Portfolio Project Performance Reporting Client Case Study MetaPM 2016
The Challenge MetaPM s client need a mechanism to enable them to balance, reprioritise and provide recommendations (backed up by data) to the Portfolio Steering Committee regarding the organisation s discretionary portfolio ($75 mill +) Information that they wanted to see included: Project burn rate (budget verses actual spend monthly) Resource utilisation and gaps (monthly and ongoing) Resource composition (permanent staff verses contractors) Milestone baseline verse actual (baseline start / finish) Project interdependencies Timing of benefits (linkage of benefits realisation to gates and milestones) And Needed to be inexpensive (i.e not requiring specialist tools such as Clarity)
Spend in $m The Client s initial thinking: Project budget provides total forecast costs by month Target monthly spend based on budget of $76m Resource Activity Tools provides forecast resource costs $76m and utilisation data 9 8 7 6 5 4 3 2 1 0 Executive Report Portfolio Spend by Month Forecast Spend Contractors Staff Actual Spend J A S O N D J F M A M J FY13 Portfolio budget risk
MetaPM solution Decided not to use MS Project as: to maintain would need to employ a full time scheduler would not give them all the functionality that they were requiring Our solution: MS Excel Analysis Workbook - 4 data sources - 1 master workbook
Process workflow
Deliverables The Analysis Workbook with charts and dashboard (the MS Excel Workbook) Manual documenting the associated processes Defined process for the collation of the data sources (report contents and process) and implemented (met with 15 project managers for 30-60 mins to explain what was required of them) Portfolio dependencies Log (set up in SharePoint) Portfolio dependency process defined and documented (interdependencies between projects)
Multiple reports and charts generated 25 20 15 10 Project ID Project Name Priority Rating Price Improvement Rating Volume Improvement Rating Claims Handling Imp't Rating Claims Imdemnity Cost Imp't Rating Expense Reduction Rating Total Cost ($M) Cost Total Benefits ($M) Benefits Status Stage Start Duration (Days) Percentage Complete 39 River R1.1 20 1.2 16.8 Red 3 - Delivery Jun-11 418 90% 57 CTR R2 20 3.0 0.0 Grey 0 - Pre Project Jan-13 174 4% 44 MCGI P2 22 1.0 14.5 Green 0 - Pre Project Nov-11 217 0% 17 WC Claims 25 0.5 0.0 Grey 0 - Pre Project Jan-13 88 4% 35 MI P2 25 14.1 2.5 Grey 0 - Pre Project;#On Hold Oct-10 986 6% 42 Flood 1b 25 3.2 3.0 Amber 3 - Delivery Apr-12 243 80% 14 L&OM 26 3.5 20.6 Green 2 - Analyse;#3 - Delivery Apr-12 245 40% 15 CTR Portal 26 2.5 9.0 Grey 0 - Pre Project Apr-13 365 4% 3 Dec Polisy 30 0.3 3.5 Green 2 - Analyse;#3 - Delivery Mar-12 184 6% 34 MI P1 31 9.9 1.5 Amber 3 - Delivery Aug-09 1,096 93% 36 Harvest 34 7.7 10.8 Red 3 - Delivery Oct-10 651 95% 37 Lazarus 34 4.3 7.0 Amber 3 - Delivery Oct-10 637 99% 4 D. Genisys 36 0.5 9.0 Grey 0 - Pre Project Oct-12 182 0% 19 Comm Flood 36 10.0 3.3 Grey 0 - Pre Project Apr-13 364 0% 29 Sheldon KM 36 0.5 7.4 Green 1 - Business Case;#2 - Analyse May-12 132 5% 45 Greengrass 36 0.4 1.4 Green 1 - Business Case Jun-12 188 27% 68 TMT report 36 0.0 2.4 Green 0 - Pre Project Sep-12 154 0% 5 D. Other 44 0.3 0.0 Grey 0 - Pre Project Jan-13 180 0% Future F'cast 13 WC E2E 47 4.0 7.0 Green 1 - Business Case Oct-12 456 4% 41 DMS 53 20.7 0.0 Green 3 - Delivery Dec-09 1,110 90% 67 Swann Hse 56 0.0 3.0 Grey 0 - Pre Project Oct-12 182 0% Spent 52 FARGO 61 1.4 0.0 Green 1 - Business Case Jul-12 210 12% 40 CTR 64 58.6 129.1 Amber 3 - Delivery Jun-10 1,287 90% 32 CUDOS 70 120.0 231.5 Red 1 - Business Case;#2 - Analyse Nov-11 1,337 10% Benefits 12 ESure Rels 84 1.4 1.4 Green 3 - Delivery Jul-12 547 30% 7 FSL 95 3.1 0.0 Red 1 - Business Case;#2 - Analyse May-12 456 68% 11 PDS Dist 95 0.9 0.0 Green 1 - Business Case Jul-12 272 30% 6 DMS 4 WC 95 1.9 7.0 Green 1 - Business Case Oct-12 365 4% Diff 5 0-5 -10-15
How we can help Click to edit Master title style Click to edit Master text styles Second level MetaPM s Service Offer Third level Your ability to optimise your total investment in change, and manage associated risks to business as Fourth usual, level requires a delicate balance of people, process and technology capabilities. MetaPM offers a unique perspective Fifth on business level planning and achieving an optimised portfolio, and we partner with you to make the most of your investment mix. We can help you determine high priority and high value investments, and work with you on benefit mapping, resource balancing and investment tuning techniques. For further information on what we offer please visit: www.metapm.com.au/services/strategic-advice/ Or contact us at: Ph: 1800 800 436 E: enquiries@metapm.com.au Australia Wide Telephone Number 1800 800 436 Melbourne Level 3, 420 Collins Street, MELBOURNE, VIC 3000 Telephone Number: 1800 800 436 +61 3 8640 5700 Fax Number: +61 3 9670 7480 25/05/2016 8