We are a solution providers seeking to outsource our project portfolio management tool.
We looking for recommendations for a tool that can help us achieve the following and more;
1. Create projects with capacity to capture and bulk upload tasks
2. Task tracking with defined email triggers as reminders
3. Time management and reporting on both task and project bases
4. Task validation feature, i.e. each task to be validated by both external (Clients) and internal user to reduce risk of rework
5. Enable a global/portfolio calender to see each resource and scheduled task. I should be able to see all tasks across multiple projects assigned to each resource
6. Clients should be able to log issues for the PMO to define tasks and assign responsibility to resolve issue
7. Requirements gathering process. An environment to allow external users capture expectations for proposed solution
8. Client should be able download project updates of both validated tasks and yet to be validated task as stated in 4
9. Consolidated Project Portfolio report for management
10. Analysis and predictions
11. Document management
12. Projects Archiving for review and audit (Documents, discussions, issues and resolution strategy, planned and actual timelines on task bases and consolidated)
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Elizabeth HarrinDirector| RebelsGuideToPM.comLondon, England, United Kingdom
Unfortunately I think you'll have to make a shortlist and evaluate the products yourself to find one that fits your needs perfectly. Be warned, none of them will be perfect so look for the best fit rather than your ideal solution, and give some thought now to what you are prepared to compromise on. If you do find something perfect, let us know what it is! Saving Changes...
Zeeshan AhmedProject Manager| KSMCJubail, Easter Region, Saudi Arabia
I suggest to explore MS Project Server. I think it will cover most of your requirements and for rest you need to do some customization.
We are implementing MS Project Server 2013 in our organization for better portfolio management and tracking.
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Tom DierschRetiredBurnaby, British Columbia, Canada
Interesting list, Chidozie. I''m in the public sector, at a City in Canada. It is useful in these circumstances to follow a very logical path for your selection, and having done many, i can recommend some actions: 1. Write a formal request for proposals. I know it takes a lot of effort, but it will be worth it. Make sure you document the organization that will be using the tool, and give some thought to how you will evaluate vendors. Are some of the desired functions more important than others? Can you rank them? What about support, maintenance, enhancement, training of your staff who will support and use the tool? 2. Spend some time developing some scenarios of how you would like things to work. Map out a time sheet scenario. How will you issue the time codes? Who will authorize the work? How will you update your projects? How will you fix errors. For each of your requirements there should be a scenario that describes the business process that you envision. 3. Issue the RFP to as many companies as you can. Big and small, consultants and vendors. Get them to respond using a fixed format, so you can compare. Write out your evaluation criteria before you start looking at the responses. Give yourself plenty of time to do a thorough review. 4. Invite the best 2 or 3 to do a proof of concept. I started to use this in the last couple of years and although it is a big effort to set up, it gives you a chance to evaluate how accurate the claims of the vendors are. Create a small example of your organization and have people play roles around each of the scenarios. Limit the vendors time to put their solution together (say a week) and at the end of the week they present the scenarios you''ve put to them. Do each vendor in sequence. I hope these suggestions help. Tom Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
I am in agreement with Elizabeth that you will have to review various offerings against your criterion.
Like Zeeshan, I have used Project Server and it is a solid candidate which should be considered.
I like Tom's suggestion: since you already have your requirements listed, go ahead and do an RFP. Saving Changes...
Noel PeriesPMO Specialist| PMO Professional Services LtdLondon, London, United Kingdom
On top of what Tom has mentioned, you can always get to play with demo environments that these vendors have available to get a good look and feel.
Once you have an idea of the tool/s you like, ask to speak to clients already using that tool in a similar situation to how you want to and see what the highs and lows are of that tool.
Prioritising your requirements is always helpful as it focuses more on the key areas that need improving. Saving Changes...
Kathy CastleAuthor at https://www.projectcubicle.com/| FreelanceTx, United States
Primavera P6 is a strong tool for portfolio management. We are using this software for a long time. I highly recommend. Saving Changes...
