almost certainly overkill unless you have a lot of experience in understanding how to use them well.

You might want to consider engaging specialists (e.g. consultants or vendors) to help you with the best approach for your org.
Network:69



Dec 12, 2018 4:40 PM
Replying to Rachel Atencio
...
Thanks for answering! I will look into getting SharePoint.

I need to track the following:
Projects:
- Upcoming Milestones
- Requirements
- Risk
- Overall Project Goal
- Assumptions
- Issues

Resources:
- Projects
- Hours on each project
Goal: Know if they are going to have trouble reaching a deadline or if they are charing to the wrong project.

Financials:
- Actual Cost
- Forecast
- Budget
Goal: Prevent overspending or know why it is underspending
I am considering using a phase gate style of tracking financials instead of EVM.

I am new to this role and would appreciate any suggestions.

Thanks,

Rachel
What level do you feel your PMO and PMs are at from a "maturity" or "experience" perspective? And maybe consider volume of PMs, "size" of projects, # of stakeholders involved across your projects, etc.

On the simpler end of the scale for a company size of 50-200 people total with say 5-10 junior/intermediate PMs and projects that typically fall in the $50K-200K range and not a lot of risk, and maybe a small PMO budget, the excel/sharepoint solution might be a good starting point then work your way upwards as you gain more knowledge/experience/problems.

More complex scenarios (larger company size, more significant projects, more experienced PMs, etc.) might want or need more standard tools like MS Project, Jira, PowerBI, etc. (there's a wealth of tools sets out there).

And on the high end are full feature set tool suites that provide a very rich project management environment but are almost certainly overkill unless you have a lot of experience in understanding how to use them well.

You might want to consider engaging specialists (e.g. consultants or vendors) to help you with the best approach for your org.
...
1 reply by Rachel Atencio
Dec 12, 2018 7:27 PM
Rachel Atencio
...
Robert,

Thank you for the advice!

-Rachel
Network:40



Dec 12, 2018 7:04 PM
Replying to Robert Neil Wood
...
What level do you feel your PMO and PMs are at from a "maturity" or "experience" perspective? And maybe consider volume of PMs, "size" of projects, # of stakeholders involved across your projects, etc.

On the simpler end of the scale for a company size of 50-200 people total with say 5-10 junior/intermediate PMs and projects that typically fall in the $50K-200K range and not a lot of risk, and maybe a small PMO budget, the excel/sharepoint solution might be a good starting point then work your way upwards as you gain more knowledge/experience/problems.

More complex scenarios (larger company size, more significant projects, more experienced PMs, etc.) might want or need more standard tools like MS Project, Jira, PowerBI, etc. (there's a wealth of tools sets out there).

And on the high end are full feature set tool suites that provide a very rich project management environment but are almost certainly overkill unless you have a lot of experience in understanding how to use them well.

You might want to consider engaging specialists (e.g. consultants or vendors) to help you with the best approach for your org.
Robert,

Thank you for the advice!

-Rachel
Network:6802



PM Tools are customised and specific to organisation
Network:666



Rachel, I will suggest MS Project and JIRA. These are two simple tools which will give you what all you mentioned. I have used both of these tools and they work great.

MS Project gives you flexibility of creating your project plan and enter the requisite details as much as you want to track.

JIRA gives you flexibility of using the templates for different project methodologies e.g. Scrum, Kanban etc. along with normal reports like burn down chart etc.

I hope this will be quite helpful. Let me know if you have any query.
Network:2775



Products that we have reviewed for Portfolio Management are:
ServiceNow
PlanView
Planisware
Clarizon

If cost is an issue, you can look at SmartSheets as well.

Take a look at each to see which one may best fit your needs. Then have the vendor come in and do a demo.
Network:84



Hi Rachel - a lot of what you have asked for can be done on excel sheet with some formulas and linking some of the excel sheets. Someone dedicated to excel sheet all the time. A tool can instantly give you reports, charts - that depends if your organisation wants to invest.
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