Templates for Lean Project Portfolio Management™

PPM Responsibilities:

• Brings in initiativeInitiativeSynonym for → ProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks.
• Captures initiative and details it out in the project proposal
• Presents project proposal to Pipeline Review Committee (if required)

Typical Organizational Role: 

• Manager
• Key Account Manager
• Expert

PPM Responsibilities:

• Responsible for all or part of the company’s project portfolio (e.g., for a business unit or a program)
• Guides other roles through the entire process
• Translates strategy into project prioritization criteria
• Supports Initiator during idea phase, for example, by facilitating resourceResourceResources are all the people, places and things that you need to complete projects. The most important resource? Employees, of course! requirement estimates
• Creates portfolio suggestions
• Prepares decision-making meetings (outside of execution phase)

Typical Organizational Role: 

• Head of PMOPMOSynonym for → Project Management OfficeA Project Management Office (PMO) is a permanent organizational unit responsible for the centralized and coordinated management of all projects.
• PMO Team Member
• Business Unit Manager
• Program Manager
• IT Coordinator

PPM Responsibilities:

• Reviews, evaluates and prioritizes initiatives

Typical Organizational Role: 

• Department Manager
• Business Expert

PPM Responsibilities:

• Responsible for seeing strategy through to execution by using successful project portfolio managementProject Portfolio ManagementProject portfolio management (PPM) is a process that seeks to select, prioritize, monitor and analyze a company’s projects.
• Exerts control over active portfolio
• Makes decisions regarding issues in active portfolio
• Decides on the future project portfolio and the respective budgets

Typical Organizational Role: 

• Senior Manager
• Executive

PPM Responsibilities:

• Reports project status
• Reports project resource requirements
• Escalates project issues
• Presents project to decision-making board (if required)

Typical Organizational Role: 

• Project Manager

PPM Responsibilities:

• Ensures correct mapping of resources to roles & skills
• Staffing: (re-)assigns resources to projects
• Resolves day-to-day/tactical resource managementResource ManagementWhen it comes to resource management, the focus is on the optimal planning, coordination and monitoring of resources. The term “resources” includes things like employees, budgets, materials and time. issues

Typical Organizational Role: 

• Team Lead

PPM Responsibilities:

• Works on assigned projects

Typical Organizational Role: 

• Any employee

PPM Responsibilities:

• Responsible for executing strategy through individual projects
• Exerts control over active projects
• Makes decisions regarding issues in active project
• Resolves project managementProject ManagementProject management is the planning, steering, and monitoring of projects to achieve specific objectives within a given timeframe and budget. challenges

Typical Organizational Role: 

• Department Manager
• Senior Manager
• Executive

PPM Responsibilities:

• Develops roles and skills with business unit leaders
• Defines with business unit leaders who has booking rights on each role

Typical Organizational Role: 

• HR Manager

PPM Responsibilities:

• Keeps record of employment up-to-date, including hire/termination date, departmental allocationAllocationAllocating describes the strategic process of identifying the correct resources for projects or individual tasks and assigning them accordingly., work schedule, and holidays

Typical Organizational Role: 

• HR Assistant

PPM Responsibilities:

• Works with Portfolio Coordinator to translate strategy into evaluation criteria (Strategy Workshop)

Typical Organizational Role: 

• Manager

Participants:

• Initiator
• Portfolio Coordinator

Input:

• Ideas, demands, opportunities

Output:

• Quality assured new initiativeInitiativeSynonym for → ProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks.

Activities:

• The Initiator explains their idea in detail
• The Portfolio Coordinator gives feedback and assists in developing initiative

Recommended Frequency:

• Weekly

Participants:

• Pipeline Review Committee Member
• Portfolio Coordinator
• Initiator (if needed)

Input:

• Quality assured new initiatives

Output:

• Ranked list of initiatives

Activities:

• Committee reviews and ranks initiatives in light of current strategic goals

Recommended Frequency:

• Monthly

Participants:

• Portfolio Board Member
• Portfolio Coordinator
• Project Manager (if needed)

Input:

• Current portfolio status
• Proposed project portfolio

Output:

• Approved project portfolio

Activities:

• The Portfolio Coordinator presents the proposed portfolio, including the status of ongoing projects and new initiatives
• The Portfolio Board requests changes to priorities, timing, budget, and key resourcesResourceResources are all the people, places and things that you need to complete projects. The most important resource? Employees, of course!
• The Portfolio Board decides on the future portfolio and the respective budgets
• The Portfolio Coordinator communicates the decisions and ensures transparency of all changes

Recommended Frequency:

• Monthly to Quarterly

Participants:

• Project Managers
• Resource Managers
• Portfolio Coordinator (if needed)

Input:

• Resource managementResource ManagementWhen it comes to resource management, the focus is on the optimal planning, coordination and monitoring of resources. The term “resources” includes things like employees, budgets, materials and time. issues

Output:

• Resolutions to resource challenges

Activities:

• Designs and discusses working solutions for resource conflicts
• Escalates unresolved issues to the Execution Steering Committee

Recommended Frequency:

• Weekly

Participants:

• Execution Steering Committee Members
• Project Manager

Input:

• Project status report
• Issues escalated by project manager
• Unresolved issues from Resource Conflict Resolution meeting

Output:

• Solutions
• Additional measures

Activities:

• Reviews project status
• Solves problems by changing scope or shifting resources within the project

Recommended Frequency:

• Monthly

Participants:

• Strategy Manager
• Portfolio Coordinator

Input:

• Company strategy

Output:

• Catalog of project prioritization criteria

Activities:

• Discusses strategy
• Determines project prioritization criteria and their weighting

Recommended Frequency:

• Every 6 to 12 months