A small organisation constrained by available funds, I am looking for your advice on potential PMO centralised toolset.
Currently the framework, methodologies, artefacts etc. have all been defined which has highlighted a need to bring all these together. Such things as:
1. The recording of water cooler comments and other intelligence gathering activities on possible pipeline projects so resource and other capacity planning can be considered before projects become formally submitted. Also allows for identification of ideas that could be incorporated into existing projects.
2. A centralised project list of pipeline, being initiated, current, in benefit review stage and completed projects for portfolio analysis and reporting
3. Repositories of Lessons Learnt, Risks, Issues etc. as a centralised point of all individual project registers and logs.
4. Project Status reporting that will automatically combine to create portfolio reports
The above are the main key areas but also note that there are many more other benefits of having a PPM tool.
However, it is a small organisation with for example 6 projects $20k to $100k, 4 projects $100k to $400k and 4 projects $400k to $1m. The PMO is new and trying to cement itself as a valuable organisational resource without being a burden, especially in cost, so any attempt to get a great amount of funds will be met with a NO until it proves itself.
It's a bit of chicken and egg, it needs the tools to prove itself BUT is only given limited funds to do it. A high cost PPM tool would be out of the question but we need something that will help to bring all projects together for effective and efficient analysis, management and reporting.
It is greatly appreciated any suggestions you may have that will help to do this...thanks Saving Changes...
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Ganesh SrinivasanGanesh PMO (PMP, PMI-SP, ITIL-F)| MNC BankChennai, India
Hi Anonymous, Thanks for bringing this into our PM.com. I'm sure you will get the directions.
I'm not sure about the real cost of PPM tools. I have two options :
1. If you any development team, you can develop something using opensource create customised PPM tool for you.
2. Preparing a excel based on customised PMO tracking tool.
For the above two options, you should be clear on the requirements and time to slowly emerge. This is save a big cost for you.
I agree with Ganesh... You should looking into using Excel and other Microsoft Office based tools to start up your PPM process. First layout the process and data flow, and then use these tools to setup the automation/repository. Since you also want to do some archiving etc., I think you should also look into setting up a shared directory structure (LAN drive) with folders etc. where ideas, lessons learned etc. are stored and are searchable. If there is not much sensitivity to your content, perhaps Google drive / documents etc. could also provide an effective repository and search function Saving Changes...
Hi, The fact of the matter is that PPM is expensive, and if you're in a small environment getting the funding to use your developers to write your own is just as unlikely as getting an off-the-shelf solution. That being said, as Ganesh and Samuel have said if you write down your requirements carefully you'll probably find that you can do 90% of what you need with MS Excel. There are good reasons why it's one of the most popular PM Tools out there. Good Luck with the hunt! Saving Changes...
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